With the use of the Internet and other technology making remote communication effortless, more and more employers are utilizing telecommuting options as a way to appeal to their workers while meeting the demands of employees’ work and family lives. Telecommuting entails working apart from an employee’s traditional reporting location and “commuting” responsibilities from the office by e-mail, phone, internet, and fax.

But, before you decide to offer telecommuting options for your employees, you will want to consider the pros and the cons. The proven advantages of telecommuting include lower absenteeism; increased productivity, morale, and retention; and reduced costs for work space, utilities, and other overhead. Some possible drawbacks to a telecommuting arrangement may include the inability to provide the proper tools, training or support to telecommuters and the potential difficulty in assigning clearly defined tasks with specific deadlines and measurable work results.

They key to a successful telecommuting program is a well-drafted policy and written agreement that clearly defines the expectations, requirements, and goals of the relationship. Written telecommuting guidelines should include the following points:

1. A reaffirmation of the at-will relationship. Employers entering into a telecommuting agreement must reiterate that such an arrangement does not alter the nature of the employer/employee at-will relationship, meaning both the employee and the employer may terminate the employment relationship at any time and for any reason (as long as that reason isn’t discriminatory, retaliatory, or otherwise unlawful).
   
2. Clearly define job duties and expectations. Telecommuters can be extremely productive if job duties, expectations, and measurable performance goals are clearly defined. However, deficiency in direction will only lead to a lack of motivation and decreased work productivity. The agreement should list specific objectives and performance goals as well as an established performance evaluation date in order to determine whether goals are being achieved. Be sure to state that the agreement will be discontinued if the arrangement no longer serves the best interests of the company.
3. Establish a schedule and location. List specific days and hours employees are required to be available. Also, determine whether or not telecommuters are permitted to work from different remote locations or from only one authorized locale.
4. Duration. When a telecommuting arrangement is only meant to be temporary, the agreement should clearly specify its term by indicating a start and end date. At the end of that time, both parties can then participate in a review of the program and its goals, which may or may not result in reactivation of the agreement.
5. Enforce company policy. Reiterate that the worker is expected to comply with all company policies, including those that define performance expectations, standards of conduct, conflicts of interest, and moonlighting.
6. Establish communication procedures. Determine a minimum response time for answering voice or electronic mail from other employees, customers, clients, and suppliers. Be sure to also define necessary steps for keeping in touch with the office; this may require telecommuters to attend regular staff or teambuilding meetings.
7. Expense reimbursement. State whether the company will or will not be responsible for operating costs, home maintenance, or other incidental expenses, such as utilities and supplies. If you, as the employer, will take responsibility for such expenses, define the terms of use regarding office equipment and related supplies. If operating and equipment expenses will not be reimbursed, employers should indicate whether employees may use company equipment. Telecommuters should only use such equipment if its use is authorized and they take necessary measures to protect company property against damage. Be sure to also state that you are not liable for damages to employee property that results from the employee’s participation in the telecommuting program.
8. Security issues. The agreement should address the safeguarding of company data files, trade secrets, and other proprietary information stored within computers and on hard copies. Employers should also retain the right to monitor e-mail, Internet use, and other communication by teleworkers during business hours. Other important security provisions: a secure lock for the worker’s home office as well as a paper shredder and lockable file cabinet in order to ensure the integrity of confidential information.

If both you and your telecommuters are in agreement regarding the above-referenced issues, the arrangement is likely to be a successful one. It’s important to realize, however, that not all jobs are created equal when it comes to working remotely; some positions simply are not suited for such an arrangement. The jobs most appropriate for telecommuting are those in which employees work independently (e.g.: writing, editing, and graphic design) or where most contact with customers or suppliers is via telephone (e.g.: customer service or telemarketing).

Employers should asses their ability to hire employees on a telecommuting basis and pay particular attention when determining which jobs can and should be telecommuted. Such a decision should be determined, and agreed upon, on a case-by-case basis.