But when was the last time you revisited your virtual interviewing process? What kind of experience are you creating for candidates? Are you maximizing that valuable, limited time? Remember, you’re selling your company to interviewees as much as they are selling their skills and experience to you!

Remote interviewing isn’t going anywhere. And since it’s a candidate’s job market, sprucing up your practices to make the best impression and ensure you’re hiring the best fit is vital! Follow these tips to strengthen your virtual interviews.

1. Prepare for the Interview

Ensure you have a tidy, quiet space to conduct the virtual interview where you won’t be disturbed. Show the candidate that you take the occasion seriously by dressing professionally (or according to your business’s style/dress code). 

If you’re one of the countless organizations that have been managing a remote workforce for a few years now, you know better than ever how technical difficulties can occur without warning! Test your technology and ensure you have their phone number as a backup form of communication in case something goes awry, like an internet outage or glitch in your platform.

Do you plan to include several interviewers, such as those from other departments, additional leadership, or potential peers? Prepare them for the interview by:

• Telling them what skills and qualities to look for
• Sharing potential questions to ask
• Explaining how the interview process will work—will this be a group interview or individual meetings?

We recommend avoiding scheduling interviews one right after the other. Give yourself time to reflect and take notes on the last candidate so you retain more about them and your initial thoughts and reactions. Plus, you need a break to conduct optimal interviews.

2. Prepare the Candidate

Set your remote interview candidates up for success by giving them enough notice and time to prepare. This includes sharing all the essential details, such as:

• Where and how it will be conducted
• Meeting link and instructions
• Names and roles of all interviewers (add a link to their LinkedIn profiles or another site with their bios)
• If they need to prepare something prior
• Any other helpful interview tips

Also, give them a heads-up on the length of the interview. Will it be one hour long or a series of shorter one-on-one meetings? For longer interviews, allow the candidate to take a break every hour or between each meeting.

Consider the length of the interview and avoid going too long to ensure it’s not a draining experience. Video calls require more conscious attention than in-person to catch those nonverbal cues (more on this below), which can be tiring. 

3. Choose Your Questions Carefully

When planning your virtual interview questions, consider not only the candidate’s experience and qualifications but also their soft skills and emotional intelligence (EQ). Use intentional questions and a rating system to track the interviewee’s performance throughout the interview. This will ensure fairness and equity in your remote hiring process.

As for EQ-related questions, focus on how the candidate:

• Engages with and relates to others
• Handles and adapts to change
• Navigates conflict and challenges
• Reads and responds to the reactions and feelings of others
• Motivates and inspires coworkers/direct reports

Don’t forget the follow-up questions! They nudge candidates to dig a bit deeper into specific scenarios and topics. Common follow-up questions include “How did you adapt to [scenario]?” and “Can you walk me through your decision-making process when faced with [scenario]?”

4. Create a Comfortable Environment

Make the candidate feel welcome and ease some of their nerves by introducing yourself, your role, and what you’ll cover. You can also make remote candidates comfortable by:

• Mitigating distractions by turning off notifications and other devices
• Staying focused and giving them your undivided attention
• Telling them if you’ll be taking notes or using an AI assistant to take notes during the interview
• Accounting for lags and audio glitches by waiting a few seconds after their responses to avoid speaking over each other

Remember to maintain a friendly, calm disposition and smile at the right moments. Basically, treat remote interviews the same way you would in-person interviews!

5. Keep it Conversational

The virtual interview should be a two-way conversation, not simply an hour of you asking them questions and talking to them. Give the candidate a chance to ask questions, or if they don’t, share pertinent information that people commonly ask about the role and your company.

You can also encourage natural, comfortable conversation by asking them about their story and what drives them. Tell them about the company’s culture, mission, and values—since they can’t see or experience the environment firsthand, painting a picture for them is critical! 

Share stories of how your virtual team lives this out so the candidate can fully understand and envision him or herself there. For example, tell them about your initiatives around promoting work-life balance for remote employees. Guage their response and reaction to determine if they’re a good fit.

6. Tune Into Nonverbal Cues & Reactions

Acclaimed behavioral psychologist Dr. Albert Mehrabian established the 7-38-55 rule through his research. This states that only 7% of our communication is verbal, while our body language makes up 55%, and our tone of voice makes up 38%. Hence, the importance of nonverbal communication!

Throughout the remote interview, pay attention to the interviewee’s nonverbal cues. Again, this takes extra effort via video, so watch and listen closely to their body language, facial expressions, eye contact, and tone of voice. All of these give context and meaning to the individual’s words.

Then, there are the remote work disruptions. From the kids crying to an unexpected delivery to mischievous pets, many of us are used to work-from-home distractions at this point. So, how does the candidate react to and handle the disruption? Do they get discombobulated or remain cool as a cucumber and calmly take care of the situation? 

Of course, allow for some flexibility—things pop up, and we should generally be forgiving. It’s all in how the candidate handles it, which indicates how they would behave in front of a client or coworker.

