How to Write a Work-from-Home Policy for Remote Working

Key Takeaways:

Set expectations: Clarify work hours, communication protocols, and productivity measures.
Address security: Protect company data with security policies for remote system access.
Define equipment needs: Outline what tools and support remote employees will use to stay connected with the team.

As more companies reconsider their approach to remote work, workers are starting to reevaluate their employment options and formally request to make remote work permanent. Recent surveys show workers would consider leaving a job if remote or hybrid schedules aren’t offered. More than half of employees said they look for hybrid or fully remote work, and 13% see a productivity boost when working in a quiet space rather than a busy office.

For work-from-home (WFH) and hybrid arrangements to work long-term, it helps to write a work-from-home policy that gives everyone a clear roadmap for success. Draft a formal policy to establish expectations, ensure accountability, and support employees and employers in navigating remote work.

Why Write a Work-from-Home Policy?

A formalized WFH policy helps avoid confusion and sets clear expectations. To keep remote work a viable option, businesses need to ensure productivity, security, and employee well-being, all of which are easier to manage with a structured approach. Here’s what to include in your policy.

Real-world data: According to the U.S. Bureau of Labor Statistics, remote work boosts productivity, with 65% of employees reporting higher productivity from home compared to in-office work.

1. Define Eligibility Criteria

Only some roles will be suitable for remote work. The policy should clearly outline which positions can work from home based on job responsibilities, technology requirements, or performance metrics.

2. Set Clear Expectations for Work Hours and Availability

One of the most crucial aspects of a WFH policy is setting expectations around work hours and availability.

Work hours: Specify whether employees must adhere to a fixed schedule or if flexible hours are acceptable. Clearly spell out whether hours are specific to a time zone or can vary on the person’s location.
Availability: Define core hours when employees should be online and reachable. Make it the company policy to schedule all meetings within the company’s core hours.
Breaks and time off: Include a process for how employees should take breaks and request time off.

Research shows that 91% of employees strongly favor flexible schedules, which can improve work-life balance and increase overall job satisfaction.
-Everhour.com

3. Outline Communication Protocols

Clear communication guidelines are essential for remote workers. They ensure everyone is on the same page and can effectively collaborate, even from different locations.

Preferred communication tools: Identify which tools should be used for messaging, meetings, and collaboration (e.g., Slack, Zoom).
Response times: Establish how quickly employees should respond to emails or messages.
Check-ins: Schedule regular team meetings or one-on-ones to maintain visibility and accountability. These should occur at a minimum weekly.

4. Address Technology and Equipment Needs

Employees working remotely need proper equipment and software to perform their work.

Company-provided tools: Specify if the company will provide laptops, monitors, or other tools.
Tech support: Offer remote IT support for troubleshooting and clearly outline how workers can access that support.
Software licenses: Ensure employees have remote access to necessary software.

5. Include Security and Privacy Guidelines

Data security is more than a concern; it’s a top priority in a WFH role. Many high-profile data breaches have occurred when remote workers lost a laptop or logged into systems over unsecured WiFi networks. Your policy should address how employees can securely access company data while working from home, and remote security protocols should be reviewed annually.

VPNs and encryption: Mandate the use of VPNs and encrypted communication tools. The company should provide training and software to secure their systems.
Device security: Define whether employees can use personal devices for work and what security measures are required.
WiFi guidelines: Encourage employees to avoid public WiFi for work purposes. Remote workers who travel regularly should consider a mobile WiFi solution and set up security measures with the company’s IT team.

44% of U.S. employers save on operational costs by offering remote work. However, remote work can pose risks to company data. Make sure to have robust security measures and policies in place.
-Global Workplace Analytics

6. Establish Performance Metrics

Many managers worry about tracking productivity in remote teams. A successful remote policy should focus on outcome-based performance measures rather than hours worked.

Output-based metrics: Measure employee productivity by deliverables rather than how many hours they log online.
Tracking tools: Consider using project management or time-tracking software to monitor progress.
Performance reviews: Hold regular evaluations to assess employee goals and achievements.

7. Encourage Work-Life Balance and Well-being

Remote work can blur the line between work and personal life, and some remote workers have difficulty logging off. Your WFH policy should address how employees can maintain a healthy work-life balance.

Encourage breaks: Build regular breaks into the work day to avoid burnout.
Set boundaries: Ensure employees disconnect after working hours to promote rest.
Mental health resources: Offer access to wellness programs or mental health services.

78% of employees report reduced stress when working from home due to eliminating commutes and other workplace distractions. Neurodivergent employees often find productivity easier when not in the office.
CapitaWorks

8. Detail Compensation, Benefits, and Expenses

A thorough WFH policy should also address how compensation and benefits may differ for remote employees and which expenses will be covered.

Salary structure: Clarify if remote work impacts salaries, especially across regions.
Expense reimbursements: Define what expenses (e.g., home office setup, internet) will be reimbursed. Include instructions on how to apply for reimbursement and turnaround for payment.
Benefits access: Clearly define benefits for remote and in-office employees.

On average, employers can save $11,000 per year for each part-time remote worker, highlighting the financial benefit of well-structured remote work policies.
-Global Workplace Analytics

A well-defined, written WFH policy is a strategic move that can help everyone feel more comfortable with remote working. It ensures employees are aligned with company expectations, protects sensitive data, and fosters productivity. A solid remote work policy helps companies and employees thrive without sacrificing business goals or productivity.