Your Telecommuters are Working…Aren’t They?

Telecommuting allows employees to work part or all of their standard workweek from a remote location, “seamlessly commuting” by e-mail, cell phones, and virtual private networks. (Editor’s note: It’s not always “seamless.”)

Telecommuting has evolved from being a convenience to a business strategy to a business necessity. With the high cost of commuting for employees, and energy and facility space for employers, telecommuting has taken on a new aura of cost containment. Here are some telecommuting tips.

‘Hoteling,’ ‘Satelliting,’ or Home Office?

Telecommuting can be informal, such as during special, short-term projects; on a regular basis, such as 1 or 2 days a week; a formal arrangement for 100 percent of work time; or as part of an emergency procedure during storms, natural disasters, power outages, or quarantines.

For cost-effectiveness, or if an employer is hesitant about employees working from home, there are other options:

• Satellite offices. Employees are situated in smaller, strategically located, off-site facilities.
• Hoteling. Fully appointed offices and equipment are shared on an as-needed basis.
• Virtual/mobile offices. Employees are provided with the equipment and tools to perform their jobs from anywhere, including customer or vendor locations.

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Legal Issues

There are no direct federal laws that regulate telecommuting. However, remember that the state and federal laws on wage/hour, family leave, and disability bias still apply. State and local laws, especially zoning laws, may also affect telecommuting arrangements.

Setting Up a Workable Telecommuting Agreement

In setting forth the obligations of both employer and employee, consider these key points:

• The telecommuting agreement does not change the at-will nature of the employer/employee relationship.
• The telecommuter is expected to comply with all applicable company policies (e.g., conflict of interest, confidentiality, moonlighting, drug and alcohol use).

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In addition, the agreement should:

• State that the telecommuter is expected to meet specific job objectives and measurable performance goals.
• Detail the maximum response time for answering voice or electronic mail from other employees, customers, suppliers, etc.
• Define the requirements for keeping in touch with the office and attending regular staff or team-building meetings and short-notice, emergency meetings.
• Clarify employer-reimbursable expenses, such as Internet access charges, long-distance calls, courier or express mail services, utility charges, and supplies.

Big Help for Small HR

Telecommuting — one more aspect of HR that’s not as easy as it sounds. Especially if you’re trying to keep track of everything (and everyone) all by yourself.

BLR’s Managing an HR Department of One is unique in addressing the special pressures small HR departments face. Here are some of its features:

• Explanation of how HR supports organizational goals. This section explains how to probe for what your top management really wants and how to build credibility in your ability to deliver it.
• Overview of compliance responsibilities through a really useful 2-page chart of 23 separate laws that HR needs to comply with. These range from the well-known Fair Labor Standards Act (FLSA), Family and Medical Leave Act (FMLA), and new healthcare reform legislation to lesser-known, but equally critical, rules such as Executive Order 11246. Also included are examples of federal and state posting requirements. (Proper postings are among the first things a visiting inspector looks for—especially now that the minimum wage has been repeatedly changing. We can help you out with those, too.
• Training guidelines. No matter the size of your company, expect to conduct training. Some of it is required by law; some of it is just good business sense. Managing an HR Department of One walks you through how to train efficiently and effectively with a minimum of time and money.
• Prewritten forms, policies, and checklists. These are enormous work savers! Managing an HR Department of One has 46 such forms, from job apps and background check sheets to performance appraisals and leave requests, in both paper and on CD. The CD lets you easily customize any form with your company’s name and specifics.

If you’d like a more complete look at what Managing an HR Department of One covers, click the Table of Contents link below. Or, better yet, take a look at the entire program. We’ll send it to you for 30 days’ evaluation in your own office with no obligation to buy.

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