And if no interruptions occur, ask them how they respond to unexpected events with questions like: 

• How do you handle unexpected interruptions or distractions while working remotely? Can you provide an example of a situation where you successfully managed such a disruption?
• Can you share a time when you encountered technical difficulties or connectivity issues while working remotely? How did you troubleshoot the problem and minimize its impact on your work?

7. End on a Memorable Note

As you wrap up the virtual interview, it’s your chance to knock your sales pitch out of the park. This is a good time to share anecdotes about what you love about the company. Tell them what excites you to show up to work every day!

Ask them if they have any more questions, and remind them you’re available to answer any later. This is also the time to revisit any thoughts, questions, or comments from earlier in the conversation. Add a nice final touch by asking the candidate if there is anything else they’d like to share.

End by thanking them for their time and letting them know the next steps and when to expect a decision. Follow up with every candidate, and don’t ghost them!

Is it time to refresh your virtual interview approach? Or do you need help managing your hiring process? Contact BlueLion today at 603-818-4131 or info@bluelionllc.com to learn how we can help you build a stellar remote team!

The bigger your company and the more locations it includes, the more challenging labor law compliance becomes. That’s why multi-state employers must beware of key areas such as:

• Payroll and taxes
• Benefits
• Security and data privacy 
• Health and safety
• Wage and hour laws
• Discrimination laws

We get it, it’s a lot of time, energy, and money—but overlooking these laws and regulations could lead to violations and significant penalties. So, how can you stay compliant everywhere while providing flexibility to your teams? Below, we explore laws and issues you should prioritize as a business with multiple locations.

Federal vs. State Labor Laws: What Do I Follow?

Whether you have a multi-location organization, a remote team of employees spread across states, or a combination of both, you must navigate the complex regulatory landscape of both federal and state laws. That means adhering to laws where your employees are working in addition to those where your company is headquartered!

First, key federal labor laws include: 

• Fair Labor Standards Act (FLSA): Regulates minimum wage, overtime pay, recordkeeping, and child labor
• Family and Medical Leave Act (FMLA): Provides qualified employees of covered employers to take unpaid, job-protected leave for certain family and medical reasons with continuation of group health insurance coverage
• Affordable Care Act (ACA): A series of health care reforms and mandates aiming to increase the quality and affordability of health insurance while reducing the number of uninsured individuals

However, many state laws supplement or differ from federal regulations. If your state or jurisdiction has set a higher standard, you must follow it in addition to federal laws. 

7 Can’t-Miss Multi-Location Compliance Areas

So, let’s look more closely at these specific compliance areas that businesses with multiple locations should pay attention to. 

1. Wage & Payroll Requirements

Multi-state employers have to stay updated on wage and tax laws. While the federal minimum wage remains at $7.25 an hour, many states have enacted higher minimum wages. That means you must adhere to the minimum wage laws of each state where you have employees and pay the highest applicable minimum wage. Beware of any other specific wage and hour laws in each location, such as overtime pay and meals and breaks.

Varying state tax regulations also impact payroll deductions, especially since the ACA went into effect. The health care reform law mandates that employees of multi-location companies all be counted on one payroll. Follow these tips to ensure payroll compliance: 

• Use a robust payroll system. This is vital for any business with multiple locations, as these platforms can adapt to diverse state requirements.
• Determine which states you have a nexus (i.e., where you’re required to follow tax laws of a particular jurisdiction) and must withhold income tax.
• Find out if each relevant state has a reciprocity agreement, meaning employees only have to pay income taxes in their state of residence rather than the state where they work.
• Identify each employee’s working state (i.e., where they conduct work for your company) and residence state.

2. Benefits Administration

Next, check for state-specific employee benefits regulations. Multi-location employers must comply with different state requirements regarding:

• Health care 
• Retirement plans 
• Paid leave
• Unemployment
• Worker’s compensation (mandated in most states)

For example, a growing number of states are implementing their own paid family and medical leave (PFML) laws, requiring employers to provide paid leave to eligible employees for family and medical reasons. These programs trump FMLA. 

This is why a centralized HR management system is a must! It will help ensure compliant, streamlined benefits administration and more thanks to employee classification functions. Plus, these platforms come with features like time clocks, schedulers, and recordkeeping, so you can also track things like overtime and breaks.

Pro tip: Put one location in charge of ACA adherence to prevent confusion and ensure health insurance and hours are tracked accurately. This way, you’ll avoid either a lack of coverage or duplicate coverage.

3. Safety, Security & Data Privacy

Businesses with multiple locations also need to follow state-specific workplace safety regulations, conduct regular audits to ensure a consistent standard of safety across all sites, and implement a unified health and safety training program for employees. Use measures like background checks (where legal) to ensure the safety of your team.

This also goes for cybersecurity regulations, which vary from state to state. Multi-state employers should:

• Implement standardized security protocols and employee training across all locations
• Understand how to navigate state-specific data breach notification requirements
• Create a privacy and security policy
• Use a virtual private network (VPN) for secure web browsing, encryption, and two-factor authentication on all devices for remote workers

4. Labor Law Posters

It’s a simple but essential task—we’re talking about displaying your labor law posters! Having up-to-date labor law posters at each location ensures compliance with state-specific poster requirements. Be sure to:

• Check the DOL’s Poster Advisor to find out which notices apply to your company
• Create a system and schedule for regularly checking and updating posters across all sites
• Post them in a conspicuous area, like the break room or lobby

BlueLion is now offering clients a convenient labor law poster service! We can send physical posters by state or provide an e-poster service for virtual employees and teams. Yep, remote businesses must post labor law notices, too! Ask us how you can get your posters easily today.

