The ability to offer flexible schedules and web/telecommuting options is becoming an increasingly important benefit option for American workers, and employers are taking notice. When corporate budgets are tight, offering these alternative work arrangements is one way to attract and retain talented employees and build a reputation as a great employer. In fact, 82 of the companies who made Fortune Magazine's "100 Best Companies to Work For" in 2009 allow employees to telecommute for at least 20% of their working hours. At the same time, today's employees are placing a high value on the ability to maintain a better work-life balance, and in some cases are willing to trade a higher salary for less time in the office and an end to the rush-hour commute. According to recent survey results by Citrix Systems, Inc., the ability to work flexible hours from home was rated a more important benefit than health insurance by a significant majority of respondents. Companies who've tried it are discovering that there are some significant benefits to letting employees work remotely, including:
- Cost savings on office overhead expenses
- Improved morale and work/life balance for employees
- Ability to retain valued staff who are relocating and might otherwise be forced to resign
- Ability to attract and hire from a wider pool of employees outside your office's city, state, or even country
- Reduced travel time and costs
- Reduced traffic congestion and overall environmental impact
For employers looking to improve retention on a tight budget, now may be the time to begin implementing a web commuting option. But how can companies successfully manage these programs without losing complete control of their workforce?
Seven Tips for Successfully Managing "Stay-At-Home Staff"
The following strategies can help employers successfully navigate the transition from a completely in-house workforce to one that offers flexible work hours and remote workspaces:
1. Define Responsibilities and Expectations: While web commuting can be a win-win situation for employees and supervisors alike, it's important to spend time carefully considering specific job responsibilities and determining whether these can effectively be performed in a remote working arrangement. Supervisors must clearly communicate their expectations to employees, and both parties should agree to specific terms of the commuting arrangement, including whether the employee is to work at home, on the road, or in a satellite location, what his or her typical work schedule will be, and whether he/she is allowed to work remotely for all or just part of the regular workweek. During pre-determined web commuting hours, the employee should be accessible by phone or modem within a reasonable time period.
2. Create a Plan for "Distance Management:" In situations where web commuting arrangements fail, the reason is often because companies or individual supervisors are unsuccessful at adapting their management strategies to accommodate this new way of working. Before beginning a web commuting program, both the supervisor and employee should devise a system of communication that allows them to remain connected. This may include regular conference calls, in-person meetings, weekly reports, or some other means of reporting progress made, discussing problems, or measuring goals and results.
3. Set your Telecommuter up for Success: Research shows that web commuting arrangements often result in a significant increase in employee productivity (between 10% - 40%, according to Management Technology Associates). However, if working from home results in a lack of access and connectivity to your main offices, employees will be at a strong disadvantage, and supervisors will have limited ability to manage remotely. Before beginning a web commuting arrangement, work together with your IT department and your commuting employee to ensure he/she has all the necessary supplies and equipment to perform to capacity. This may include remote access to company email, phones, networks, databases, and other systems.
4. Take Security Measures Seriously: Even though web commuting employees may be working in a casual home environment, they should be expected to adhere to your company's policies regarding confidential and/or proprietary information. Such steps may include the use of locked file cabinets and desk drawers, regular password maintenance, secure email communications, and any other steps deemed appropriate for the specific job and home work environment.
5. Track Telecommuter Time: When it's "crunch time" for special projects or impending deadlines, working remotely can be a great way for employees to put in a few additional hours of work without creating as much of a disturbance to their home life as a late night in the office would. However, those longer hours can add up quickly without supervisors realizing it - a problem if employees are tracking billable hours and earning overtime pay that may not be in the project budget. To prevent this, telecommuters should track hours worked and, in cases of overtime pay, get supervisor approval before proceeding with additional work hours.
6. Practice Workplace Safety at Home: In many cases, workers' comp. liabilities are not limited to office headquarters. As such, employees working remotely should have a clearly defined workspace in good condition, free from hazards and dangers to both the employee and any work equipment. Employers should explain to web commuters that the same safety policies that exist on company property must also be applied in the home or other remote worksite. This includes notifying the company in the event of any job-related injury or illness. You may wish to provide telecommuters with a "safety checklist" to ensure they have the necessary information to create a safe and effective workspace.
7. Create a Web Commuting Contract: In order to make the most of the remote working arrangement and ensure both supervisor and employee are on the same page regarding expectations and responsibilities, it's a good idea to put in place a contract signed by both parties. This agreement should include the starting date of the web commuting arrangement, the proposed work schedule (including paid breaks, if applicable), overtime compensation policies, workers' compensation liabilities, and any expense reimbursement policies. It should also define which work equipment and office supplies will be provided by the employer and which equipment will be provided by the employee, as well as who is responsible for maintenance and/or replacement of equipment.
By ensuring both you and your employee have a mutual understanding of the terms and conditions of this work arrangement, you can create a viable, productive remote workforce, while making your company a competitive, highly desirable place to work.
Ms. Elizabeth Rice, SPHR, is the President of Innovative Employee Solutions, a San Diego-based company specializing in payroll and HR administrative services for the contingent workforce. Ms. Rice has more than 20 years of experience in HR and executive management.