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.

  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;

  Managers should identify job categories—rather than individuals—with tasks that can be performed off-site.

 

 

TELECOMMUTING AGREEMENT

 

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.

 

 

  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.  

 

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