COVID-19: Managing Remote Employees
With many employers shutting their doors during this unprecedented time, many are also allowing – or asking – employees to work remotely. Employers unaccustomed to a remote workforce may find themselves struggling with not only how to manage the day-to-day business, but how to ensure employees are engaged and performing their job duties.
The following are tips on how to manage your employees while they work remotely:
Establish and communicate work expectations. Especially during times like these that can be distracting and mentally and emotionally challenging, it is essential to clearly communicate to employees what is expected of them:
Their core work hours (and of the team, if applicable).
When they are to be available by email, phone, text, instant messaging, etc., and expected response times.
When managers and human resources will be available by email, phone, text, instant messaging, etc.
Work to be completed, with clear expectations, such as any deadlines.
Remind employees that all company policies apply even when working remotely. This includes the company’s policies on harassment, use of company equipment and devices, and maintaining confidentiality of company information. If, for example, company laptops or cell phones are not for personal use, you may want to include a reminder that children home from school should not use those devices.
Maintain regular contact and feedback. It’s imperative to stay in touch with your remote workforce and maintain a feeling of connectivity and communication. Also, with the inundation of information on the news and the stress of recent shutdowns, employees are easily distracted. Having regular check-ins and structured meetings can help with these concerns.
Schedule weekly one-on-one meetings with each of your employees.
Schedule weekly team meetings, by video conference if possible.
Since you can’t stop by an employee’s desk to check in, do so via email, text, or instant messaging on a daily basis. Ask employees how they are doing, if they have any challenges working remotely, and how you can help. If employees report feeling anxious, stressed, depressed, or a similar condition, contact Human Resources.
Think of ways for the team to keep in touch with each other, such as virtual lunches or an instant messaging channel.
Provide timely feedback to employees who are not performing to expectations.
Pay non-exempt employees for all time worked. Non-exempt employees must be paid for all time worked, even if they are simply responding to emails or texts after work hours or if they worked overtime without prior authorization. To help clarify expectations:
Set the non-exempt employee’s work schedule, including start time, times of meal and rest periods, and end time. Prohibit employees from working through meal and rest periods.
Remind non-exempt employees of the company’s policy – or establish one if needed – regarding after-hours work (e.g., responding to emails, texts, instant messaging) and working overtime (e.g., prior approval required).
Require accurate timekeeping and prohibit “off-the-clock” work.
Pay for all time worked, including unapproved overtime at the appropriate rate.
Discipline employees who do not follow company policies, such as getting prior approval to work overtime.
Follow the same protocol for email, text, and instant messaging as you would in the office. If you have a human resources or legal issue, need to deliver negative feedback, or have a similar concern, pick up the phone rather than put it in writing. When in doubt, use the phone.
Lead by example. Be responsive to emails, texts, instant messages, phone calls. Follow through on commitments. Be mindful of when you send out communications, and the message you convey if you send emails at midnight.
If you have questions on how to manage your remote workforce or need assistance drafting policies, reach out to Laura Garofalo Law, LLC.