How to Create a Remote Work Policy (+ Template)

If you want to make sure your remote workers are doing what’s expected of them, you need a remote work or hybrid work policy. This document outlines rules and requirements for remote work, sets expectations, and holds employees accountable while working remotely.

Short Answer: A remote work policy documents scheduling expectations, technology requirements, security protocols, compensation details, and company culture guidelines for employees working outside the office.

What Is a Remote Work Policy?

Quick Answer: A remote work policy is a document that outlines rules, requirements, and expectations for employees working from home or other non-office locations.

There are a few different types of policies worth exploring, though all serve the same purpose:

• Remote work policies: Rules and expectations for employees working remotely most or all of the time.
• Flexible work policies: Guidelines for employees with flexible arrangements, such as occasional work-from-home days or choosing their own hours.
• Hybrid work policies: Rules for employees who divide time between the office and working from home.

You can call your policy whatever you want. What matters is outlining all expectations for employees as clearly and specifically as possible.

What Questions Should Your Remote Work Policy Answer?

Quick Answer: Address eligibility, scheduling, technology, security, office access, compensation, company culture, management structure, and policy updates.

Before writing your remote work policy, answer the following questions:

1. When can employees work remotely?

Will you be fully remote? Require employees to come in once a week? Allow employees to change their work status as they see fit? Are there certain days where remote work isn’t allowed? Each organization will be different.

2. What are the core requirements for working remotely?

Do employees have to adhere to certain security best practices? Come into the office if asked? Hit productivity targets? The more specific you are, the better.

3. What are your scheduling and availability expectations?

Do employees need to be online on a typical 9-to-5 schedule? Are you giving them more flexibility? Are there core hours when everyone must be available?

4. How are devices and resources distributed?

Will you provide laptops and accessories, or will employees provide their own? If distributing devices, will the company retain ownership throughout the arrangement?

5. How should technology be handled for security?

Cybersecurity is even more important in an era of remote work. Are employees required to use a VPN? Follow certain password practices? Implementing measures to control network access is crucial for safeguarding against security breaches.

6. Is an office going to be available?

Can employees use the office at their discretion for a change of scenery or collaboration? If an office isn’t available, will you provide stipends for coworking spaces?

7. Will pay, benefits, or taxes be affected?

Will you provide a bonus for employees to outfit their work from home setup? Will pay or benefits change now that employees don’t commute? What are the tax implications?

8. How will company culture change?

Your company culture will change whether you like it or not. You can’t keep an in-person culture intact when shifting to remote work. Outline how your culture will evolve and how you’ll reinforce it.

9. Who will manage remote employees?

Will remote employees have a direct superior assigning tasks and providing support? If not, how will remote employees be held accountable?

10. Are these outlines subject to change?

The answer should be yes. Always leave room for flexibility and improvements. State that all policies are subject to change.

What Should a Remote Work Policy Template Include?

Quick Answer: Include an introduction, core expectations, tools and security guidelines, important rules with consequences, culture guidelines, and employee legal rights.

Here’s a remote work policy template you can use:

How Should You Create and Distribute Your Remote Work Policy?

Quick Answer: Distribute early, get legal review, collect signatures, review with employees, and reassess the policy periodically.

1. Distribute the policy early

Get your remote work policy to employees as soon as possible. Don’t wait six months into a remote arrangement to set expectations. Give employees time to read, understand, and take action.

2. Get a legal review

Work with a lawyer to review the policy thoroughly. Are there weak points or holes? Are there legal rights you haven’t addressed? Are any rules technically illegal or challengeable?

3. Get signatures and review the information

Have each employee read the policy and sign a document stating they understand it. Host a meeting to review the document together and answer questions. Keep signed copies on file.

4. Periodically reassess and update

Your remote work policy should be a living document. At least once a year, review it for sections that need updates. If you discover flaws, address them and redistribute for new signatures.

How Do You Manage Remote Employees Effectively?

Quick Answer: Combine a clear remote work policy with tools that measure productivity, engagement, and communication patterns.

Managing a remote team can be tough, but it’s easier with a good remote work policy and the right tools in place.

EmailAnalytics helps you measure employee productivity, engagement, and efficiency. You can analyze the number of emails employees send, their busiest times of day, and response time patterns.