Companies have been using remote work options for years, but it surged in popularity during the Pandemic. During that time, both employers and employees realized that there was value in allowing employees to telecommute.
The benefits are tremendous for employers. It gives them access to a broader talent pool, reduces overhead costs, and attracts top talent. For employees, remote work offers a better work-life balance.
However, companies that choose to go in this direction need to have a strong, structured remote work policy in place from the start. These remote work standards should provide clear expectations for both employees and employers. It should be structured in a way that maintains productivity and fosters a supportive, positive work culture. There should also be security protocols in place for protecting sensitive data and reducing vulnerabilities that could lead to a data breach or hacking.
This guide will help organizations navigate the creation and implementation of their own remote work policies so they can effectively manage remote employees.
Establishing Clear Expectations with an Employee Handbook
Every employee receives an employee handbook when they are onboarded. The handbook contains everything they need to know about policies, regulations, and other vital information.
There should be a dedicated remote work section in the employee handbook. That way, if there is ever an issue, you can refer to the widely distributed handbook that has rules and regulations documented. An employee handbook for remote work can either be included in the larger handbook or published separately.
While the handbook may contain a portion or highlights of a more comprehensive remote work policy, some areas to cover should include availability hours, performance expectations, monitoring, performance review criteria, and communication guidelines. If remote employees are expected to be in the office for a certain amount of time each week or month, that should be included as well.
ASAP Payroll’s Employee Handbook Builder takes the guesswork out of building your employee handbook. It is fully customizable and helps organizations document essential company policies as well as ensure that all policies are compliant with federal and state labor laws. It is a fast, efficient, and cost-effective solution to your HR management issues.
Timekeeping and Mobile Punching
Remote worker timekeeping is a major concern for many organizations. Since the employee is not at the physical location, employers worry that there may be discrepancies in punching in and out. To be fair, there are people who will try to cheat the system, so accurate timekeeping in a remote work environment is necessary to ensure accountability and compliance.
Mobile punching for remote teams allows employees to clock in and out wherever they are working. ASAP Payroll offers SwipeClock, a mobile punching app that employees load onto their mobile devices. It is easy to use, completely customizable, and, best of all, hard to outsmart.
The app has live GPS tracking and geofencing technology so employers know where their employees are when outside of the office. Managers can quickly see who is in or out just by accessing the app.
Setting Communication and Collaboration Standards
Communication is key to ensuring operations run smoothly. Creating a solid communication policy is important for both on-site and remote employees. In the policy, document practices for maintaining effective communication and the tools to be used for messaging, video calls, and project management.
Communication security should also be documented to avoid unauthorized devices or tools being used for organizational purposes.
Crisis communication protocol is also extremely important. A well-developed crisis communication plan should be created and included in the handbook to be distributed to all employees. Remote workers should be a special consideration because they will not be on-site where they can get more current information and updates. There should be a protocol specifically for remote workers.
Setting expectations for attending meetings remotely, response times, and scheduled check-ins can keep teams aligned even when some are off-site.
Maintaining Productivity and Accountability
Having a good checks and balances system can help maintain productivity while embracing flexibility. Goal setting is a good way to gauge employee productivity, and regular performance reviews provide the necessary checks.
Schedule performance reviews every quarter or so to keep on top of any performance lags. By doing reviews more often, there is a shorter amount of time between them. This allows for quick identification of potential issues so they can be addressed before they get out of hand.
Trust is as important to the remote worker as accountability. A remote employee who is not trusted may feel micro-managed and will balk at increased oversight. This can lead to problems with performance and productivity.
Adapting Policies for Compliance and Legal Standards
There are a number of legal considerations to consider for remote work policies. You must be in compliance with federal and state labor laws, but you also have to ensure you are compliant with laws regarding data security and privacy.
This can be a full-time job, depending on the size of the organization.
You can hire an attorney to keep up with the changing laws, or you can employ ASAP Payroll’s services to help you create your policies and remain compliant. All you have to do is make sure that your employees are well-informed and aware of the standards – and that they adhere to them.
Building Effective Remote Work Standards with ASAP Payroll
Creating structured, clear policies for remote work can increase your workforce, motivate your employees, and be a very attractive tool for drawing in top talent. Strong remote workforce policies give your team the confidence to soar.
Get started on your remote workforce policies and employee handbook. Explore our website and contact one of our team members to discuss ASAP Payroll’s Employee Handbook and Mobile Punching solutions for streamlined remote work management to find out what we can do for you.