5. Employee Handbooks & Policies

Another critical tool for businesses with multiple locations is the employee handbook. It should be comprehensive and reflect the nuances of the employment laws in every state where the company operates and/or has employees.

While your handbook should include much more than compliance policies, you can set a solid foundation by including essential policies on federal laws that define the employer’s and the employee’s legal responsibilities. Then, include additional policies for each relevant jurisdiction. 

Conduct periodic reviews and updates to all company policies to ensure they align with changes in state regulations (your HR consultant can and should help with this!). Communicate policy changes with employees at all locations by sending the revised handbook. We recommend a handbook review at least once a year.

6. Remote Work Compliance

If you’ve been managing a remote team with employees spread across various states, you already know how tricky it can be. But if you’re new to it, you’ll need to brush up on each state’s remote work laws and regulations. Telecommuting employees are usually protected by the laws of the jurisdiction where they’re located (e.g., benefits, worker’s compensation, unemployment, paid leave, minimum wage).

Develop a thorough remote work policy addressing these state-specific laws (as noted above), as well as equipment, remote work safety, hours and productivity standards, and communication.

7. Additional Labor Laws to Follow

Although the above areas are vital to maintaining compliance for multi-state employers, there are many other labor laws and regulations on both the state and federal levels. Some cities and counties even have their own laws! So pay attention to state regulations regarding: 

• Background checks and salary history
• Drug testing
• Meals and breaks
• Tip pooling
• Anti-harassment and anti-discrimination training 
• Final paycheck requirements

Consult with your HR and legal teams to create a complete checklist and confirm nothing slips through the cracks.

Ensuring Compliance for Businesses with Multiple Locations

Yikes, that was a long list—and we only scratched the surface! Now that you understand the depth of compliance challenges multi-state businesses face, you also understand the importance of implementing proactive measures, continuous education, and technology solutions. As your team expands, you’ll need these tools to maintain compliance, efficiency, and a satisfied team.

Of course, it’s a lot of work for a business leader to handle on their own, so you should always turn to your HR professionals and attorneys. They will conduct due diligence and minimize legal risks and potentially hefty penalties. If you enter a new location, seek legal counsel who understands the state and local regulations!

Do you need guidance on multi-location compliance and labor law poster services to protect your organization? Reach out to BlueLion today at info@bluelionllc.com or 603-818-4131 to learn how our HR consultants can help!

The information on this website, including its newsletters, is not, nor is it intended to be legal advice. You should contact an attorney or HR specialist for advice on your individual situation.

BlueLion has been building a remote team from Day 1, and we’ve read and tested many of these strategies ourselves. We have found the most important step is maintaining connection and finding more creative ways to get to know one another.

So, we asked our employees what practices they believe have made our virtual team so successful! Read on for the methods that have worked best for us when it comes to remote collaboration, maximizing efficiency, and optimizing communication.

1. Digital Office

A recent survey by 360Learning “found that 35% of remote workers missed working from the office, 57% missed that team culture feeling that made them feel like they belong, and 73% felt like communication is much better in person than remotely.”

Sure, you can’t replace those chats that happen in the breakroom or in-person events. But you can implement daily activities that help your virtual team bond. This will help prevent feelings of disconnect and isolation, which can decrease engagement, performance, and morale.

One way we’ve done this is by instituting a daily standing virtual meeting from 12:30 to 2 p.m. This is optional and agenda-less, giving team members an opportunity to collaborate on projects or issues. Some even choose to work independently while connected to the group, using it as a coworking session.

The digital office is a great way for employees to get the type of support they need, when they need it, from their colleagues and managers.

2. HR Channel on Teams

As an HR consulting firm, we would be remiss not to focus on our own HR matters! We have a group chat in Microsoft Teams that includes all team members. People can pose and discuss internal HR-related questions, make suggestions for process improvements, and share family/personal things.

We’ve found that keeping it open to everyone helps us connect better both as people and professionals. Plus, we’re able to provide an abundance of support to one another as a full team.

Of course, we’ve also implemented smaller chats and groups for specific topics and focused discussions. This allows us to ask specific questions, brainstorm ideas about certain projects/topics, share progress updates, and receive answers and feedback quickly while remaining focused. Plus, we’re not disturbing everyone in the general channel or clogging up our inboxes with more emails for things that can be resolved quickly via chat!

3. Icebreakers

While there are numerous benefits to remote work for both employers and employees, there are also several challenges that organizations are still learning to navigate. One potential drawback is isolation. According to Zippia, 50% of work-from-home employees report feeling lonely at least once a week.

Virtual team-building requires a different kind of effort. It can be hard to get everyone to connect the same way they would in person. That’s why we start our twice-monthly PRIDE meetings with a fun (and sometimes silly) icebreaker. It’s not often everyone is on the same call together, so these activities give us a chance to get to know one another better.

