Remote Work Best Practices (Plus Sample Policy)

What are remote work best practices for businesses?

To help ensure remote work is a success across your organization, follow these best practices.

1. Maintain a company culture

Some employees choose an employer for their company culture. Whether your company is only recently remote or has always been, maintaining the culture that attracted employees to your organization in the first place can help keep employees happy and working for your company. For example, you could support a caring culture by broadening your wellness benefits, as Actualize Consulting did. Its $750 wellness benefit is available to each employee for use toward a gym membership and fitness purchases such as treadmills and classes.

“Design a comprehensive onboarding experience tailored to remote workers. This could include virtual meet and greets, digital tours and guided introductions to the company culture, values and team dynamics,” said Angela Tait, chief people officer at Tait Consulting, LLC. “Invest in creative virtual team-building activities, like virtual escape rooms, cooking classes or collaborative online games, to foster a sense of belonging and camaraderie.”

As another example, Sarah Danzl, chief marketing officer at Skillable and former communications officer and vice president of customer marketing at Degreed, said that a priority for her was to ensure the holistic care and mental health of her team with regular check-ins, specifically to ask about how they’re doing and dedicate some time to nonwork chat.

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2. Use video tools to stay connected

Working remotely can be difficult for people who strive for face-to-face interaction. Utilize the best practice of acting as if you and your team are in the office with the help of technology. Consider keeping spirits high and teams connecting by hosting a Friday video happy hour, video team meetings and virtual employee lunches. The goal here is to stimulate activities that would be done in the office, outside the office. 

Pranav Dalal, the CEO and founder of Office Beacon LLC, explained how video tools help grow communication and trust. “Regular check-ins and feedback loops will keep everyone aligned and engaged,” he said. “Ultimately, prioritizing employee well-being alongside productivity fosters a more motivated and effective remote team.”

3. Go paperless

Just about everything can be done digitally these days. Use a tool like DocuSign for contracts that need signatures and encourage employees to lean on the best customer relationship management software and other digital tools instead of paper for notes, project management and other tasks.

4. Invest in internet security

A network is only as secure as its weakest link. Since the COVID-19 pandemic, many companies have turned their workforces remote. As a result of more people working from home, weak security links are inevitable. To ensure data confidentiality and safe internet usage, Dalal said it is crucial to implement key practices. He advised that internet security is a must, especially in public spaces.

“First, encourage the use of virtual private networks (VPNs) to secure connections on public Wi-Fi. Regularly update software and use strong, unique passwords for all accounts to minimize vulnerabilities,” said Dalal. “Additionally, promote awareness about phishing scams and encourage employees to avoid accessing sensitive information on unsecured networks. By fostering a culture of cybersecurity mindfulness, we can help keep our data safe while working remotely.”

By investing in a cybersecurity plan, you can provide (and even mandate) the tools that keep everyone’s devices safe. This, in turn, keeps company information safe. Most importantly, it minimizes the risk of personal data being leaked through a vulnerability in your infrastructure. At the heart of your internet security is a VPN. It allows for direct, safe communication between all remote workers and the office.

5. Consider employee monitoring

Employee monitoring is necessary for large organizations. A significant part of leadership and management is keeping people on task. However, with remote work, that becomes challenging.

Employee monitoring software allows you to see a worker’s computer activity. This informs you as to how much of a workday is spent on work projects and tasks. Employee monitoring solutions allow you to track the productivity of your workers. [Related article: The Best Employee Monitoring Software]

6. Accommodate flexible work schedules

There are many benefits that come with remote work, such as reduced overhead and lower liabilities, to name a few. If, though, remote work is hastily or poorly implemented, the downside is lost productivity. The key to preventing lost productivity (which can be difficult for a company to come back from) is to allow employees to work a flexible work schedule. 

“Embrace asynchronous work by allowing employees to set schedules that accommodate different time zones or personal obligations. This flexibility can boost productivity while also respecting individual needs,” Tait said. “Encourage thorough documentation of processes, updates and project details so everyone can access needed information without waiting for someone to be online.”

Many at-home employees are juggling child care and school. Flexible work schedules empower them to find a better work-life balance that enables them to work productively around their kids’ schedules. One suggestion to make this transition smoother for your company and team is to shift to a completion-based work model. With this, the focus is less on how many hours an individual works and more on what they accomplish.

7. Invest in collaboration tools

Collaboration tools are everywhere. Some of the biggest names to rise to the top include Skype and Microsoft Teams. Of course, the most popular by far is Zoom. These tools allow for adjustable online workgroups. They include video and audio chat and they allow for screen sharing.

You can also look into apps that create shared workspaces. File sharing systems are similarly important. You can even look at dedicated communication servers with resources like Discord and Google Chat.

“In my experience, tools like Slack and Zoom are game-changers for fostering seamless communication within remote teams,” Dalal said. “For collaboration, platforms like Asana or Trello keep everyone aligned on tasks and deadlines, ensuring clarity and accountability. Additionally, leveraging tools like Google Workspace enhances productivity by allowing real-time collaboration on documents. It’s all about finding the right mix that suits your team’s dynamics.”

How do you create your remote work policy?

