How to create a successful remote work policy

With remote work becoming increasingly popular and sought after by employees, more and more companies have some form of remote work policy in place or at least are considering it. When implemented properly, remote work can offer increased flexibility, improve employee well-being, and save organizations money. 

However, reaping the full benefits of remote work requires a sound policy—and that’s exactly what this blog post is about. Keep on reading to learn what a successful remote work policy requires and why it’s important.

What is a remote work policy and why you need it

Allowing employees to work remotely goes beyond simply asking them to work from home at their convenience. In fact, some of the major challenges of remote work (and why some organizations might be hesitant about it) can be attributed to inadequate remote work expectations policy.

Essentially, a remote work policy sets clear guidelines for employees on working outside the office, covering aspects such as who is eligible, communication standards, time tracking, data security, and legal considerations. It can be designed for full-time remote staff or for hybrid workers who occasionally work from home. The aim of the policy is to establish what remote work means in practice for an organization and what is expected from employees who do it.

Now, let’s look at the most important aspects of what makes up remote work guidelines for employees and key considerations on how to shape them for your specific needs.

5 key elements of remote work policy

1. Purpose and scope

The first thing to establish is the purpose of remote work and who is eligible for it. Outline why your company supports remote work and what goals the policy aims to achieve. For example, it could be to support a flexible work environment that boosts work-life balance, job satisfaction, and productivity. 

You also have to consider which employees actually qualify for remote work. Depending on the nature of work of an organization, it could be all the staff or just a selection based on job roles or responsibilities. The main thing here is balancing business needs with fair criteria—nothing hurts a policy more than seeming arbitrary.

2. Employee obligations: Remote work rules for employees

While remote work generally offers more flexibility for employees, it should also come with certain expectations. In fact, due to less direct oversight of remote employees, the policy should be very clear about things such as work schedule, performance, and communication.

For example, the policy could mandate set core hours when everyone should be online. Outside those hours, employees could have flexibility as long as they meet deadlines and keep in touch with their team.

Employees should have clear goals, know how productivity will be measured, and check in regularly with managers for support and feedback. The policy could also recommend specific tools (like email, chat, or video calls) and set guidelines for response times, virtual meeting attendance, and status updates.

The idea is to outline basic expectations to help ensure that remote work is structured, productive, and collaborative for everyone involved.

3. Equipment and expenses

When staff members are working remotely, it’s important to clarify which equipment the company provides, what is reimbursed, and what falls to the employees. For example, the company might supply essentials like a laptop, monitor, or certain software, while employees might need to set up their own reliable internet connection and workspace basics.

It’s also helpful to include a clear process for reimbursing any work-related expenses the company covers. For example, if the company reimburses part of an employee’s internet bill or covers home office supplies, the policy should be clear about how to submit receipts, and any deadlines for claims. 

4. Health & well-being

It’s important for the policy to encourage remote work practices that support employees’ physical and mental well-being. The policy should cover basics, such as encouraging people to set up an ergonomic workspace and reminding them to take regular breaks.

The policy can also suggest self-care practices, like consistently logging off at the end of the workday, setting clear boundaries around work hours, and making time for personal interests. The idea is to emphasize that prioritizing well-being is essential for sustaining long-term motivation and productivity in a remote work setting.

5. Training and support

Remote workers should have ample support and training opportunities so they don’t feel like they are missing out on anything that might be available in an office. The policy could mandate specific training that new remote hires should complete—from onboarding programs to skill-specific courses.

You should also highlight any support systems in place—remote employees should know exactly who to reach out to if they run into tech issues, whether it’s setting up new equipment or troubleshooting software problems. 

How to create a successful remote work policy: Best practices

Having gone over its core elements, let’s look at some remote work policy examples of factors you should pay attention to to make it a success. 

Get input from all the stakeholders

A good remote work guidance should involve voices from all parts of the company. Gather feedback from employees who’ll be impacted, as well as teams like HR, IT, and management. By taking into account different perspectives, you can ensure the policy meets both business needs and employee needs.

Research what’s working elsewhere

You don’t need to start from scratch—see what’s working in other businesses similar to yours. Look for best practices in remote work policies, from productivity tools to communication strategies, and adapt them to fit your team.

Start by looking at companies similar to yours in terms of industry, size, or culture. Look at how these companies approach training, onboarding, and supporting employees remotely. Think about how their strategies align with your own company culture and goals. With a bit of research, you can create a remote work policy that combines tested strategies with your organization’s own approach to work.

Use time tracking

We’ve discussed how remote working rules should include certain requirements related to attendance, performance, and communication. However, a policy should go hand-in-hand with the appropriate tools to make these expectations a reality. 

Remote work benefits greatly from time tracking. Reliable time tracking provides the much-needed structure and feedback for both remote workers and the managers overseeing them. You can make your organization’s remote work policy a success with DeskTime—track time, evaluate performance, and gather all the necessary data to understand how remote work impacts your organization. 

Explore the free demo to get a feel for how it works.

Review and fine-tune

Remote work is constantly evolving, so it’s key to keep your approach to it and your policy flexible. Keep a close eye on how well it’s working, gather feedback, and evaluate how it meets your team’s needs over time. When you notice new challenges or changes in technology, update the policy to keep it relevant and effective.

Final thoughts: Develop a policy that enables remote work to thrive

While the success and widespread adoption of remote work are hard to dispute, it’s important to understand what contributes to it. A balanced and thoughtful remote work policy is one of the key ingredients—you need a set of rules and guidelines that takes into account both business needs and those of employees.

A good remote work policy should have clear objectives, set expectations for remote staff performance, and ensure they have all the necessary support to flourish. This way—together with the right tools that ensure precise time tracking—remote work can be set up for success.