You could also pose daily icebreaker prompts in a just-for-fun Teams or Slack channel (or whatever tool you use). Get creative with questions and imaginary scenarios. Remember, it’s more about the conversation and connection than the platform you use. 

Sharing fun facts and getting a few laughs in to start the day helps everyone grow a little bit closer!

4. Regular In-Person Events

Although BlueLion’s virtual team spans multiple states, we plan regular PRIDE days where we gather in person for a day of fun and team-building! These team outings typically include a fun activity, like an escape room, games, or a craft. We then enjoy lunch together as we discuss our progress and future goals—which is also a pivotal time for co-founders Toni and Alison to get first-hand feedback from our employees. Additionally, we sometimes use PRIDE days to update everyone’s headshots.

These full-day activities give our team a chance to disconnect from work, relax, and get to know their colleagues better. It also shows our staff that we value them. We love rewarding our hardworking employees and demonstrating our appreciation in person.

If possible, we highly recommend planning occasional in-person company events. This could be everything from meetups to retreats to summits and conferences. Your team will become that much stronger when they can bond and share ideas in person.

5. Streamlined Virtual Meetings

Let’s face it—maintaining people’s attention via Zoom is no easy task. That’s why it’s vital to keep meetings as focused and efficient as possible to help our remote employees remember critical information and perform their best.

To do this, we record important meetings and provide agendas. After each meeting, we send out the recording and meeting notes with video timestamps so people can go back and reference specific topics and answers from the meeting. This creates less stress and more clarity, as employees can listen and participate rather than worry about missing something as they furiously take notes!

Bottom line: Be conscious of digital communication. Sixty-nine percent of remote workers say digital communication tools have increased their burnout, thanks to a constant stream of communication. Setting boundaries, maintaining organization, and sticking to agendas can help reduce fatigue from the many Zoom calls and chat messages.

6. Weekly Internal Newsletter

Yep, the internal newsletter is alive and well here at BlueLion! We send a brief weekly update with all of the most important information from the past week and for the upcoming week. Content is pulled from group emails, Teams discussions, calendar events, and operations updates. 

These updates can include employee shoutouts, process and policy changes/reminders, event reminders (e.g., work, networking, and nonprofit), schedule changes, resources, and more. Employees know that any critical highlights will be noted in this newsletter. Plus, it saves us all additional meetings, emails, and messages, as the essentials are all in one spot.

7. File & Resource Sharing System

On the note of efficiency, we’ve also created an easily navigable file-sharing system so people don’t have to waste time asking and searching for important documents. Additionally, we have internal landing pages that centralize the tools and information our team members need on a regular basis.

Depending on your business and operations, you might also implement project management tools like Asana or Trello and cloud-based sharing software like Microsoft One Drive or G-Suite. Combined with an organized chat platform, this ensures employees can easily collaborate, find resources, and update/monitor project progress.

Create a Positive Virtual Team Culture

At the end of the day, building a successful virtual team is all about organization, communication, and collaboration! We are constantly searching for ways to strengthen and improve our remote work processes—and many of these strategies and ideas come from our very own team members. So remember to always keep your ears and mind open to your employees near and far. Consider: 

• What will help them build rapport? 
• How can you foster positive mental health from afar? (Working remotely can be isolating!)
• What tools and resources would make their jobs easier and more efficient?
• How can you help them maximize their engagement and productivity?

Do you need support managing your remote team? Contact BlueLion today for HR guidance and first-hand experience at 603-818-4131 or info@bluelionllc.com today, or check out our other articles on everything remote work!

Team members working from home are out of sight, as are their workspaces. So how can you reduce risks for both your employees and, therefore, your company? Much of the answer relies on open communication and a comprehensive remote working policy.

Follow these eight tips to keep your remote workforce safe, healthy, and happy.

1. Implement a work from home policy.

According to a September 2020 survey by Wrike, only 51% of remote workers understand what’s expected of them. This affects morale, productivity, and, you guessed it, workplace safety.

While onsite teams have the ability to develop a safety program and monitor the work environment for hazards, employers don’t have this luxury with virtual employees.

The solution: Create an agreement that all teleworkers must sign listing clear, simple requirements and expectations, including:

• Working hours
• Availability
• Productivity
• Ergonomics
• Workstation setup
• Eyecare
• Fire safety
• Electrical safety
• Cleanliness & organization (e.g., keeping walkways clear)
• Process for reporting & investigating injuries

Developing a thorough remote work safety policy is crucial to helping employers avoid liability or workers’ compensation claims. Make sure your virtual team members understand that working from home is a privilege and they must adhere to the policy to continue enjoying that privilege.

2. Check your workers’ compensation insurance.

Ensure your workers’ compensation insurance covers remote employees and business travel incidents. 

The Occupational Safety and Health Administration (OSHA) states that for a remote employee’s injury or illness to be considered work-related and recordable it must be “directly related to the performance of work rather than to the general home environment or setting.”

