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Guidelines for Managing Remote Workers

Spark Team

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Technology and the growth of digital platforms and devices have connected more workers across geographic boundaries, allowing them to work away from the traditional worksite.

Some employers have adopted policies that allow employees to work completely remotely, while some employers have implemented a hybrid approach allowing workers to be remote a certain number of days in the week and requiring them to work from the office on the remaining workdays. With either approach, when an employee works remotely, employers often have questions about how to encourage productivity and foster teamwork. Here are some guidelines for effectively managing remote workers.

Determine fit

Before you allow employees to work remotely, determine whether the job requires a high level of face-to-face interaction and whether the employee's work can be monitored more by results rather than time spent on premises. You should also assess whether the employee is able to work productively on their own and whether the employee is in good standing. Look at whether they're dependable, self-motivated, and have a history of high performance, including completing tasks on time and correctly, and being an engaged worker. Make decisions about remote work in a nondiscriminatory and consistent manner.

Set clear expectations

Basic guidelines

If you allow employees to work remotely, develop a written policy that outlines rules governing the conditions of employment, including steps employees must take to protect confidential company information.

For instance, many employers establish minimum requirements for the remote workspace (such as having a computer, monitor and smart phone), prohibit employees from taking care of a child or elder while they're working, and require remote workers to connect to company systems through secure means only.

It is also important to remind remote workers that anti-harassment rules, drug-free/alcohol-free workplace policies, and other workplace conduct standards also apply to the remote workspace.

As with all employees, set clear, measurable goals for remote workers and hold them accountable for meeting those goals. Check in with remote workers regularly to give them feedback and see how they're doing.

Also consider setting expectations for:

• Responding to text, email, and phone messages from colleagues and clients.
• The core hours during the workday when everyone is expected to be available.
• An employee's responsibility for posting their regular hours of work and blocking out time off where co-workers can see it (e.g., in a calendar application).

In your written policy, make clear that you reserve the right to end the remote work arrangement at any time should an associate's performance warrant a change or as business needs require one.

Read: Demystifying Multi-State Compliance for Remote and Hybrid Workers

Guidelines for virtual meetings

Employers should also establish etiquette and other guidelines for virtual meetings. Some topics to consider include:

• Reminding employees to include a link to the virtual meeting platform whenever scheduling a work meeting.
• Whether an agenda and follow-up summary are required for virtual meetings.
• Keeping one's microphone on mute during the meeting unless speaking.
• Complying with the employer's dress code during virtual meetings.
• Whether virtual attendees are required to have their camera on during virtual meetings.
• Avoiding multitasking and other distracting behavior during the meeting.

Maintain communication

When working remotely, interactions with colleagues and supervisors may be less frequent than they are in the traditional workplace setting. This can lead to a bottleneck of important information and may result in feelings of isolation among remote workers. To address these challenges, schedule regular virtual meetings between remote workers and their co-workers, encourage video conferencing, and highlight and acknowledge their work to colleagues. Conduct regular check-ins with employees to see how they are adapting to working from home and to provide feedback on their work.

Schedule teambuilding activities

Consider teambuilding activities in which both remote workers and on-site office workers can participate. For instance, some employers host virtual events like ice cream socials for employees. Another option is to host team activities like online trivia, puzzles, or other games that can bring everyone together virtually to connect and have fun as a team.

Prevent overwork

With the work and home environment becoming more intertwined, some employees may find it difficult to shut off at the end of the day. Encourage employees to take allotted breaks and to step away from their work when the day is over. Also, consider fun activities that can be done virtually, such as afternoon video chats or cooking lessons. Make these types of social events voluntary, since some employees may prefer quiet time in order to recharge, especially those who are on video calls all day.

Want to learn more about managing remote workers?

Below, listen to How to Overcome the Challenges of Managing Remote Workers on our small business podcast, HR{preneur}.

Conclusion

Before permitting employees to work remotely, develop policies and procedures to help you manage them effectively.

Download the guidebook today: Navigating multi-state compliance requirements for organizations with a remote and hybrid workforce.

_{This article was originally published as an "ADP HR Tip of the Week," a communication created for ADP's small business clients.}