How To Write A Remote Work Policy (With Steps And Example)

Updated 12 October 2022

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The leadership of an organisation may choose to convert its workforce to include fully remote or partially remote work options. Creating a policy for remote work can help a company's leadership define responsibilities and expectations for their employees that work remotely. As a human resources professional, understanding how to write a policy for remote work can let you help a company implement work-from-home methods for its employees efficiently.

In this article, we review the meaning of these policies, explain how to write a remote work policy and provide a template and example that you can reference as you create one for an organisation.

What Is A Remote Work Policy?

A remote work policy, or a work-from-home policy, is a collection of guidelines that explain how a company plans to let its employees work away from its primary office. It may outline work expectations, rules, collaboration methods and employee benefits. This kind of policy can be either permanent or temporary, depending on the company's plans and goals.

How To Write A Policy For Remote Work

Here is a list of steps on how to write a policy for remote work:

1. Determine the employees' work methods

The first step in creating an effective work-from-home policy is to define the employees' work methods. Determine how company leaders want employees to complete their expected tasks. Set realistic expectations and ensure that whoever is allowed to work remotely has responsibilities that are manageable away from the company's primary office. Confirm that the policies you help promote inclusivity in all aspects.

As you define the employees' work methods, consider who their managers might be. You may also consider how the remote work methods you wish to implement may impact productivity so that you can help the organisation allocate the appropriate resources. You can also evaluate the potential impact of remote work methods on the company's culture.

2. Define the necessary resources to make remote work efficient

Once you know how the company's employees may report to their supervisors and what tasks they can complete remotely, you can define the resources they need so they can increase productivity. Sometimes, companies that allow employees to work remotely provide them with office equipment, including laptops and video conferencing software. In other instances, organisations may require employees to provide their own equipment. No matter what the organisation you work for decides to do, ensure that you communicate the resource allocation plan.

Some organisations that work with customers' private data may provide employees with extra cybersecurity measures. For example, an organisation may supply its remote employees with a virtual private network. Others may require employees to work exclusively from home instead of allowing them to work in public places that provide public internet access.

3. Write clear rules about working remotely

Within a company's policy for remote work, it is important to note clear rules that employees can follow. It is ideal to meet with supervisors and managers so that they can provide guidance on how they want employees to work. For example, a policy for remote work may specify how often employees are expected to log onto their accounts each workday. This policy may also clarify if employees have the flexibility to log onto their accounts during non-traditional work hours so that they can tend to personal matters during the day.

Related: What Is Remote Work?

4. Outline methods for socialisation and collaboration

When a company creates a policy for remote work, it may improve elements of its workplace culture by including ideas for socialisation and collaboration. This policy can highlight guidance for etiquette in casual chatrooms for employees so that they can build personal relationships with one another while still maintaining professionalism. A policy for remote work may also detail what collaboration tools the company wants remote employees to use. This clarification can promote consistency and improve efficiency when employees talk with one another.

5. Include the employees' legal rights

As you help an organisation create a policy for remote work, it is important to include information about the employees' legal rights. This action ensures that the company remains legally compliant with governing bodies and helps promote employee satisfaction. With the flexibility that remote work provides, it is important to outline any overtime pay employees can receive. It is also essential to discuss the training that employees may need so they can work with sensitive data in a compliant manner.

6. Explain the employees' benefits and compensation

The final step in creating this policy is to explain the employees' benefits and compensation. Outline any company-specific benefits, which may include reimbursement for electricity usage or a stipend for office equipment. If the organisation already has traditional office employees that it wants to transition into remote employees, you can gather feedback from them to determine which benefits they may enjoy. Within a company's policy for remote work, you can also highlight the pay that an employee can receive and explain that it may vary depending on their city of residence.

Template For A Policy For Remote Work

Here is a template that you can use to create a policy for remote work for an organisation:

Purpose
This document outlines the terms and conditions for employees who work from a location other than our primary office. All remote work requests must receive prior approval from [supervisor, the human resources department, etc.]. This remote work policy will remain in effect until [established end date].

Scope
This remote work policy only applies to [employees who have completed training, eligible part-time employees, full-time employees, etc.].

Eligibility requirements [Company name] requires eligible employees to work remotely on a [permanent or temporary] basis. Employees can work [anywhere, from a specific city, etc.].
Positions that are eligible for remote work arrangements must meet the following criteria:

[Eligibility factor]
[Eligibility factor]
[Eligibility factor]

Positions that are not eligible for remote work include [list of positions unable to work remotely].
To request remote work approval, eligible employees that meet all established criteria must [outline approval process steps].

Work expectations [Company name] expects employees that work remotely to:

[List of availability and responsiveness expectations]
[List of availability and responsiveness expectations]
[List of availability and responsiveness expectations]

[Company name] expects team members and managers to meet [list meeting frequency and through which communication method].

Supplies and equipment [Company name] will provide remote employees with [list of provided supplies and equipment] that are essential to their job duties. We expect employees to use equipment and supplies issued by [company name] only for business purposes. All expenses as a result of working from home are the responsibility of the employees.

Workspace guidelines Employees working from home should keep their workspace free of safety hazards. To support the safety, health and productivity of employees, we advise remote employees to [health and safety suggestions].

Security and confidentiality Remote employees should take proper measures and precautions to certify the protection of company assets and data. Employees must [security and confidentiality requirements].

Compensation
Employee base compensation will remain the same, regardless of physical location. Remote employees are eligible for promotions and merit raises merit based on performance reviews.

Example Of A Policy For Remote Work

Here is an example of a policy for remote work so that you can see what it may look like:

Purpose This document outlines the terms and conditions for employees who work for Data Galore from a location other than the company's office in Pune, India. All remote work requests must receive prior approval from their supervisor. This remote work policy will remain in effect until December 1, 2022.

Scope
This policy only applies to full-time employees who have completed their mandatory new-employee training.

Eligibility requirements
Data Galore requires eligible employees to work remotely on a temporary basis. Employees can work in any location as long as they have access to equipment and supplies to perform their duties.

Positions that are eligible for remote work arrangements must meet the following criteria:

The employee can complete all expected responsibilities virtually by pre-established deadlines.
The employee has access to the internet and necessary equipment.

Work expectations
Data Galore expects employees that work remotely to:

Work for 40 hours per week
Respond to all emails within 24 hours
Be fully accessible between the hours of 9 a.m. and 12 p.m. Universal Time Coordinated (UTC)

Data Galore expects employees and supervisors to meet on a bi-weekly basis via video conferences.

Equipment and supplies Data Galore will provide remote employees with a company cellphone and laptop. We expect employees to use any equipment and supplies that Data Galore issues only for business purposes. Data Galore is not responsible for incurred expenses associated with working remotely.

Workspace guidelines Employees working from home should keep their workspace free of safety hazards. To support the health and safety of employees, we advise remote employees to maintain clear pathways in their workspace and use ergonomic chairs and desks.

Security and confidentiality Remote employees should take proper measures to ensure the protection of company assets and data. Employees must maintain current desktop security settings and refrain from using publicly accessible Wi-Fi.

Compensation
Employee base compensation will remain the same, regardless of physical location. Remote employees are eligible for promotions and merit raises based on regular performance reviews.

Please note that none of the companies, institutions or organisations mentioned in this article are associated with Indeed.