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Here are some best practices to consider when implementing a telecommuting program in your organization:
- Ensure that upper-level team members are on board with all of the reasons the company is allowing telecommuting. Internal staff can often be the reason a telecommuting program does not gain traction, especially if they view telecommuters as “less than” in any way, which can create unnecessary friction and stress all around.
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- Have a clearly defined telecommuting policy, including:
- Which roles are suitable for telecommuting?
- What criteria must an employee meet to be approved to telecommute? Consider performance criteria, length of time with the organization, and other relevant criteria for you.
- What are the minimum home office requirements? How much of this will the company will be providing or subsidizing?
- What rules will be different for telecommuters? For example, will a telecommuter still be subject to the same work hours? What availability is expected? What will be tolerated in terms of outside distractions while telecommuting?
- Will there be a probationary period for the telecommuter?
- How will data be kept confidential when accessed from alternative locations?
- What are the requirements in terms of how often the telecommuting employee will be expected to be on-site for meetings or other activities?
- What are the expectations for communication with those in the office or other worksite, including managerial staff? (For example, are weekly status updates required?)
- The policy should include a provision that retains the right of the employer to review the policy details and update them in the future—including revoking the right to telecommute.
- If the telecommuting employee still must track work hours and breaks, this needs to be clearly communicated and provisions need to be in place for this to occur.
- If there will be electronic monitoring, it should be clearly outlined in the policy.
- The policy should state that child care must still be sought separately during work hours and that this must be provided by another person, not by the employee while working.
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- Create a culture of inclusion for telecommuters. This can include things like:
- Investing in the technology to allow video and audio conferencing.
- Training staff to include off-site coworkers in meetings through audio or video conferencing options.
- Setting up a schedule for communication and updates on work, which benefits both the telecommuter and the rest of the team.
- Focusing on training the managerial team in ways to ensure that telecommuting staff are included in day-to-day activities and not thought of as second-tier when it comes to assignments, promotions, and new projects.
- Training telecommuters how best to stay in contact and remain integrated and visible in the day-to-day workforce.
- Ensure that the company technology is suitable for efficient telecommuting without sacrificing security. This might include enhanced security features for home devices or providing telecommuting employees with equipment for their home to ensure that the devices used meet security standards and have the right programs installed.
- The company’s networks should be accessible and allow for efficient workflow from off-site locations. If it’s too difficult, it won’t be used, which will make your data less secure as employees try to find easier alternatives.
- The security enhancements, such as VPNs, should be unobtrusive and should not inordinately slow down work.
Tomorrow we’ll cover more best practices for telecommuting, plus an introduction to BLR’s HR Playbook combo package.