MANAGE & LEAD
IF NOT NOW, THEN WHEN?
By: Cheryl Koch
While many of us are sheltering in place due to the
outbreak of the novel Coronavirus, we can still perform
many valuable services - thanks to the availability of
technology solutions that allow us to serve regardless of
where we are physically located. Surely this will change
the definition of “workplace” forever and provide flexibility
for both employers and employees, and the customers they
serve, now and in the future.
Managing and leading a distributed workforce is not,
however, without its challenges. There are several steps
an agency should take in implementing work-from-home or
“telecommuting” as it has become known, whether on a
short- or long-term basis.
SET THE POLICY
First, you should establish a telecommuting policy that
will help as you navigate the requests (or mandates)
that employees work from home. Without a clear policy,
it is likely the employer will encounter issues of unfair
treatment or favoritism when selecting employees to
telecommute. Some specific policy issues are:
1. What is the exact criteria or circumstance under which
an employee is eligible to telecommute?
2. What type of physical surroundings are required, and
how will the equipment be provided and maintained,
keeping in mind any ergonomic or workplace safety
requirements?
3. Will there be any payments due to the employee for
reimbursement of expenses in working from home,
such as increased utilities and Internet service?
4. What level of physical presence will be required for
organizational meetings and events?
5. Will you require physical separation (i.e., an office)
from home during work hours?
6. Are remote employees permitted to care for children,
animals, or other family members during work hours?
7. Communicate whether remote work is a temporary
situation and may be discontinued and under what
circumstances.
You may wish to have a different policy for different
categories of employees. Account Managers or other nonexempt
employees may have one policy, while Producers
(generally, exempt employees) have another. It would
be good to have remote employees sign a separate
telecommuting agreement or include this information in
your employee handbook.
PROPERLY DOCUMENT HOURS AND COMPLY WITH
WAGE AND HOUR REQUIREMENTS
An employee’s work is not generally part of the criteria for
establishing whether or not they are exempt or non-exempt
employees in most states. You should always consult
a qualified attorney before making that determination
and discuss your telecommuting policy with him or her
to ensure you comply with all federal and state laws
and regulations. The most important issues in terms of
documentation of hours worked are to:
• Maintain accurate records of hours worked;
• Ensure employees comply with the required meal and
rest breaks;
• Set and enforce a policy regarding overtime and under
what circumstances it may be paid; and
• Ensure no one is “working off the clock” – a real
temptation when working from home.
With automation, it’s relatively easy to determine the time
spent working in the agency. Activity reports can show
the amount of time spent processing certain transactions.
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