Unclear policies on remote work expectations

A policy is a formal statement about an organisation’s principles, values, processes, and actions, ensuring compliance and consistency, which leads to effective decision-making. In an organisation, usually, there are numerous policies that cover a range of processes such as document management, procurement management, employee management, data protection, and the list goes on.

Even though remote working was a thing back in the 1990s and 2000s due to the advancement of the Internet and collaborative technology¹, it became the official “norm” after the COVID-19 pandemic in the 2020s. When you are in an office setup surrounded by like-minded people who are continuously working on a similar objective, following a policy becomes part of the routine. If the policies are well-written in an easy-to-follow manner, adhering to them is less challenging. Even if you have reservations or doubts about anything in the policy, it only takes a short walk to discuss it with your colleague or line manager and get it clarified.

Imagine you are in a situation where you are unsure about something. When you are working remotely on your own, there is no one visibly around you to tilt your head and clarify your doubts. Your options are to reach out to someone within your team or to your manager via chat or email. Depending on the question or situation, you might begin to wonder whether your question is more suitable for someone above your immediate manager or your team. Then you begin to wonder if this is the right time to ask, as they might be busy, even though they show up available (🟢) in your chat application. Now you wonder, when will it be the right time to ask the question? On the contrary, sometimes you begin to wonder if it’s something you should’ve known in the first place. To add more complexity to the equation: what if you are on a public WiFi and want to open a sensitive document?

Well, all these might seem really simple; just drop a message and ask or give them a call. All will be sorted in no time. However, not every individual approaches the situation quite the same. It is quite common for people to keep their weaknesses, difficulties, or confusions at bay. Some might find giving a call is a safer option than dropping a message. Instead of finding out why someone might be different (because we all are, which is a fact), the focus should be on clearly defined guidelines for remote working. That’s where the need for a well-structured policy about “remote working” should come in handy.

A well-structured policy for remote working should contain the following aspects:

Work hours

Establish clear work hours to ensure employees maintain a healthy work-life balance. Encourage employees to set dedicated work hours and communicate their availability to the team. Implement a clear policy on overtime and flexible working hours while ensuring employees do not overwork. Provide guidelines on how to disconnect after work hours to avoid burnout.

Communication

Define the primary communication channels (e.g., Slack/Teams for quick updates, email for formal communication, video calls for detailed discussions). Specify the response time expectations for different communication types (e.g., urgent queries within an hour, general questions within a business day). Ensure team members know whom to contact for technical issues, HR concerns, and project discussions. Encourage asynchronous communication to accommodate different time zones and meeting free hours/day in the week to promote focused work².

Technology

Provide employees with a list of required software, collaboration tools, and security measures they need to use. Clarify whether the company provides hardware (laptops, headsets) or employees must use their own devices. Outline software installation policies, including updates and security patches. Ensure employees have access to IT support for troubleshooting technical issues.

Internet

Make it clear about the use of unsecured public WiFi for handling sensitive company data. Encourage the use of VPNs when working remotely, especially from cafes, co-working spaces, or airports. Provide recommendations for securing home networks, such as using strong passwords and enabling firewalls. Educate employees on the risks of phishing attacks and unsecured connections.

Security

Implement multi-factor authentication (MFA) for accessing sensitive company systems. Require VPN usage for connecting to company servers and cloud environments. Restrict access to certain resources based on user roles and security clearance. Conduct regular security awareness training to keep employees informed about best practices.

Data storage

Specify approved cloud storage solutions (e.g., OneDrive, Google Drive, internal company servers). Prohibit storing sensitive company data on personal devices unless encrypted. Define which types of documents should never be accessed over public WiFi. Ensure employees use encrypted storage options for highly sensitive documents.

Performance expectations

Focus on deliverables and quality of work rather than time spent online. Encourage goal-setting and regular check-ins to track progress. Provide clear key performance indicators (KPIs) based on roles and responsibilities. Use project management tools (e.g., Trello, Jira, Asana) to monitor task completion.

Growth expectations

Provide remote employees with career growth opportunities through training, mentorship, and upskilling programs. Set clear promotion paths and define how performance impacts career progression. Encourage employees to take online courses and certifications relevant to their field. Offer regular performance reviews and feedback sessions to support career development.

Mental health and physical well-being

Promote a culture where employees feel comfortable taking breaks without guilt. Encourage participation in virtual or in-person team-building activities. Provide resources for mental health support, such as counselling services or wellness programs. Advocate for a healthy work setup, including ergonomic workstations (e.g., stand-up desks, and kneeling chairs) and recommendations for physical exercise.

A carefully written, comprehensive remote work policy can save hours of frustration for both the employee and the employer. In an extreme case, it can save a breach from taking place, which could potentially drain the company’s bank and reputation.

In a Nutshell

The lack of clear policies in remote working is one of the fundamental factors behind an unsuccessful remote working culture. However, carefully thought, well-crafted policy on remote working can put the remote working experience back on track. Having a carefully documented remote working policy gives employees a sense of reassurance and fulfilment towards their organisation. Therefore, it is important to have a well-documented remote working policy regardless of the type of organisation you run.

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