Creating a Successful Remote Employee Program

Kristina Dietrick, PHR, SHRM-CP
President & Owner
HR Partners

As an employer, how do you manage remote, teleworking employees successfully?

Plan, Plan, Plan... and Communicate, Communicate, Communicate! 

To start the process of teleworking, you should discuss with your respective staff what the expectations will be. Generally, the employer needs to establish a policy, and to be more specific, a written agreement with the employee regarding his/her specific position. 

Once you have a plan in place, it is time to execute the ongoing communication plan with your teleworking employees. If you have a staff meeting once a week, keep it on the schedule through a Zoom or a conference call. Conducting phone calls, texts, emails and Zooms on a regular basis will continue to maintain the connection, and both employer and employees will be apprised of the project management needs of the organization. 

Who knows? You may become like a lot of organizations and explore teleworking beyond the COVID-19 pandemic crisis.

Key Factors and Considerationsto Include in a Written Agreement

What is the objective of the teleworking policy? Is this for COVID-19 control? Will this be short-term or long-term?

How do you determine eligibility for teleworking? Some factors to consider:

•Employee suitability—this involves the position and the employee’s work ethic.

•Job responsibilities—can this position be done remotely?

•Equipment needs, workspace design considerations and scheduling issues.

•Tax and legal implications—federal, state and local government laws.

General Work Arrangements and Considerations:

•Work schedule—maintaining accessibility within the timeframe.

•Work site location—home, public place or another option.

•Regular check-in’s (via emails, Zoom calls, phone calls, etc.) to discuss project management.

•Availability for video/teleconferencing (as needed).

•Availability to be at the office location, physically, when requested or required.

•Rest and meal breaks provided in the same manner as office policies.

•Sick, vacation and/or PTO leave requests handled in the same manner as office policies.

Equipment—personal or office equipment?

•Computer.

•Phone.

•Office supplies.

•Internet; connecting to the network server.Information Security

•Protection of proprietary information.

Safety

•Maintain the home or remote workplace in a safe manner, free from safety hazards (OSHA guidelines).

Time Worked

•Accurately record all hours worked if the employee is non-exempt (FLSA guidelines).

Ad Hoc Arrangements

•Inclement weather.

•Special projects.

•Business travel.

•Accommodations (ADA guidelines).