Employees must show that they were acting in the interest of the employer at the time the injury occurred to claim workers’ compensation benefits. Unfortunately, it can be difficult for an employer to know when an employee was actually performing work-related tasks when their activities are not supervised.

Learn more about managing workers’ compensation with remote employees.

3. Review your employees’ insurance.

In addition to your commercial insurance, you should review remote employees’ homeowner’s or renter’s insurance. Their policies should cover potential equipment damage or liability.

Also, be sure to ask for a copy of each teleworker’s policy and keep it on file. 

4. Encourage employees to designate a home workspace.

Encourage your virtual employees to create a dedicated work area it has been set up according to your guidelines for health and safety. They should follow the requirements outlined in your safety policy. 

Check in with remote workers regularly to ensure they have office equipment such as:

• Ergonomic desk chair
• Ergonomic keyboard and mouse
• Adjustable computer monitors
• Laptop mounts
• Standing desks or converters

These items can help prevent back and neck pain and other chronic injuries like carpal tunnel. 

Ask remote employees about the lighting and ventilation in their homes to ensure they are healthy and comfortable.

5. Emphasize safety and wellness practices.

When people live and work in the same space, it’s easy to become sedentary and stuck going through the motions. 

Encourage your remote workforce to perform regular exercise, stretching, mindfulness/resiliency activities, and stress management techniques.

You can even provide resources like: 

• Online classes to review items on the safety checklist and hazards of the work area
• Mental health counseling
• Health coaching services
• Group classes led by experts (e.g., virtual yoga or workout classes)

Not to mention, group activities are also a great way to work on team building—it’s a win-win!

6. Keep an open dialogue about safety.

Get employees involved in developing telework policies so that they’re more likely to follow the practices. Follow up with employees about their remote office safety frequently and consistently.

A few ways to do this include:

• Ergonomics self-assessment computer programs: Include questions that may help determine symptoms of an issue or a way to report any problems directly.
• Photo evidence: Require remote workers to photograph their workstations as part of your policy to confirm that their home workspace is safe and compliant.
• Mandatory safety check-ins: Schedule check-ins at a predetermined frequency (e.g., after every job, site visit, or end of each day).

Be transparent and let employees know why you’re requiring them to complete a checklist or questionnaire: Because you care about their safety!

7. Use wearable safety technology.

Some employers are even opting for wearable safety technologies that track and report on a virtual worker’s location and physical safety. 

These devices can function as emergency panic buttons: An employee can press the button in case of an accident or emergency and immediately be connected with emergency responders.

Additionally, the tech is equipped with a two-way mic for communication and can even detect a fall and place an automatic call for emergency help if someone is unconscious.

8. Remember cyber safety and security.

Monitor computer security issues and ensure employees are aware that you’re monitoring their devices as part of remote workplace safety. If a teleworker prefers to use their own computer, have your IT team install safety software and protections and make sure the employee follows cybersecurity protocols.

Although you can’t be there in person to guarantee the workplace safety of your remote employees, you can take plenty of steps to keep them as safe as possible. As you manage your remote workforce, remember to keep the lines of communication open and be aware of their morale and mental health.

Do you need help navigating a safety plan for telecommuters? Contact BlueLion today at 603-818-4131 or info@bluelionllc.com to find out how we can guide you.

The information on this website, including its newsletters, is not, nor is it intended to be legal advice. You should contact an attorney or HR specialist for advice on your individual situation.

On the other hand, there is a darker side to telecommuting: the lack of work-life balance.

When we work where we live and vice versa, the lines become blurred. It is harder to set boundaries, yet too easy to answer that late-night call from the boss or keep working all night on a big project.

Then, there are the parents who are attempting to work from home while homeschooling their children. How can they succeed in both arenas and maintain their sanity? If companies are unaware of the effects of these stressors and a lack of separation on their people, it can quickly lead to burnout and decreased productivity and morale.

Fortunately, employers can play a crucial role by managing remote workers effectively and setting a healthy example. This means leadership should both communicate and show their employees that they value work-life balance. 

Use the 11 tips below to improve your work-life balance and set a healthy example for your team. We’ve even included some ideas to help telecommuting parents!

1. Create a schedule and stick to it.

Just because you’re not “visible” does not mean you need to be available all the time. This is something all employers should keep in mind for both themselves and their remote workers. Remind them that you trust them to do their jobs well and on time, even when you can’t see them.

Managers can work with their reports to set schedules. This will ensure team members know when and how everyone is working. Make it company practice to use tools like Slack and Google or Outlook Calendar to show availability and working hours, so colleagues know the best methods and times to reach one another.

When your quitting time rolls around, turn off that computer and advise your team to do the same! Everyone must stick to their boundaries.

2. Make plans for off-work hours.

It can be easy to get sucked into projects or tasks, look up, and realize hours have passed, and you should have shut down a long time ago—especially when your workplace and home are the same.

Scheduling obligations and fun plans after-hours forces you to step away from work. This might be drinks with friends, a virtual hangout, or a family game night. We are more likely to stick to those plans knowing others are relying on us.

