Work-at-Home Guidelines for HR & Supervisors
CREATE A WORK-AT-HOME POLICY | Set term of program, such an end date and/or review date. | The policy should be a formal program with the working parameters documented. |
Periodically review the policy and program to gauge if it is working satisfactorily. | Make corrections and changes with sufficient notice and information. | |
Sufficient notice to employee must be given if the employer wishes to end the work-at-home agreement. | ||
Determine the billing and record-keeping requirements for home telephone and/or internet access use. | ||
Ascertain possible maintenance arrangements for equipment, furniture, and software. | ||
Identify costs and the potential need for reimbursement of additional expenses incurred by home-based employees. | Determine if a temporary allowance is needed for employee’s expenses for set-up and during the course of their home employment. | |
ELIGIBILITY | The work-at-home agreement is to be considered on a case by case basis. | The work-at-home program is not a right of employment. |
Preferred employees characteristics |
· a motivated and good performer (with documented outstanding performance evaluation; · an employee who can work autonomously; · a good time manager; · an excellent communicator. |
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Characteristics of positions not to be considered for home based program. |
· a high level of supervision; · objective performance monitoring of outcomes; · direct and personal client contact (face-to-face meetings required); · membership in a team where face to face contact with other team members is necessary; · Required service of physical location or company assets; |
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Managers should identify job categories—rather than individuals—with tasks that can be performed off-site. |
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TELECOMMUTING AGREEMENT
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Before an employee starts a telecommuting program, they must sign a telecommuting agreement. | The telecommuting agreement must be executed and approved by management. |
The agreement details the terms and conditions of telecommuting, including expectations for performance and work hours. | Agreement should include verification by the employee and his or her manager that the home office has adequate work space and is free of safety and fire hazards. | |
Agreement should state that the employee holds the company harmless against all claims except workersʹ compensation attributable to an employee working in the home office. | ||
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Agreement states responsibilities of the employee and supervisor, sets work hours, and includes a standard company home office checklist. | |
Agreement emphasizes importance of effective communication between employee and supervisor. | ||
Employee will comply with company information technology security requirements. | ||
Send a signed copy of the agreement to Human Resources. | ||
REGULAR COMMUNICATION | Set up scheduled meetings. | Document communication schedule. |
Determine best method of relaying information to the home office employees. | ||
ENVIRONMENT | Make certain that conditions of home-based employees are the same as those in the office. | |
EQUIPMENT AND COMPANY INFORMATION | Inventory details of personal assets and supplies used at the home-based office. | Include agreements as to equipment and software maintenance and insurance coverage. |
Arrange security for company computer network. | ||
Confidential documentation must be in a secure location at the home office. | ||
MANAGEMENT SUPPORT | Note paradigm shift in workplace and supervision. | In order for telecommuting program to succeed, it must have management support. |
Telecommuting should not be considered by the manager as a reduction of responsibility. |