Remote Workplace Policy

Purpose: To support flexible working practices while ensuring excellent service delivery and team cohesion. This policy provides guidelines for remote work arrangements and sets out expectations for communication, performance, and security.
Scope: This policy applies to all employees who have been approved to work remotely either on a full-time or part-time basis.

Eligibility Criteria: Employees in roles that can be performed with access to digital tools and platforms are eligible. Any exceptions should be reviewed by management on a case-by-case basis.
Approval Process: Employees must submit a remote work request that outlines their working environment, connectivity, and any support they may need. Management and HR will assess requests to ensure they meet operational requirements.

Core Hours: All remote employees are expected to be available during agreed-upon core hours (e.g., 10:00 AM to 3:00 PM), allowing for real-time collaboration and team meetings.
Flexibility: Outside of core hours, employees can adjust their schedules, provided they complete the required number of working hours and meet performance targets.
Timekeeping: Employees must accurately record their time worked in the designated system. Scheduled daily or weekly check-ins help ensure alignment on progress and priorities.

Regular Updates: Use team collaboration tools (such as Zoom, Microsoft Teams, or Slack) for regular meetings, status updates, and collaborative projects.
Availability: Employees should inform their team of their availability throughout the day and promptly notify colleagues if changes occur.
Documentation: Clear documentation of work progress, challenges, and achievements is essential. Use shared project management systems to keep the team updated.

Equipment and Tools: The organisation provides essential equipment (e.g., laptops, monitors) or offers financial allowances for remote work tools. Ensure all equipment is maintained and used solely for work purposes.
Data Security:
- Use secure, encrypted connections (e.g., VPNs) when accessing company data.
- Adhere to the company’s cybersecurity protocols, including regular updates of anti-virus software and compliance with password policies.
Software: Employees are expected to use only approved software platforms for work to ensure consistency and security.

Deliverables: Remote employees are measured by clear, outcome-based performance metrics. Regular check-ins with supervisors support progress tracking and timely feedback.
Reporting and Meetings: Weekly or bi-weekly team meetings provide a forum to discuss progress, share updates, and resolve issues. Individual performance discussions are held periodically to ensure targets are met.
Professional Development: Remote employees are encouraged to seize available training opportunities, webinars, and virtual workshops to continue their professional growth.

Home Office Setup: Employees should ensure their remote work environment is safe, comfortable, and free from distractions. This could include ergonomic furniture and proper lighting.
Work-Life Balance: A clear separation between work and personal time is vital. Employees should take regular breaks, use allocated leave, and avoid after-hours work unless absolutely necessary.
Support Services: The organisation provides access to IT support, as well as mental health and wellness resources, to help remote employees manage challenges effectively.

Regular Reviews: The remote workplace policy is reviewed on an annual or as-needed basis to ensure it remains relevant and effective in addressing current work practices.
Feedback and Continuous Improvement: Employees are encouraged to provide feedback on their remote work experience. This input helps refine the policy so it supports both the organisation and its people.

Last Updated June 2025