3. Schedule breaks.

Working too long without breaks leads to decreased productivity and results. After all, you’re not giving yourself any time to step away and refresh your brain and body, so how can they work at peak efficiency?

When creating a work schedule, incorporate breaks to do something you enjoy, or that helps you hit that quick reset button. This could mean taking the time to run quick errands or a short walk. Whatever you do, stay away from screens for about 10 to 15 minutes. Your eyes will thank you, too!

4. Host virtual “watercooler” sessions.

Schedule 10 to 15 minutes per day for fun chats with coworkers on whatever your preferred channel is (Slack, Zoom, etc.). You can even host brief team activities like meditations or fun random questions to promote sharing and engage remote employees.

For example, you might post a question like, “What is the last book you read? Give us your review in one sentence!” or “What’s your favorite pizza place and why?”

5. Encourage fresh air breaks.

Did you know that fresh air can improve productivity? Research shows that ventilation directly impacts a worker’s ability to process information, make strategic decisions, and respond to crises. 

So when you start to feel that mid-day drag, step outside for a walk around the yard or neighborhood. At the very least, open a window! Encourage your employees to do the same to help boost their daily productivity and performance.

6. Remind employees to take self-care time.

“Me time” is another thing that often falls to the wayside when we work from home. Whether on breaks, early mornings, after-hours, or weekends, remind your team to indulge in those activities they love and bring them joy. This might include exercise, reading the next chapter in their current book, listening to a favorite podcast, or other hobbies and relaxing activities.

Self-care should remain a priority when working from home. It’s a meaningful way to reduce stress, renew energy, and find that work-life balance. 

7. Tell them to use that PTO!

COVID-19 probably threw a wrench in your vacation plans. And at this point, one day might be blending into the next. Data from NordVPN recorded during the early weeks of the pandemic showed that remote employees are logging three hours more per day on the job. No wonder people are getting burnt out!

Time off is essential, even if it means a staycation and simply turning off your brain. Tell your staff to use their vacation days. Whether they enjoy family time, work on home projects, or simply relax, even some time off at home will help them to feel rejuvenated and ready to get back to work.

8. Lean in.

Just because you may be physically alone doesn’t mean you have to do the work all on your own. Keep this in mind as you show grace to both yourself and your team. 

Managers should communicate regularly with employees to check on their emotional and mental health and remind them that it is ok to reach out for help. Whether this means looking for support in their workload or personal issues, let them know that resources are available. If your company has an employee assistance program (EAP), share that with workers.

9. Offer flexibility for parents.

Let’s not forget one group of unsung heroes during this pandemic: Work-from-home parents homeschooling their children. Many parents are trying to do it all right now, but employers can help them achieve a work-life balance.

One fundamental way businesses can do this is by offering flexible schedule options. Depending on the company needs, there are three types of flexible schedules that are particularly conducive for parents:

• Flextime: Allows a worker to choose their particular hours of work or the freedom to change their work schedule from one week to the next based on the employee’s needs. (e.g., requiring an employee to work a standard number of hours within a specified period with flexibility in start and end times)
• Compressed Workweek: Allows employees to work a standard workweek of 40 hours over fewer than five days in one week or ten days in two weeks (e.g., a four-day workweek of 10-hour days)
• Part-time Jobs: Allow employees to work schedules convenient for their parenting and other responsibilities. While often associated with jobs in retail and foodservice, these can include professional positions.

If you have employees with two adults working at home and trying to split up childcare and homeschooling, let them know it’s ok to work in bursts. Many parents will not be able to operate on a regular eight-hour day during this time. 

Employers can support these workers, offer understanding, and focus on their quality and output rather than their exact number of hours spent working.

10. Create structure and routines.

Parents should create a routine for their kids to know when it is fun time and when it is quiet work time. By creating morning and lunch routines and scheduling time for fun, energy-burning activities, children will have structure and know what to expect during the workweek.

Telecommuting parents can even use a sign in their office that says “open” or “closed” so that kids know when not to disturb them. 

11. Let your kids be.

Remember when our parents used to tell us to entertain ourselves? You can remind your children that they can find something to do, too! Suggest reading, quiet games, crafts, or outdoor playtime. Prep some easy healthy snacks and activities for them, so they don’t have to disrupt you during work time.

When it comes to successfully managing a remote workforce, employers must remember to stay flexible and emphasize constant communication. Keep those lines open and encouraging employees to perform their work in a way that allows them to achieve the work-life balance they’re searching for.

If you feel your company needs help managing your telecommuting employees, BlueLion’s human resources experts will be happy to assess your team and practices. Contact us today at info@bluelionllc.com or 603-818-4131.

The information on this website, including its newsletters, is not, nor is it intended to be legal advice. You should contact an attorney or HR specialist for advice on your individual situation.

If you don’t have experience with virtual onboarding but are ready to start growing your remote team, remember that the process still has the same goals as onboarding new employees in person. The main difference is that you will need to put some extra effort and creativity into ensuring your new telecommuting hires are engaged.

