Why Your Organization Needs a Remote Work Policy
Remote work has evolved from a temporary COVID measure into a permanent business model. Whether you’re fully remote or hybrid, protecting your business and your employees requires a comprehensive remote work policy.
Operating without a formal remote work policy could expose your business and employees to a number of risks including security breaches, data loss, and legal liability for workplace injuries. Your company could face compliance violations with labor laws, struggle with productivity issues, and experience communication breakdowns. Also, without clear guidelines, employee burnout could occur, affecting both morale and retention.
An effective remote work policy should address the following key areas:
Work Hours / Availability
To ensure common understanding, promote business continuity and encourage work-life balance, a remote-work policy should provide clear guidelines around working hours and availability including:
- clearly identifying the hours of work and core business hours, if applicable
- accessibility, response time and meeting participation requirements
- overtime rules
- approved communication tools
- managing after-hours contact and emergency situations
Physical Environment
If there is a preference for a physical working environment for your employees, outline these expectations in your policy. Ensure your employees know what the requirements are for a physical working environment whether it be in the employee’s home or alternative location. If necessary, the employer may require employees to provide addresses and locations from which they are working remotely and update these when necessary. Employers may wish to establish expectations for dependent care arrangements and personal responsibilities to ensure that employees are able to meet their job responsibilities without interruption or distraction.
- equipment needs
- professional meeting environment
- dependent care during business hours
- address and location of where they are working
Security
The need to safeguard business assets and protect client confidentiality should be addressed in the policy. Comprehensive data protection measures should be identified and can include:
- minimum standards for internet connectivity, network security requirements, proper data storage protocols
- device management guidelines
- clear procedures for reporting security breaches and handling sensitive
Health and Safety
Many provinces now consider home offices to be official workplaces. As a result, businesses are responsible for employee safety, even when working remotely. The policy should address:
- the area of the home that is considered the workplace, as well as when an employee is considered to be at work
- ergonomic requirements
- break schedules
- injury reporting procedures
Revised Employment Standards Act
In light of our changing working arrangements, some provinces have adopted new legislation to ensure clarity in the workplace. It’s important to include the spirit of these new requirements in your remote work policy. New legislation includes:
- Right to disconnect from work – This policy confirms the employee’s right to disconnect from work without fear of reprisal
- Electronic monitoring practices – This policy requires the organization to outline their electronic monitoring practices
Employment Contracts
While a comprehensive policy is key to providing clarity and setting mutual expectations regarding remote working practices, the courts also rely on employment contracts to determine enforceability of policies. A well-written employment contract will ensure clarity, reduce disputes and protect the employer from potential issues that may result.
With our changing work environment, a remote work policy serves as more than just documentation – it’s essential protection for your business. It reduces legal risks, establishes clear expectations, and maintains productivity standards. Your policy ensures compliance with regulations, protects sensitive data, and supports employee well-being, all while providing a framework for successful remote operations.
Next Step
Don’t wait for problems to arise. Create your remote work policy now to protect your organization and set your team up for success in today’s digital workplace. A well-crafted policy provides the foundation for effective remote work while safeguarding your organization’s interests. If you would like help with creating your remote work policy, contact us.
Through our collaborative approaches, innovative HR products and customized advisory solutions we impact four leadership priorities: managing risk, driving productivity, strengthening talent capabilities and supporting your bottom line. Let’s connect to find out how ASSOCIUM Consultants can help your organization.