If your company already has a policy statement, you may nevertheless find it helpful to read through these postings. As I read multiple policies, I found many instances where one company made a simple statement that at first glance seemed sufficient - then, upon reading other policies, I saw obvious opportunities for strengthening and clarifying those statements.
Very important - so important I'll put it up front. Be sure to include a statement that your policy is subject to change, and may be changed at any time. This gives you the leeway to update and modify your program, fine tuning as needed. Many companies tell me they've made tweaks to their initial policy statement.
Now, let's look at topics you'll want to include in the first section of your policy.
Statement of Purpose. Some companies begin their policy by stating their rationale for a Home Agent program. One company says it helps them "attract and retain a diverse and talented work force, enhance productivity, reduce commuting and parking requirements for associates, and promote a better balance between work and personal life."
Definitions. One Avaya customer includes a Definitions section, where they list terms associated with their telecommuting policy. This removes any opportunity for ambiguity.
Ability to rescind. The policy statement shared by one customer says "Telecommuting is not appropriate for all associates or situations, and the company has the sole right to approve or rescind a telecommuting arrangement. Telecommuting is a work alternative that may be appropriate for some associates and some jobs. It is not an entitlement; it is not a Company-wide benefit; and it in no way changes the terms and conditions of employment. Telecommuting status may be terminated at any time based on business s needs or failure of the associate to meet performance expectations or any of the eligibility criteria as outlined below." Another company's statement "reserves the right to change any arrangements made for working at home at our discretion with or without reason."
Eligibility - personal requirements. Who may apply, what characteristics are helpful, what is essential? What requirements are necessary for both the agent and the supervisor? The following quotes are garnered from several customers' policy statements:
- "Associates must have six months of consecutive service with the Company to be eligible to participate." Another company specified a minimum of 12 months of continuous employment.
- "Agents must have demonstrated conscientiousness about work time and productivity", and should have a "limited need for feedback but willingness to ask for it if necessary."
- "Meet acceptable corporate attendance standards."
- "Associates who are currently on a Performance Improvement Plan, or have active disciplinary action(s) are not eligible to telecommute." One company's policy statement took it a step further, saying they require "A work record with no formal Disciplinary Action (Written Warning, Probation, or First, Second, or Final Warning) within the preceding 12 months."
- "Must be a full-time Associate. Part-time Associates will be assessed on a case by case basis." (Note to readers: this statement concerns me a bit from a legal perspective. If you make an exception such as this, I would recommend specifically stating that all part-time associates must meet all other requirements of the program.)
Eligibility requirements often include technological and work space requirements as well. I'll cover that in Part 2 of this blog series on policy statements - stay tuned. And, if you still want to share your company's policy statement with me, I'll be happy to peruse it and share sections with other readers.