4 things to keep in mind when implementing remote work

You plan on implementing a new remote work policy, but you are still looking for some guidance in order to set everything up?

Here is a short checklist we created in order to help you get your hybrid work strategy up and running. We tried to include all the points you'll need in your organization, but it can all of course depends on your own company culture. Get inspiration and make it your own!

Define and go through requirements for a successful hybrid work culture

Thanks to digitalization, remote work is becoming possible for an increasing number of several positions in a company, from sales representatives to HR managers.

Though, depending on the task and the environment needed for them, some extra requirements might have to be checked first:

• Start to list all different departments and the positions they include
• Get in touch with the responsible person of each department to discuss which team members are able to work remotely and who isn't.
• If not: define which requirements have to be reached for them to work remotely (this could be technical aspects, for example, like getting a VOIP solution to phone with clients but also other like having enough space at home)

Most of the time, the feasibility of remote work for a position depends on the amount of digitalization of tasks and work. From a team lead point of view, you might also consider the tracking possibilities of the task performance.

No worry, regardless of the challenge you may face ensuring the continuity of management throughout remote work, most of the time: there's a collaborative tool for that!

Technical and tool environment

As already mentioned, many solutions exist to provide all required tools to your remote teams. This could include these 2 aspects:

• hardware (mobile phone, laptop)
• software (online apps, Internet)

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Ask all team leads to provide you with a list of the technical requirements. You could discuss these points to create a common ground for a remote work setup. Here is how it could look like:

Hardware

• Laptop
• Extra screen
• Keyboard and mouse
• Noise Cancelling headset

Software

• Communication tool (Microsoft Team, Slack)
• Desk booking solution (for when a coworker wants to return safely to the office)
• Project management tool (like Notion, JIRA)

Create a guideline to become an official part of your  hybrid and remote work culture

First: some legal aspects...

You might get some advice from your company legal advisor to get sure to get it right, but here are some of the aspects you should consider

a) Employment contract: Home office cannot be ordered unilaterally by the employer, it requires an agreement between employer and employee. Therefore, clearly regulate remote work in the employment contracts of your employees or supplement them with an additional agreement.

Points to be regulated are...

1. Flat-rate costs (for Internet, etc.)
2. (Core) working hours
3. Insurance
4. Recording of working hours
5. Data protection
6. If applicable, accessibility
7. Employer's right of access to the workplace

It may make sense to question the performance appraisal for remote work. Do you need any changes or additions?

Onboarding

It is not always necessary to call in new employees for onboarding. With these three points, remote onboarding works.

Transparent communication

Even before the start date: New employees should be informed about the process, their to-dos and about the team at all times.

Provide equipment & technology:

Organize reliable hardware shipping and think about IT infrastructure. Key work and communication tools need to be installed on PCs in advance.

Prepare team leads for their role, because even remote new starters need guidance and direction in the first few weeks. Ideally, team leads should set up the first meetings - formal and informal over coffee - right away.

Ensure communication and values

a) Communication:

Employees who work remotely in teams must be able to communicate transparently and exchange ideas without disruptions. To avoid misunderstandings and to keep in touch with colleagues in the office, you should...

• Encourage your team to ask questions: "You said x, did I understand that correctly?"
• Encourage personal contact through "remote coffee chats" or occasional joint
• On-site team building activities

Ensure efficient meetings by encouraging employees to...

• Limit the number of participants
• Create an agenda and communicate it in a timely manner
• Set a schedule
• To take minutes
• To clarify whether video or Telco

b) Values:

In order to promote a good exchange and maintain the team and company culture, it is important to give the remote workers a sense of belonging. It is important to give remote workers a sense of belonging. Include them and value them as much as on-site employees. Make sure remote workers know and feel the company's values and vision. Because that motivates them - and in the end, everyone benefits.