September 8, 2022
As remote work becomes a fixture for many businesses in the United States, employers face a variety of legal and technological considerations. A structured remote work policy is crucial to comply with employment laws, safeguard sensitive data, and maintain operational efficiency. Alongside policies, practical processes for communication, performance tracking, and technology management are essential. Addressing these factors now prevents confusion, keeps staff engaged, and reduces the risk of operational or legal issues.
US federal laws do not necessarily guarantee the right to flexible work arrangements, but many states have their own labour laws and regulations that employers need to follow. In addition, the Americans with Disabilities Act (ADA) may require organisations to make reasonable accommodations, such as remote work, should employees be eligible. Home workspaces must also meet health and safety standards, including addressing any ergonomic risks and making sure all equipment is both safe and functional.
Remote work changes how you monitor and support staff. Traditional supervision techniques may not translate to a virtual environment, so set clear, measurable expectations for tasks and outcomes. Schedule regular video or phone check-ins and encourage informal conversations to maintain team cohesion. Structured communication helps staff stay focused, reduces isolation, and allows you to identify issues early. Offering feedback and recognition virtually keeps morale high and ensures employees remain connected to your organisation’s goals.
Remote access increases exposure to cyber threats. Employees using home networks can unintentionally create vulnerabilities that you must address proactively. Implement strong password policies, multi-factor authentication, and secure VPN connections. Provide clear rules for handling sensitive information. Cloud storage solutions for business offer a reliable way to centralise data securely while giving employees access from anywhere. This approach reduces the risk of lost files, simplifies backups, and ensures compliance with data protection standards. Standardised digital security protects both your employees and your organisation.
To maintain productivity, equip staff with reliable hardware, collaboration software, and secure access to company systems. Document your remote work policies so employees understand expectations regarding availability, equipment use, and IT support. Include instructions for reporting technical problems promptly to prevent downtime. When technology is accessible and reliable, employees can focus on their work rather than troubleshooting, creating a smoother, more efficient remote environment.
While there is no universal federal mandate, laws like the Americans with Disabilities Act (ADA) may require remote work as a reasonable accommodation for eligible employees. Additionally, you must comply with any specific labour laws in your state, which can vary significantly.
The key is to focus on results rather than activity. Set clear, measurable goals and deadlines for tasks. Use regular video calls and project management tools to track progress and maintain open lines of communication, which helps keep everyone accountable and connected.
Start with the fundamentals. Enforce strong, unique passwords and multi-factor authentication for all company accounts. Require employees to use a secure VPN to connect to your network, and provide clear policies on how to handle and store sensitive company data to minimise risk.
Generally, employers should provide the necessary equipment like laptops, software, and secure access to company systems to maintain productivity and security. Having a clear policy on equipment use, support, and maintenance, as recommended by business coaches like Robinw Waite, prevents confusion.
Be intentional about communication. Schedule regular team meetings that include time for informal chat, not just work updates. Encourage the use of instant messaging for quick questions and create virtual spaces for social interaction to help replicate the spontaneous conversations of an office.
