Remote work policy: how to create one that works!

Remote work policy – oooooh, doesn’t that give you the corporate shivers? At first, it does sound like bureaucratic jargon, but as the world adapts to changing circumstances (yes, COVID, we’re thinking of you) and technology advances, remote work has weaved its way into numerous organizations. But creating a policy that’s positive, forward-thinking, and adaptable is a challenge. 

Now at Voice123, we’re passionate about helping other companies because we’re one of the first pioneers of the remote work revolution. Yep, we’re fully remote. Have been since day 1 with team members across the world! That’s why we can offer a unique perspective on the best practices for companies considering such a policy in 2023. So, in this post, we’ll discuss what it is and its fully remote meaning, and we’ll break down the idealogy of a policy using some of our foundational steps to guide you. Let’s get to work – remotely, of course.  

What is remote work

Remote work is an arrangement that allows employees to work outside of a traditional office environment in places like co-working spaces, coffee shops, digital cafes, or even home offices anywhere in the world. Unlike telecommuting, where some work still takes place in the main office, all employees, clients, and vendors use digital devices like laptops and video conferencing tools like Zoom or Microsoft Teams. This ensures convenient and efficient communication and collaboration amongst all the teams and clients.

Remote work is mutually beneficial for both employers and employees in different ways. Employers have reduced overhead costs from office space, and employees have increased job satisfaction. Thanks to reduced commuting time and expenses, remote workers have more flexi-time to spend with loved ones. As a result, they show a 47% increase in work productivity. But what exactly is a remote worker? 

What is a remote worker

A remote worker is a company employee who works from a non-office environment like their home, a co-working space, or various cafes. They use remote technology like video conferencing, messaging apps, or shared documents to sync their work with colleagues. A fully remote worker is also responsible for managing their time and staying productive in their office of choice. 

The fully remote meaning is a remote worker that falls into three main categories – full-time home employees, freelancers, and digital nomads. Full-timers have set work hours, and they receive a salary and benefits. Freelancers or independent contractors work remotely by managing multiple clients. And digital nomads travel and practice remote working from global locations. But in each case, the common denominator is still a remote work policy. 

What is a remote work policy

A remote work policy is a comprehensive set of guidelines that outline an employer’s and employees’ expectations and responsibilities in a remote working environment. This policy includes aspects like eligibility criteria, communication protocols, equipment requirements, work hours, performance evaluations, and cybersecurity. It covers multiple data and internet issues like data protection and securing Wi-Fi connections; it even specifies expense reimbursements for home office equipment and internet costs. So with that in mind, here’s more on how to implement a remote work policy.

How to implement a policy that works

You can implement a remote work policy in 5 steps. 1) Determine which employees qualify for remote work, 2) establish guidelines for work hours and communication, 3) provide data security, 4) supply necessary equipment and resources, and 5) provide ongoing training and support. 

First, review employee job descriptions and duties while considering their circumstances – like home environment, internet access, and availability. Second, with the circumstances and job duties in mind, establish guidelines for work times and communication methods with reasonable policies for response times. Third, provide data security tools like VPNs (virtual private networks), and encrypted email services, engage security practices like complex passwords, and avoid certain public Wi-Fi networks. Fourth, supply necessary equipment and resources like laptops, monitors, and software, and include reimbursements for office supplies like printers, paper, and ink. Finally, provide ongoing training and support for time management, communication, and regular check-ins that can range from IT assistance to mental health resources.

Now that we’ve discussed the basics of a remote work policy let’s look at some examples you can apply to your own company.

Remote work policy examples

Voice123 is an excellent example of a company with a successful remote work policy. Here are 8 of our best policies and details on how we’ve implemented them successfully.

1. Video meeting guidelines: Employees must be punctual, appropriately dressed, muted when not speaking, use a clear background, and company headset for better audio quality.
2. Slack for communication: Slack is our primary communication tool for quick updates, questions, and announcements which helps employees respond on time and during business hours.
3. Instructions to run a stand-up: Employees receive clear instructions, including what information to share, how to handle blockers and a follow-up after the meeting.
4. Remote onboarding: This includes video meetings with team members, training materials, and clear expectations for the employee’s first few weeks.
5. OKRs and KPIs: We use OKRs (Objectives and Key Results) and KPIs (Key Performance Indicators) as metrics to set goals and measure progress. It also guides decision-making and ensures projects are aligned with the company’s overall strategy.
6. Focus and meeting days: Certain days are designated as “focus days,” where employees are encouraged to limit meetings and focus on deep work. They can use other days for conferences and collaboration so everyone stays connected and aligned.
7. 1-1 meetings: Employees have regular one-on-one sessions with their team leaders to discuss progress, goals, and challenges they’re facing. These meetings build trust and offer support and personal value.
8. Equipment and expenses: Employees receive all the equipment they need to work remotely, like laptops and headsets. They’re also reimbursed for costs related to working remotely, like internet usage. 

What is hybrid remote work

Hybrid remote work is a flexible model where employees can work remotely and in person, depending on personal preferences and job tasks. It typically involves a mix of scheduled in-office and remote work days, so employees benefit from reduced commuting but can still enjoy team-building and in-person collaboration. A hybrid remote work example could be a company with a two-day office week for team meetings and collaboration and three days of remote working. Additionally, a company can allow employees to work remotely full-time, only joining in-office events and meetings as needed.

Final thoughts on creating a remote work policy

And that’s a wrap – because now you know how to create the best remote work policies from a company that’s been fully remote since day one (yip, we’re a model student). So start by establishing guidelines on who qualifies for remote work, hours, and communication, providing data security, home office equipment, and ongoing training and support. We hope our remote work policy has inspired you because it’s also the framework behind our top-notch global voice actors. It allows us to offer a seamless experience, from auditioning and hiring to project management and delivery. You can also get additional services when you post a project, like copywriting, translation, and audio editing, and you guessed it – it’s all completely remote.
So visit Voice123 today to join the pajama party – oops, we mean to browse our global talent pool and find the perfect voice for your next project!

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