TerraLex Remote Work Checklist for Employers

Contents

TerraLex Remote Work Checklist for Employers

While home office or remote work used to be a rare benefit for many employees, it has become a must or a norm during the COVID-19 pandemic. Many employers plan to retain or establish this flexible working arrangement as part of their new routine. What are the practical considerations, tips, and tricks when introducing or adapting the remote work that employers should bear in mind? Our checklist will help you to navigate through these issues.

Special thanks to members of the TerraLex Labor & Employment Practice Group for preparing this checklist. For further questions, please feel free to reach out to any of the contributors, a TerraLex member with whom you have a relationship, or a member of the TerraLex team.

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Communication

  • Develop a clear transition plan and communicate it effectively. Ensure workers know who to contact with concerns, needs, etc.
  • Schedule virtual meetings of various teams or departments. These may need to be done with greater frequency than during in-office working arrangements to account for the loss of casual discussion, etc.
  • Ensure leadership makes itself available to workers as they may be more hesitant to reach out in a virtual environment. Encourage leadership to be proactive in checking in with workers on workload, concerns, and general wellbeing.

Connectivity

  • Ensure the worker has access to internet and technological resources (software, hardware, printers, phone, etc.) to complete his/her tasks. Going paperless should also be considered to minimize issues related to sharing hardcopy documents.
  • If using his/her own equipment, consider worker’s obligations to maintain that equipment and what happens if the equipment fails or there is a security breach.
  • If a worker must procure services such as high-speed internet or equipment, consider what, if any, will be reimbursed or subsidized by the company.

Worker Safety

  • Evaluate the need for any changes to insurance policies, including workers compensation, to account for work from home policies.
  • Advise and educate workers on proper home office ergonomic practices while working from home.
  • Provide access to employee assistance programs remotely and promote the resources available to workers. Encourage workers use and take advantage of these programs as needed.

Training & Development

  • Transition training programs and resources to be accessible when working from home by using online webinars, etc.
  • Set the expectation with leaders and supervisors to continue to connect with and mentor workers while working from home.

Time, Attendance, & Conduct

  • Have a system in place to monitor worker time, whether through self-reporting or an online timekeeping system.
  • Consider flexible working arrangements and communicate them clearly to workers. Ensure workers and leadership understand if there are specific hours when business may not be conducted or workers may not be contacted regarding work.
  • Ensure that workers are aware of the dress code while working from home, attending office virtual meetings as well as during the execution of any company work outside their homes.
  • Consider your policy on having camera on for videoconference calls and the like.
  • Don’t forget to help your remote workers maintain a work/life balance.

Other Considerations

  • Consider the legal and tax implications of allowing workers to work anywhere (another jurisdiction, for example) and what the reporting requirements of such an arrangement will be.
  • Review any employment contracts and/or internal policies in place to determine if it’s necessary to modify them given work from home arrangements.
  • Consider whether any worker representative body (e.g. works council) is to be involved in the process of introducing work from home and/or mobile work.
  • Consider data protection and IP issues

 

Posted April 28, 2021

Contact Information
Denise Alvarenga
Senior Partner at Motta Fernandes Advogados
São Paulo
denise.alvarenga@mottafernandes.com.br
Giuseppe Bulgarini d'Elci
Partner at Carnelutti Studio Legale Associato
Milan
gbulgarini@carnelutti.com
Francisca Corti
Partner at Carey
Santiago
fcorti@carey.cl
Christopher Deehy
Partner at Lapointe Rosenstein Marchand Melançon, L.L.P.
Montreal
christopher.deehy@lrmm.com
Javier Fernandez Verstegen
Partner at Brons & Salas
Buenos Aires
jverstegen@brons.com.ar
Stefan Freh
Associate at Loschelder
Cologne
stefan.freh@loschelder.de
Emily Friedman
Partner at Smith, Gambrell & Russell, LLP
Atlanta
efriedman@sgrlaw.com
Adéla Krbcová
Partner, Director for the Czech Republic & Leader of Retail & Luxury at Peterka & Partners
Prague
krbcova@peterkapartners.cz
KADDU BENJAMIN
Associate Attorney at Lex Uganda Advocates & Solicitors
Kampala
bkaddu@lexuganda.com
Marianne Rau
Partner at Arendt & Medernach
Luxembourg
marianne.rau@arendt.com
Philippe Schmit
Partner at Arendt & Medernach
Luxembourg
philippe.schmit@arendt.com
Albert Toledo Oms
Attorney at Roca Junyent
Barcelona
a.toledo@rocajunyent.com
Nicole Rudner
Business Development Director, Practice Groups & Industry Sector Teams at TerraLex
Miami
nrudner@terralex.org
 

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