Here are a few tips to keep in mind as you integrate new team members into your virtual work environment:

• Focus on creating more face-to-face interactions. Use video and other methods and activities to make them feel seen and involved.
• Take it slow. Times are already stressful and challenging, so trying to squeeze too much information at a time can be overwhelming.
• Adjust your onboarding materials and content for remote situations and digital platforms. Use online and other digital tools to make the process more efficient.

We have also put together a list of nine steps for onboarding remote employees to help you cover all your bases. Read on and then modify your process accordingly!

9 Steps for Onboarding Remote Employees

These nine steps for virtual onboarding largely require planning and preparing ahead of time so you’re ready when new team members start. Keep in mind that one of the most important keys to success when managing a remote workforce is maintaining employee interaction and engagement!

1. Provide information, materials, and equipment ahead of time.

We’re talking everything from new hire forms to their equipment and welcome kit!

New Employee Paperwork

Do you normally work in all paper? It’s probably time to convert new employee paperwork into a digital format to eliminate the headache of physical paper copies. You could use an e-signature tool, like a secure PDF or a secure site like DocuSign. This includes orientation items like tax documents, contracts and agreements, and any other standard paperwork for your company or the specific role.

First Day Welcome Email

Email new hires a welcome message with what to expect for their first day, such as: 

• Agenda for their first day and week
• Links and details for relevant meetings
• Early access to employee portal or intranet
• Materials they may need for initial projects or assignments

Equipment & Technology

In order for virtual onboarding to be successful, new remote employees first need the right technology. Send their computer, mouse, keyboard, phone, and all other technology and equipment they may require for their role. Coordinate with your IT department to make sure any necessary software is installed.

Include setup instructions to help them get everything up and running as quickly and easily as possible. Your IT is probably already very busy, so consider collaborating with them to create standard tutorials and guides (even videos). Adding these materials to your onboarding program can make the process smoother and more efficient for everyone.

Welcome Kit

Send a welcome kit to new hires to help them feel like part of the team. In addition to essential items like the employee handbook and benefits information, deck them out with some company swag (e.g.: notebook, pens, shirt, hoodie, jacket, bag, water bottle, etc.). Consider adding a welcome gift like a gift card to their local coffee or lunch spot.

2. Create an onboarding plan and schedule.

Start with the new employee’s first week: What will you have them learn and work on first? Make a schedule that includes time for breaks and regular check-in meetings. Consider what other meetings or events you’d like them to attend to help them learn and get caught up on relevant projects.

You should also have a coaching plan in place that includes regular meetings or other ways to build relationships with their direct manager and the rest of their team. Perhaps the new hire could spend a certain amount of time working alongside each team member.

Set milestones and ways to check in on how they’re doing, what their learning, and how they’re progressing. Managers should use one-on-one meetings to further explore the new employee’s job expectations and goals, as well as the company and team culture.

3. Assign a mentor.

Pair each new telecommuting team member with a mentor. This means someone other than their direct supervisor who can meet with them regularly via video conference and check in frequently with helpful and friendly chats.

An onboarding buddy can guide new staff through the initial weeks or months to show them the ropes, connect them to the right people, and help them be productive sooner. It also helps them to build relationships and get to know their colleagues and peers in what can otherwise be a lonely work environment.

4. Welcome and introduce them to the team.

Send an announcement to your current team informing them who the employee is, what their role is, and what they bring to the company. Be sure to copy the new employee on the email. If yours is more of a Slack team, introduce the employee in a #general channel instead.

Keep it social while onboarding remote employees by hosting a meet-the-team video session. Have everyone introduce themselves with their role and a fun personal fact. You could even make this event a fun virtual happy hour to create a more casual setting.

Additionally, scheduling brief individual meetings or small group chats between the new hire and coworkers will help them continue to get to know one another.

5. Get them online and connected.

Since technology is vital for work-from-home teams, it’s a good idea to schedule an IT orientation as the first event of a new remote employee’s first day. The IT department can ensure their computer and equipment is set up properly and that all software and accounts are accessible.

IT should connect them on any necessary communication channels right away, including calendar invites, pre-scheduled meetings, email groups, and messaging tools (e.g.: Slack). Give them a virtual walkthrough of these tools and workspaces, including all logins, VPN, and project management tools (e.g.: Asana or Trello).

6. Schedule a company orientation.

Remember, new employee orientation is different from the onboarding process. Orientation should occur on the first day or within the first week, depending on how much you have to cover.

Orientation is a one-time event covering:

• Organization’s culture, mission, vision, and values
• Paperwork and routine tasks
• Benefit plans
• Review of safety, health, and other key policies
• Review of administrative procedures (i.e., who to go to for certain needs)
• Interdepartmental relationships

New employee orientation often involves presentations from other department heads, human resources, the hiring manager, the new hire’s mentor, and other relevant team members. Are you onboarding several remote employees at once? Give the orientation to the whole group!

Going virtual may require adjustments to your orientation, too. LinkedIn learning partner Kelly Chuck explained that the company expanded its one-day onboarding program into a five-day program when it went remote back in March. “We didn’t want to transition everything into a full day virtually because we weren’t sure how new hires would respond after home life for so many people has changed so much,” Chuck told the Society for Human Resource Management (SHRM). “We felt we could best do that with shorter bursts spread over a week to allow flexibility with working from home, and then we could adapt as needed.”

