How to design and implement an effective remote work policy

Remote work is only getting more popular, and not just because employees like it; it also offers companies access to highly skilled professionals from around the globe. According to the Upwork Future Workforce Report, 40.7 million American professionals — nearly a quarter of the current workforce — are expected to be fully remote in five years. Remote work offers businesses other benefits, too, including lower costs, increased productivity, and higher employee satisfaction. 

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There are, of course, risks. To mitigate them, companies need remote work policies based on clear principles and guidelines. This helps ensure remote work is safe, smooth, and convenient for both employees and employers.

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In this article, we’ll talk about what an effective remote work policy should include and share some tips on implementing one at your company.

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Key components of a remote work policy.

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Eligibility criteria

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Clearly define which roles are eligible for remote work and which require partial or full on-site presence. If you have a blended team with different kinds of employees (full-time staff together with contingent workers), outline the requirements and expectations for each group separately.

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Working hours and availability

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Set out expected working hours, and if they’re different for full-timers and contractors,  say so explicitly. Also, be sure to address availability: for example, you might specify that employees always need to be able to take calls during certain hours.

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Communication guidelines

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Set clear rules for team communication and specify which tool you use (email, messaging apps, video conferencing platforms, etc.) for which purpose. In this section, address things like:

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• How quickly employees are expected to respond to messages.
• Hours for sending messages and emails — how late is too late?
• Frequency and format of team calls and one-on-ones.
• Employees’ right to disconnect to maintain a work-life balance.

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Location and workspace requirements

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List the criteria that employees’ remote workspaces need to meet, such as quiet surroundings, high-speed internet, and reliable connectivity. Also specify your location expectations:

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• Can employees work from other countries? 
• Do they need to inform their bosses about their movements? 
• Does your company offer support for digital nomads, such as coworking space memberships or travel reimbursements?

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Equipment

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If certain tools and software are necessary for remote workers, list them. State who’s responsible for handling any associated costs and/or maintaining equipment.

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Data security

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Establish cybersecurity protocols to protect your company’s data. For instance, your policy might include mandatory use of VPNs to ensure online privacy. Ensure employees understand their responsibilities for safeguarding information and identify a point of contact for data security questions and issues.

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Performance and productivity

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List the metrics on which employees will be evaluated and clarify their connection to remote work. If an employee gets low productivity evaluations, will they be required to start going to the office?

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Tips for creating and implementing a remote work policy

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1. Use clear and accessible language

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The primary goal of a document like this is to explain employees’ rights and responsibilities and company expectations. Keep it straightforward and avoid technical jargon, especially if your workforce includes people whose native language isn’t English.

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2. Study the legal and regulatory environment

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When developing your policy, it’s important to take into account the legal environment for remote work, such as labor laws, taxation, and data privacy regulations. Note that if you have contractors in other countries, you’ll need to know the legislation there. Factors to study include the minimum wage, overtime pay, and fair labor practices. Also, in some jurisdictions, employers are responsible for ensuring a safe work environment, even for remote workers.

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3. Introduce the policy gradually

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Give employees time to review the policy and ask questions, then fine-tune the document as necessary. This can alert you to things you’ve overlooked and make for a smoother transition. 

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Ideally, the draft policy should be circulated to all employees and questions and suggestions should be collected from them. Add to the document the answers to the questions that arose and integrate those suggestions that are appropriate for your company. Respond to employees' suggestions, thank them for their participation, and write briefly why you did or did not take their suggestion to task. They should feel that their participation is meaningful and the suggestions have been considered.

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4. Provide training to managers

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Managing remote teams requires a different approach to communication, supervision, and productivity. Offer training to help managers develop the necessary skills, such as setting goals and KPIs, maintaining employee motivation, and using tools designed for remote work.

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5. Don’t micromanage

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Checking in ten times a day can demotivate employees and reduce productivity. Instead, focus on results and establish clear guidelines. Give your team some autonomy and prioritize asynchronous work when possible to allow for flexibility. Some employees will rise to the challenge while others will struggle, and you can focus your efforts on the latter.

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6. Continuously improve the policy

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Remember, the purpose of your remote work policy is to benefit employees and employers. If it’s failing to do so in some way, fix it! Regularly collect feedback from your team and revise the policy as needed, especially following changes to company procedures or employee requirements.

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A well-structured, wisely implemented policy will keep work going smoothly and provide clarity to employees, setting your company up for success as the labor landscape evolves.