With so many employees working from home, team managers need a remote work plan or policy to ensure that their employees stay productive.
In this article, we’ll tell you how to build a remote work plan and what to include in it. We’ll also share a free downloadable remote work plan template to help you get started.
The shift to remote work is a massive change for many companies. But with careful planning, remote teams can thrive. The key is creating a comprehensive remote work plan.
A solid plan sets clear guidelines and expectations for working effectively away from the office It covers everything from communication protocols to technical needs Having a well thought out plan unifies your team and optimizes productivity,
Follow this step-by-step guide to create a stellar remote work plan for your employees
Define Company Objectives and Scope
First, revisit your company’s mission, values, short and long-term goals. Make sure remote work aligns with overall objectives. Will it enhance or impede your ability to accomplish targets?
Define the scope and timeframe of remote work. Will all employees work remotely 100% of the time or in a hybrid model? Is remote work a temporary measure or permanent shift?
Ensuring alignment on strategy from the start provides a framework for planning.
Create a Remote Working Agreement
Have each employee sign an agreement that outlines remote work policies and expectations. Include:
- Work hours and availability
- Communication protocols
- Data security and tech guidelines
- Productivity and performance standards
- Adherence to company policies
An agreement protects both parties and gets everyone on the same page. Employees can reference it when questions arise.
Establish Guidelines and Responsibilities for Remote Employees
Clearly delineate what employees are expected to provide and manage when working remotely. Key elements to cover:
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Work environment: Employees must designate a home workspace with reliable internet and tech capabilities. Clarify if they or the company supplies equipment.
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Schedule: Do remote employees keep the same hours or have flexibility? Make parameters clear.
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Availability: Set expectations like having video on during core hours or response time to messages.
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Performance: Maintain the same level of work quality and productivity.
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Security: Take all precautions to protect company data and systems.
Spelling out responsibilities upfront eliminates confusion.
Ensure Compliance with Company Policies
Remote employees must adhere to standard company policies around:
- Confidentiality and data security
- Harassment and discrimination
- Overtime and time-tracking
- Codes of conduct
Reiterate that working remotely doesn’t change obligations to follow policies. Outline any new rules that apply specifically to remote work.
Assess Equipment and Tech Needs
Audit what hardware, software, and tech support employees will require when working remotely.
- Do people need laptops, monitors, headsets, or certain programs?
- Should stipends or expense reimbursements be offered?
- Can IT help staff optimize internet capabilities?
- How will employees access needed files and databases securely?
Identifying needs and gaps helps equip your team for success.
Establish Clear Communication Rules and Expectations
Prevent remote team collaboration breakdowns by setting communication standards.
- Identify default platforms like email, chat and video conferencing.
- Define expectations for response times.
- Set regular meetings and availability requirements.
- Outline meeting etiquette, like having cameras on and muting when not speaking.
- Foster social connections with remote coffee breaks or virtual celebrations.
Consistent communication rhythms keep everyone connected. Schedule regular check-ins to solve issues as they arise.
Define Employee Eligibility and Roles
Determine if remote work is feasible for all employees or only certain roles. Outline criteria that makes specific positions eligible, like:
- Ability to complete core duties remotely
- Reliable access to required technology
- Demonstrated ability to work independently
- Consistently meets performance goals and standards
For roles unsuited to full-time remote work, explore hybrid arrangements. Defining clear parameters avoids perception of favoritism.
Set Protocols for Collaboration and Management
Remote collaboration doesn’t happen naturally – it requires intention. Define regular touchpoints between managers and reports and amongst cross-functional teams.
- Schedule 1:1s and standing project meetings.
- Share agendas and notes with virtual participants.
- Record trainings and presentations for remote viewing.
- Utilize collaboration tools like whiteboards and document sharing.
Frequent communication prevents isolation and keeps productivity on track.
Measure Productivity and Engagement
Have processes to track employee productivity, performance standards, and job satisfaction.
- Monitor time management, task completion, and work output
- Request user feedback on remote experience
- Conduct stay interviews to assess engagement
- Offer mental health resources and encourage self-care
Proactively identifying problems lets you address issues promptly. Check in on the human side of remote work too.
