The perks and perils of telecommuting
By Barbara DeGray, May 2, 2012 - The Washington Post
Advances in technology and the ready access to Web sites, e-mail,
teleconferencing, videoconferencing, electronic faxing and Internet phones have
enhanced every organizationfs ability to offer employees the option of working
from home or a remote location.
From large federal agencies and private corporations to small business
enterprises, employers are enabling more employees to work away from the main
place of business. This trend also brings new challenges. Taking a
proactive approach to managing the perks and perils of remote work can bring
good outcomes for both the employee and the employer.
To customers, the connection is seamless, with quality services offered
regardless of where the employee is located. Remote employees enjoy
shorter commute times, flexible work hours, comfortable work environments,
privacy and reduced personal work expenses. Employers gain with enhanced
productivity, expanded hours of operation, lower overhead costs, access to a
larger pool of quality workers, stronger team collaboration and inspired
creativity. Remote workers may also add to a companyfs geographic
accessibility to customers or resources.
With perks also come perils. Employersf greatest risk is
losing control of their workforce. They also face reduced employee communication
and training time. Employee perils might include professional and personal
isolation, home environment distractions, potential loss of connectivity,
outdated skills, altered knowledge sharing among employees and maintenance of
own equipment.
Initiating and maintaining an individual employee or a group of
employees in a home or remote office location does require planning and
oversight. Herefs how you can take advantage of the perks and overcome the
perils of telework:
œUnderstand your companyfs needs and the tasks of each
employee. Be prepared to measure an employeefs contribution
in clear qualitative and quantitative objectives. The number of hours
worked by an employee is helpful when calculating payroll but should be viewed
differently in a remote work setting.
Establish clear expectations of quantity of work to be completed in a
particular time frame as well as specific times employees need to be
available. Clarify for both employee and manager the method of measuring
and monitoring an employeefs time and availability. An Internet based
timesheet offers collection, monitoring and analysis capabilities. An Internet
or phone notification along with a shared calendar can help monitor an
employeefs time and availability.
œAssist employees with setting up and maintaining home
office. Minimal needs include a computer, telephone (or Internet phone)
and Internet access with security features. Determine if you want to pay for
other items, such as furniture, copy machine, shredder, desk supplies, etc. You
may also arrange method for purchase, reimbursement or provision as well as
shipping costs.
œProvide ongoing training and support to the remote
employee. Initial and periodic training at office location is highly
recommended. Clarify primary contacts for each remote employee. Also arrange
opportunities on an annual basis for personal contact and provide financial
support for employee to attend a company conference or team meeting with time
for continued training and personal sharing.
œEncourage communication and collaboration both among
remote employees and with office
staff. Schedule recurring and ad
hoc teleconferencing or videoconferencing to join small groups of staff or
larger teams to enhance camaraderie, share information and collaborate on
company goals and action plans.
Remote employees should have at minimum a weekly scheduled meeting with a
team or individual supervisor. Based upon proximity to company office, offer
remote employees the option of attending monthly or weekly meetings in person,
depending on nature of the work. Organizations should also outline specific
guidelines for use of tools, such as, instant messages, e-mails, telephones and
Internet chats.
œKeep in mind that not every job lends itself to
remote work but remain open to option of employeefs ability to occasionally work
at work. Manufacturing and direct service industries have on-site
requirements but an occasional work-at-home day could provide opportunity for an
employee to complete online training, planning or preparation of performance
reviews. Remain open to a diversified workforce. Remote work offers the
flexibility that may be required due to permanent or temporary physical or
personal obstacles encountered by a talented workforce.
œBe prepared with a contingency plan for at-home
work. This can save productivity during disruptions caused by weather
or other events.
With these guidelines in mind, your business can be on its way to
taking a positive approach to the perks and perils of remote work.
Barbara DeGray is director of nurse case management at Bethesda-based
Managed Care
Advisors, a woman-owned small business specializing in workersf compensation
case management services, employee benefits and disability management
consulting. DeGray works remotely and manages a remote staff.
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