Keys to Setting Up a Successful Telecommuting Policy

June 21, 2011 - PRLog -- Home-based work is rapidly increasing and becoming more popular throughout the country.  Allowing employees to work from home increases morale and provides employees an opportunity to save money on car repairs and gas.  It can also benefit employers with less office space needed, higher productivity due to fewer interruptions and increased applicant pools such as individuals with transportation challenges or for those out of the immediate area.

At the same time, there are cons that must be balanced.  Management will need to change styles and technology must adapt.  Employers may have challenges enforcing work hours and connecting with employees, and, morale issues can form with those not telecommuting.

Allowing employees to telecommute is not just a quick decision.  Consider the pros and cons and plan your telecommuting policy.

WORKFORCE CENTRAL FLORIDA (WCF) recommends the following for setting up a telecommuting policy:

Determine what roles can telecommute. Not all jobs can be completed from outside of an office or facility.  What tools do jobs require for full productivity, and can those be provided outside of the building?   Does a job require regular direct contact that could not be done via phone or email?

Define who can telecommute.  Although an employee’s job may be appropriate for telecommuting, you must identify the type of employee who can work in a home environment.  Telecommuting works best with self-disciplined, trusted employees who have excellent verbal and communication skills.  

Also, which employees qualify?  Do you want to allow telecommuting on an employee’s first day or do you prefer a 90-day or one-year grace period?

Specify the guidelines.  Place in writing how workers should be supervised, monitored and evaluated.  Outline how overtime will work for nonexempt employees as well how breaks are tracked.  Establish how to measure work time and determine if you’re liable if a worker is injured at a home office.
 
Provide training.  Provide those guidelines and your expectations to the employees who will be telecommuting.  In most cases, telecommuters should continue their duties as if they were in the office and have a consistent work schedule.  Explain that employees should have a designated work space without distractions and must be available by phone and email during work hours.  

Decide how employees request telecommuting option.  Would you like them to place the request in writing?  Would you like them to sign an agreement after training that they adhere to all guidelines?

Once you policy is established, and your first employees begin telecommuting, keep these tips in mind:

Communicate clearly with employees.  Share with them what tasks must be completed along with deadlines as well as updates about the organization.  When employees are not in the office each day, they will miss a lot of the news shared.

Keep telecommuters social.  Don’t forget about your telecommuters.  Although they have the privilege of working from home, they are missing the social interaction and team building that working at a company can provide.  Invite them to meetings, celebrations, etc.

Review work status.  Ensure telecommuters turn in weekly status reports.

Work with non-telecommuters to avoid resentment.  Make sure that non-telecommuters are not compensating for any roles not filled by the telecommuters.  Don’t expect them to cover for those who are working at home.

If it doesn’t work, cancel it.  Telecommuting will not work for all jobs and personality types.  If it doesn’t work, it’s okay to cancel the program.

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WORKFORCE CENTRAL FLORIDA is the Orlando area's workforce expert, an authority on workforce planning, programs and the labor market for the Florida counties of Lake, Orange, Osceola, Seminole and Sumter counties.