Continuously Improve and Adapt Your Plan
The evolution to distributed work is an iterative process. As needs emerge, gather employee feedback to identify areas for improvement. Refine your plan, policies and processes.
Experiment with new technologies, training programs, and performance metrics. Maintain open dialogue around what’s working and what’s not.
A remote work plan must remain a living document. Collaborate to constantly enhance how your team connects and collaborates.
Roll Out Your Plan
Once you’ve created a comprehensive remote work plan:
- Seek leadership approval and buy-in
- Announce the plan and new policies to staff
- Train managers on overseeing remote employees
- Make the plan easily accessible to all employees
- Encourage ongoing questions and input
Thoughtful roll-out and change management ensures smooth adoption.
Benefits of a Solid Remote Work Plan
An effective remote work plan optimizes the employee experience. It provides needed structure while allowing flexibility. With a solid plan, employees and leaders gain:
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Clarity on expectations: No guessing what’s required or how work should be delivered.
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Ability to collaborate: Defined processes for communication and teamwork.
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Focus on priorities: Less wasted effort with defined roles and responsibilities.
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Work-life balance: Parameters enable employees to work when and where they’re most productive.
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Peace of mind: Assurance that the company supports making remote work successful.
A remote work plan provides a north star guiding distributed teams to excel. Follow these steps to create an optimized plan tailored to your organization’s specific needs. Thriving as a remote team requires strategy and commitment. But the payoff of satisfied employees and strong results is well worth the effort.
Suggest the right tools
Employees may require equipment, like additional desktops and Wi-Fi, while working in a remote environment. You may also have to arrange a VPN or internet security software for employees to keep company information secure.
Additionally, you can provide a communication tool like Slack, so your remote workforce can have quick discussions.
Your plan can also recommend a video conferencing service like Google Chat to build an effective and meaningful work relationship.
And finally, you can use software like Time Doctor to track time when your employee starts and ends working.
Time Doctor is a powerful employee time tracking and performance management tool used by major companies, like Keller Williams as well as by small businesses like Thrive Market, to boost the productivity of employees working from home.
Time Doctor has several features to help you manage your remote employees.
With Time Doctor, you can:
- Track the time remote workers spend on each task and project.
- Analyze employee productivity using detailed reports.
- Use screencasts to ensure your remote employees are actually working.
- Create work schedules to ensure remote employees log in during work hours.
- Pay your remote employees for the hours they’ve worked with payroll integrations with Paypal, Wise, etc.
D. Remote work guidelines
To ensure that employee performance increases due to the remote work arrangement, we advise our remote employees to adhere to these rules:
- Have reliable internet access.
- Work from a distraction-free and quiet home office space.
- Concentrate on work duties during working hours by making a daily and weekly schedule.
- Follow the break and attendance schedules as discussed with your manager.
- Ensure your schedules overlap with in-office team members as it’s necessary to collaborate within a team.
- Remote team members and managers should conduct online or in person meetings to discuss progress and results.
How to Create a Work Schedule – Project Management Training
How do I create a remote work plan?
While there are many strategies for creating a remote work plan, an effective plan should: Help set and establish clear objectives and goals. Allow employees the flexibility required to meet their goals. Set up a comprehensive communication plan for easy collaboration.
What is a remote work plan?
A remote work plan is a document that makes remote work easy for you and your employees. It defines the responsibilities of your remote employee and what the employer expects from them. This document can guide your employees through remote working challenges using the right technology and practical solutions. How to create a remote work plan?
How to build an effective remote work policy?
Let’s look at the first steps of building an effective remote work policy or plan: 1. Establish clear rules Though working from home can lead to increased productivity, the chances of employees slacking off at work are high. You have to set a few clear guidelines in your remote work polic y to help your team stay focused during work hours.
How do I create a successful long-term remote work plan?
Here are some additional tips to help you create a successful long-term remote work plan: Accommodate work schedules: Many remote employees might have other tasks to accomplish during the day, such as child care, appointments or picking up their children from school.
