Telecommuting Policies - A Reading Room

Submitted by eva on Sun, 03/23/2008 - 6:44pm.

What are the benefits of letting your staff telecommute?

Telecommuting offers flexibility to legal aid staff who may prefer to work from home. This is especially true of working moms who may be better able to work and raise a family if they can offset their work hours, staff in congested urban or far-flung rural areas where commuting time is significant, and the Generation Y work force who prefer to work hard, but on their own terms.

Telecommuting can save resources. It can play a key role in a sustainability plan by reducing your program's need for office space and reducing staff commutes. The same policy can also reduce your bottom line. At NTAP, we save an estimated $60,000 annually for Class B office space in Southern California. A 2005 report on teleworking by Viack Corporation suggests that corporations see a savings of as much as $7,500 per employee per year due to a reduction in office space needs and other associated costs.

What are the challenges?

Communication: Implementing a telecommuting option in your office can undercut communication between staff in ways that can be damaging to productivity and morale – workers in the office have many more opportunity to share important information casually and to build relationships that lead to work that is more effective. In addition, programs that support telecommuting should have a strong culture of disseminating information online via websites or in email. Those that use paper-based systems to make announcements or share policies can leave telecommuters out of the loop.

Communications challenges can be overcome, however, if your program has a clear communications policy (and staff adheres to it). At NTAP, for example, each staff member uses instant messaging – free technology that enables you to communicate quick questions to fellow office mates. It is the equivalent to stopping by someone’s office. Email, web conferencing and re- mote desktop applications pave the way for successful telecommuting practices and accountability. See NTAP’s communication protocols.

Security: Because telecommuters are not working inside the office, a telecommuting policy should address issues about data security and confidentiality. Programs should make certain that anyone who is telecommuting has a sufficiently secure network, adequate virus protection, and a clear understanding about what kind of confidential information is safe to transmit via instant message, email, or the web. Systems should also be in place to make certain that a telecommuter’s work is regularly backed up – either to a program-owned hard drive or to program servers.

What should you consider when creating a telecommuting policy?

Working hours – Because telecommuters are not working where their managers can see them, it is important that a policy clearly define how and when workers should be available and what they need to deliver. A program should set expectations about timeliness of response to phone and emails, noting availability, and system for check-in.

Equipment and telecom services – A policy should define the equipment a telecommuter needs to have at home and specify whether the program or the worker needs to supply it. It should also specify whether the program would reimburse internet or phone expenses.

Security – Policies should define how telecommuters should handle and transmit sensitive data, what measures they should take to protect themselves (and program equipment) from computer viruses, and how they should backup their work. Backup systems may include backing up their computer onto an external hard drive, as well as utilizing online project management systems to store all related documents offsite.

Workspace – Because programs may be liable for a telecommuter’s injuries in their home office, the policy should specify that the worker’s worksite should be safe. (Ergonomics can be important here.)

Communications Policy – Establishing expectations about how often staff must respond to email and phone calls can save a lot of time and frustration trying to communication.

System of Congeniality -- Establish approaches via instant messaging, email, and staff phone calls to encourage water-cooler conversations, connections, and involvement among staff.

Examples of Telecommuting Policies