Several companies are continuing to navigate the creation or enhancement of a remote workforce. Being proactive in understanding the intricacies of remote work can circumvent future obstacles and provide you the necessary information to determine if remote work is right for your company. To start, employers should consider what is necessary for them to provide for each employee that is working from home.
The Fundamentals for a Productive Remote Workforce
For employees to succeed, they need essential items along with a safe and comfortable dedicated workspace to excel in their profession.
Essential Items for Your Remote Workforce to Succeed
The essential items most employees immediately require are often technical and are usually provided directly from the employer. In the case of a termination of employment, employers should also provide shipping packaging and a pre-paid label to return these items. The essential items include:
- Computer
- Monitor and accessories
- Printer and Scanner
- Internet
- Phone
Employees will also need office supplies to create an ideal and comfortable space for them to perform effectively. Moreover, employers often offer stipends to cover some of these costs. These items can include:
- Basic office supplies needed for position
- Heavy-duty power strip & surge protector
- Cabinet w/lock, a fire-safe box, and/or paper shredder
- Appropriate marketing collateral
- Desk
- Ergonomic Chair
- Lighting devices for video calls
Building a Secure and Dedicated Remote Workspace
Besides these essential items, consider whether your employees will have a dedicated workspace to enhance their productivity. An ideal dedicated workspace needs to meet certain conditions such as whether the space is private, if it needs a lock, if it has room for storage, and if it is large enough to have the recommended established workspace zones. So, the zones should be outlined as follows:
- What you need at your fingertips (Computer, mouse, notebook/pen)
- What you need within an arm’s reach (Certain office supplies, phone, calculator)
- Storage space – items you use less than 1x per day.
The Legal and Professional Implications You Consider for Your Remote Workforce
Many companies have quickly developed a work-from-home policy due to the fast-moving nature of the pandemic. Now is the time to reevaluate those policies to ensure that your company is providing a legally sound remote work environment.
Ensuring a Safe Work Environment
Besides reviewing if your employee has a comfortable workspace, it is also important to consider if their location is safe and secure. A disclosure form can help employers track which individuals in the employee’s household have access to their dedicated workspace and materials. In regards to their physical safety, ensure that employees comply with the company’s health and safety policies. According to the Occupational Safety and Health Administration (OSHA), home offices need to provide the same worker’s compensation benefit and safe environment as an in-office environment. Therefore, it is recommended that employees have smoke detectors, adequate fire extinguishers, and a clear understanding of the health and safety rules.
Establishing Hours
Reliable work practices are important in building healthy and trusting relationships with your employees. It is important to clearly outline expectations for what hours employees are expected to work. Moreover, you do not want to set your employees up for failure, so detailing these parameters and how they will be measured is integral for their success. Also, it is also recommended that employers identify appropriate responsiveness times for emails, instant messages, and other forms of communication the organization may use.
Reviewing Liability Insurance
When reviewing your general business liability insurance, your company will want to ensure that you are still covered. Besides liability, you may want to discuss whether you need cyber-security insurance, commercial auto insurance, and business income insurance. Regarding your business property, it is recommended that you discuss the following:
- Do you want to insure the employee’s office equipment in their homes? Or do you want to self-insure it?
- Most homeowner’s insurance/renter’s insurance will only cover business property up to $500. If you want your employee to insure the office equipment for more, s/he will need to contact their insurance company to increase the limit. Will the company cover the cost?
- Do you want to keep a copy of your employee’s homeowner’s/renter’s insurance policy in their personnel file? Do you want to back it up with pictures of their home office?
These items are just the preliminary topics to consider when determining whether a remote workforce is best for your company. Employers should also consider if they have the technological and managerial infrastructures to sustain a thriving remote workforce. It is also important to assess if the company culture is supporting employees appropriately. For more information, download our “Best Practices for Managing a Remote Workforce” white paper to nurture a successful remote workforce today! Contact us if you have any questions. Read the next blog post in our Work-from-Home series on how to better manage a remote team.