Your remote work policy sets the standard for what you deem acceptable and unacceptable from your remote employees. Every remote work policy should have conditions that ensure clear expectations and communication between the company and each remote team member. 

“A strong remote work policy should focus on clear communication protocols, flexible but structured work hours, defined performance metrics and security guidelines,” Dalal said. “By setting these foundational elements, employees understand when and how to connect, what’s expected in terms of output and how to handle sensitive data responsibly.”

Here are a few pertinent guidelines on what to include in your remote work policy:

1. Outline eligibility criteria: Consider whether employees must reside in the same location as your business or if they can work from anywhere. If your business is only partially remote, define which roles are eligible for working from home and how often employees can work from home.
2. Develop a work plan: To create an effective remote work plan, break down company objectives into measurable goals and responsibilities. Determine the necessary tools and technology for employees to work remotely and collaborate effectively. Consider technical support for those who experience difficulties. You can then involve employees in the process of deciding how performance will be measured, using metrics specific to each role and asking for input on the best methods for tracking productivity.
3. Emphasize the company rules: Although your employees are no longer in an in-person office environment, clarify the rules, regulations and policies that still apply. Employees should know exactly what is expected of them.
4. Determine communication practices: Consider these communication and collaboration expectations for your remote team:
   1. Decide whether employees can choose their own work hours or should be available during specific hours. Take into consideration their personal schedules and be flexible with allowing them to work within a certain window or during core hours.
   2. Set expectations for response times to emails and messages. Keep time zones and workload in mind. Establish a time frame for responding to important emails or messages.
   3. Institute guidelines for when to use instant messaging, email or video calls. Is it mandatory for your employees to use the camera when on video calls? Consider setting up nonwork-related communication to keep similar aspects of an in-person work environment.
   4. Make sure your employees have access to online training resources or courses. Establish one-on-one meetings with supervisors and their employees for online coaching and to discuss growth and advancement.
5. Discuss compensation: Transparency is key when it comes to compensation changes, especially when transitioning to remote work. By clearly outlining eligible expenses and the reimbursement process, employees will feel supported and informed. Consulting with employees on their priorities for benefits and reimbursements can aid in creating a more personalized compensation plan.
6. Security and confidentiality rules: When working remotely or from public locations like cafes, there are various data breach risks to be aware of, such as shoulder surfing, theft and unsecured networks. To mitigate these risks, educate employees on these threats and provide guidelines on how to avoid them, such as locking screens, using strong passwords and two-factor authentication and avoiding discussing confidential information in public places.

Sample remote work policy

Purpose

To provide guidance for employees and management, this document outlines the terms and conditions of remote work and requires employees to acknowledge their understanding by signing it.

Terms and Conditions

1. Eligibility requirements: If the employee’s job responsibilities can be fulfilled using only fundamental equipment and technology, they may qualify for remote work privileges, subject to the company’s approval, provided they demonstrate reliability, self-discipline and self-motivation. In the event an employee’s job is not suitable for remote work, they may be allowed to work from home for a limited number of days per year. This policy promotes a flexible work environment that can accommodate the needs of both the company and the employee.
2. Work expectations and schedule: To assure the best performance, employees are required to adhere to set work schedules, meet deadlines, maintain quality standards and submit daily reports, with some degree of flexibility permitted. Tools for time and task management, project tracking and access to resources will be provided. Weekly performance evaluations will be conducted using the same metrics for in-office work.
3. Company rules: Employees who work remotely are expected to adhere to all rules and regulations in the Employee Handbook. Company policies regarding paid time off, conduct, confidentiality, and more apply to employees regardless of the location.
4. Equipment and supplies: Employees will be reimbursed for job-related equipment, tools and supplies deemed necessary. Requests for reimbursement should be submitted through supervisors. Employees may be permitted to use their personal electronic devices for work purposes with prior written approval.
5. Security: To ensure the security of company data and information, adherence to established security protocols outlined in the Employee Handbook and confidentiality agreement is mandatory. Violations are subject to disciplinary action and employees will be granted access to a virtual private network to safeguard connections with company servers and networks, which must be used exclusively for work hours.
6. Compensation: Working remotely will not affect an employee’s salary, which will only increase per company policy and successful performance evaluations. Remote employees will remain eligible for professional development programs and promotions, while the company will provide reimbursement for internet and electrical expenses sustained by employees who follow the correct reimbursement protocol.
7. Consequences: Inability to fulfill work obligations or compliance with policies and procedures during remote work may result in disciplinary action, such as termination of the remote work agreement, placement on a performance improvement plan or termination of employment.

>> Learn more:  5 Reasons Remote Teams Are More Engaged Than Office Workers

Fostering success in a remote work era

The rise of remote work has reshaped how companies operate and how employees balance work and personal life. By implementing thoughtful policies and best practices — like maintaining company culture, leveraging digital tools, flexible schedules and cybersecurity — organizations can foster a successful remote environment. 

These measures not only boost efficiency but also empower employees to thrive, meeting their needs for flexibility and connection. A well-supported remote work culture creates a resilient, adaptable workforce, setting the stage for growth and employee satisfaction in the evolving landscape of modern work.

Amanda Clark and Marissa Sanfilippo contributed to this article. Some source interviews were conducted for a previous version of this article.