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Remote work policy: definition and guidelines with do’s and don’ts

Remote work policy: definition and guidelines with do’s and don’ts

The remote work policy set the main rules for employees and bosses to work from home or outside the office....
A remote work policy is a set of guidelines
26 September 2024
Index

The remote work policy set the main rules for employees and bosses to work from home or outside the office.

Following the COVID-19 pandemic, many companies have changed their paradigm regarding the presence of workers in the workplace.

In this sense, many of these companies have moved towards more flexible criteria in which the options are multiple and range from combining 100 % remote work to allowing hybrid options in which the employee works some days from home and others from the office.

So, not only do we want to talk to you about what a remote work policy is, but we also want to share with you a series of guidelines so that you know what you can and cannot do if you telework.

Remote work policy: definition and guidelines with do's and don'ts

What is a remote work policy?

A remote work policy is a set of guidelines that regulate the correct conduct of employees working outside the office.

It is also known as WFH policy (Work From Home) or telework policy and, in addition to the above, determines other important aspects such as:

  • The suitability of an employee to work remotely.
  • The communication channels and procedures to be maintained.
  • The processes and tools for management and time control of the working day.
  • Data security rules, both internal to the company and to third parties.
  • Legal considerations related to working remotely.

Guidelines for working remotely

The first premise that is expected of employees who want to work remotely is that they do so with the same responsibility as they would if they were working face-to-face.

This is something that is measured on a regular basis in both cases with the employee performance evaluation, but is especially relevant in the case of WFH.

In addition to the above, a remote work policy must take into account and include a series of key aspects such as:



Conditions and purpose 

The conditions and specifications of the WFH policy affect the hybrid job, the permanent and the temporary.

Employees must be aware of the company’s purpose for this type of work and follow the guidelines set out in the remote work policy, which apply to employees whose place of work is not the company’s own offices.

For their part, employees must inform the company if they are seeking to work from other states, provinces or countries other than those agreed in the contract and for how long they are requesting the movement.

In this regard, the employee may not unilaterally decide to relocate without consulting the company and they need the company’s acceptance.

On the part of the company, its remote work policies will include conditions in key aspects such as:

  • Attendance.
  • Participation in Social Media.
  • Confidentiality.
  • Data protection.
  • Codes of conduct.
  • Anti-discrimination and equal opportunity actions.
  • Dress code for internal and external meetings.
What is a remote work policy?

Equipment and furniture

This heading extends not only to the computer and technological equipment required to carry out the work, but also to how the space is configured in relation to other aspects, among which the following stand out:

  • The necessary and most appropriate furniture to ensure good postural hygiene. From the table to the chairs or the furniture and accessories designed to store documents.
  • Other recommended ergonomic accessories such as footrests, non-slip mats for working upright, mats to prevent wrist injuries, etc.
  • The right light sources. Both natural and artificial, and both in number and arrangement to avoid reflections or lack of sufficient light.
  • The appropriate sources of ventilation. To ensure that the work room meets the correct parameters in terms of humidity and air quality.

Trade-offs and benefits

There are a number of trade-offs and benefits associated with teleworking that affect points such as those listed below:

  • The availability of equipment.
  • The installation of access networks and various softwares.
  • The compensation adjustments of domestic supply expenses for working at home.
  • Compliance with other company policies such as work-life balance and flexible scheduling.

All of these fall within the compensations that companies usually include in their remote work policies.

Security

With specific regard to the security of the equipment, as it is company property, the employee is committed to:

  • Keep them protected with strong passwords and safe from possible cyber-attacks such as ransomware.
  • Keep them in a safe place and dedicate time to their maintenance and cleaning.
  • Comply with data protection, encryption and configuration standards.
  • Do not download software or applications of dubious origin, illegal or not authorized by the company.

If, in order to comply with the above points, the employee needs extra protection systems, these shall be provided by the company, which shall make them available to the employee.

The rest of the material and accessories provided for work from home or outside the office must have the same predisposition to their care and protection by the employee.

Guidelines for working remotely

Communication

WFH policies must establish the channels and accepted behaviors for communication between the company and the employee, and between the employee and third parties (customers, suppliers, institutions, etc.).

Instant messages, e-mails or video calls should be made in accordance with the provisions of the telework communications guidance plan.

For example, an aspect that often creates a lot of controversy is related to the obligation to keep the camera on during video calls and whether this depends on what the employee wants to do or on the guidelines established by the company in this regard.

At Smowltech, we care about the needs of all parties. This is why we have been involved in developing innovative solutions that help create safe environments for both employees and the company itself.  

Check our proctoring plans and do not hesitate to ask us for a free demo so we can show you all we can do for you and your project.


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Foto del autor del blog de SMOWL Ricardo Vea

CEO

With over a decade of experience as CEO, specialized in human resources management and organizational development. Passionate about creating high-performance teams, I combine strategic vision with a focus on innovation and continuous growth.

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