Compiled by Dario Richards, Senior Intern at CARICAD T his page outlines nine essential components for developing an effective remote working policy. 1 2 3 4 5 6 7 8 9 DEFINE REMOTE WORKING BASED ON YOUR ORGANISATION “Remote Work” will differ across organisations. Therefore, it is critical to define “remote working” based on your organisational needs, capacity and structure. This should also include the different types of remote working arrangements employed by your organisation. EXPLAIN WHY SUCH A POLICY IS NEEDED AND UNDER WHICH CIRCUMSTANCES IT WILL COME INTO EFFECT It is critical to clearly define the reason for the remote working policy and under which circumstances it is activated. This section should also include a time-frame for the remote working arrangements and a strategy for reevaluating whether to continue or not. IDENTIFY WHO IS ELIGIBLE TO WORK REMOTELY Based on the varying nature of jobs, it is not always possible for every employee in organisations to work remotely. As a result, it is imperative to clearly identify who is eligible to work remotely, based on their job descriptions. OUTLINE THE REMOTE WORKING PROTOCOLS Clearly outline the expected behaviours for both the employers and employees. This also includes the expected hours of work and the methods for reporting and remaining connected to the organisation. Be clear to avoid leaving room for assumptions or ambiguity. The goal is to ensure all employees understand the rules and regulations they are expected to comply with, when working remotely. ESTABLISH THE REMOTE WORKING PERFORMANCE STANDARDS Cleary indicate how employee performance will be measured while working remotely. OUTLINE EMPLOYEE COMPENSATION AND BENEFITS Update employees on any changes regarding salary disbursement, including any instructions and protocols regarding the same. Additionally, indicate whether or not employees will be receiving compensation and/or benefits for working at home to assist with their personal resources. CREATE A LIST OF THE EQUIPMENT AND CAPABILITIES NEEDED TO EFFECTIVELY ENGAGE IN A REMOTE WORKING ARRANGEMENT Provide employees with a list of best practices for setting up an ideal work environment at home. This list should include the tools that they will need to function effectively; for example, Wi-Fi, laptop, etc. PROVIDE EMPLOYEES WITH A LIST OF SOFTWARE BEING USED FOR COMMUNICATION AND COLLABORATION Clearly outline the software your team will be using for collaboration, connectivity and reporting, and provide the team with the relevant training/instruction on how to use these tools (eg. WhatsApp, Office 365, Zoom etc.) IMPLEMENT A SYSTEM TO ENSURE CYBER SECURITY FOR ONLINE ACTIVITY Ensure effective measures are implemented to secure online interaction and work tasks. This is especially for vital for confidential services. This may require appointing an IT tech to oversee the entire remote work online process. NB: This framework is generic and might not be applicable to all departments in the public service. Due to the uniqueness and sensitivity of some departments, specialised policies should be created, to effectively facilitate their continuous operation. 3
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