Flexible work arrangements and the ability to work from home (WFH) are commonplace in many of today’s workplaces.
With the current cost-of-living pressure, including the fuel price rises from the Middle East crisis, employers may be seeing an increase in WFH requests as households try to limit spending and fuel consumption.
If fuel shortages worsen, there is potential for directions to limit non-essential workers travelling to and from the office, similar to what businesses experienced during COVID-19.
WFH arrangements can have several benefits for businesses – including employee retention and increased productivity – but they need to be managed appropriately.
Our employee relations specialists explain what employers need to know about WFH arrangements.
When is it suitable to allow an employee to work from home?
Allowing employees to WFH may not be suitable in every business. Success depends on selecting both the right job as well as the right individual.
In determining if WFH is an appropriate option for an employee, employers need to consider how much the employee needs access to the office and the technology capabilities.
Employees need to have suitable skills and traits to allow them to perform the work successfully, such as:
- Good time management skills
- Motivation and self discipline
- Separate home and work duties
- Technological ability to WFH
Setting up employees to work from home
The home office
To successfully WFH, employees need the tools to complete their work. This may include a computer, printer, internet connection, company mobile phone and perhaps some further business specific hardware or software.
Employers should conduct a screen and, where appropriate, provide the employee with any hardware or software they may need. In some instances, it may be appropriate to ask an employee to purchase additional items.
Ensuring safety
Employers still have a duty of care to employees WFH under occupational health and safety laws. This requires employers to provide a safe working environment and they could still be liable for workers’ compensation claims. As such, a risk assessment should be completed (may be done by the employee) to ensure the employee is operating in a safe working environment with limited risk of injury.
It may also be appropriate to have an ergonomic assessment completed at the home, to minimise the injury risk.
It is also important to acknowledge risks with constant WFH, in particular with employee engagement and loneliness. Ensuring connection with colleagues and regularly speaking with those who WFH can assist in minimising this risk.
Managing employees who WFH
To ensure successful WFH implementation and employee management, it is recommended an employer:
- Drafts a policy
- Sets clear expectations
- Have regular virtual meetings
- Has face-to-face meetings
- Ensures inclusive communication
- Provides access to benefits and incentives
Draft a policy
Ensure employees are aware of who is eligible, how they can make the request, where they can work, if the arrangement can be terminated and the employee’s obligations and responsibilities. The policy may also include provision for a trial period, to help determine if the arrangement is suitable for the business and employee needs.
Set clear expectations
Ensure employees who WFH are set clear performance standards, communication guidelines and the hours they need to be available to colleagues, management and clients.
Regular virtual meetings
Whether this meeting is by phone or webcam it is important to have regular meetings with the employee to set expectations, track progress and assist with any issues the employee may have. These meetings may occur individually between the employee and their manager. It may be an option for the employee to be teleconferenced into team meetings.
In-person meetings
Employees who work permanently from home may benefit from having semi-regular in-person meetings eg. once a month.
Inclusive communication
Ensure employees who WFH are included in all staff or team emails that may impact the employee’s work performance.
Access to benefits and incentives
Ensure WFH employees have access to onsite benefits eg. study leave or an employee assistance program (EAP).
What if I already have WFH/remote working policies in place?
If you and your business already have WFH or remote working policies, at this time they are likely to remain applicable. Even if you have one in place, it is always best practice to regularly review to ensure it is meeting the needs of your business.
Some good points when looking at your remote working policies:
- Ensure managers, supervisors and staff are aware of the current policies and how they operate, and ensure managers and supervisors are consistent with how they respond to any requests to work remotely.
- Make sure you communicate what your business’ position is with staff, and provide an opportunity for employees to discuss their individual circumstances with managers or supervisors.
- Remember that there are additional obligations for businesses under the Fair Work Act for flexible working requests – more information on this can be found here [pls insert if we have something]
- Ensure you continue to consider WHS obligations where you have employees working remotely for extended periods of time.
For more information on managing employees working from home please contact CCIWA’s Employee Relations Helpline on 08 9365 7660 or by email on [email protected].