This approach of spreading out the orientation can help ensure new employees aren’t overwhelmed. Focus on one thing each day, from company culture, mission, vision, and values on one day to specific department presentations on the next.

7. Train the new hire on their job responsibilities and expectations.

Set clear and realistic expectations immediately when onboarding remote employees.

But shouldn’t they already have an understanding of their job responsibilities?

Sure, they know what you discussed in the interviews and agreement. But it’s time to start diving deeper into the guidelines and expectations for their new position. 

A 2019 Indeed survey found that 44% of new hires who left within the first six months said receiving clear guidelines about what their responsibilities were could have helped them stay longer. 

There is no better way to learn than by doing, so coordinate virtual shadowing and training sessions between the new employee and their colleagues. This can include other departments and teams to give the newcomer a comprehensive picture of everyone’s roles and responsibilities and an understanding of how their own position fits in.

Give a specific list of tasks and/or assignments to complete after training and advise them on the points of contact for certain needs. Work together with the new employee to create goals for their first 30, 60, and 90 days on the job.

8. Focus on engagement.

While remote work sounds cushy, it can pose challenges when it comes to employee interaction and engagement. It’s important that managers combat this by taking extra measures to make new remote workers feel included and valued. 

Three ways to engage remote employees include:

• Frequent 1:1 meetings with the manager: Schedule regular check-ins with your new remote staff often, at least until they have gotten in a groove and are comfortable with their assignments and responsibilities. You might have brief one-to-ones at the end of each day to see how they’re doing, give them feedback, and make sure they’re on the right track. Eventually, you might reduce these meetings down to a weekly basis.
• Interactive onboarding: People learn by doing—in fact, research shows that interactive activities are six times more likely than videos or text to help us learn and retain information. Spice up your virtual onboarding experience with games, polls, mini-quizzes, Zoom breakout rooms, and ice breakers to help drive the information home.
• Spontaneous interactions: Since remote work doesn’t allow for the casual interactions that occur during moments like grabbing coffee or passing by a coworker’s office, we miss out on those opportunities to build connections. Get creative and find ways to spark random, enjoyable conversations between new hires and the rest of the team. Slack users often create a #random channel, where they pose fun questions and topics.

9. Gather feedback about your virtual onboarding.

As your business navigates the process of onboarding remote employees, be sure to get their take, too. Survey new team members one week out and again at 45 days by asking them how helpful they found the program, which areas they feel worked, and where they might be room for improvement. 

Gathering this feedback will give you ideas on how to keep improving the process for future employees. Plus, it makes employees feel valued and heard, further increasing retention rates.

Virtual Onboarding Made Easy

When you plan and prepare for onboarding remote employees ahead of time, it doesn’t have to be a lot of extra work or stress. While it does call for some more consideration regarding employee engagement, the bit of extra effort is well worth it. A comprehensive onboarding program is vital to solidifying a new team member’s decision to stay and heavily influences their success in their new role. 

Do you need help to create a virtual onboarding plan for your business’s unique needs? Contact BlueLion at 603-818-4131 or info@bluelionllc.com to learn more about our HR consulting services today! We have significant experience helping employers streamline their hiring processes.

The information on this website, including its newsletters, is not, nor is it intended to be legal advice. You should contact an attorney or HR specialist for advice on your individual situation.

Between distractions at home, family life, and feelings of isolation, remote work poses its own unique set of challenges. So how can you keep your team motivated and productive, even from afar? 

Simply put, a lot of it has to do with having managers who are willing to listen and provide both professional and emotional support. Read on for our top eight tips on how to motivate remote employees.

1. Get on the same page.

Department heads should meet with their teams to ensure everyone is on the same page about remote work expectations, like:

• Working hours: What is a regular workday? Do different team members have different hours/shifts? 
• Response time and method: How soon can we expect replies? Will it vary based on the communication method (e.g.: email vs. chat)?
• Availability updates: How do we inform the team when we aren’t available? Should we tell the manager, send a group email, or use a shared calendar?

Even if response time can’t always be immediate, your team can feel more connected when communication is at least predictable.

2. Dress as if you’re going to the office.

Working in your sweatpants is certainly tempting when you have no one to impress, but sometimes we can get a bit too comfortable sitting in our comfiest attire in our home office.

Advise your remote employees to dress for success. Keeping up with this aspect of their regular work routine often helps motivate employees to stay focused and productive. After all, when you look put together, you feel put together. Plus, they’ll be ready for impromptu video calls with clients or colleagues!

3. Place emphasis on video communication.

Segueing from above into our next point: Use video as much as possible. This encourages people to get dressed!

Video also allows people to use and observe non-verbal communication. No more miscommunication or misconstrued comments causing social anxiety or tension.

Finally, video meetings encourage your team to take meetings more seriously and actively participate in them. They’re a great way to effectively engage remote employees, so you don’t have to worry about them driving or doing other things with the conference call on mute.

4. Help them create dedicated workspaces and healthy boundaries.

While it’s important to separate our work and home lives, it can be very challenging when our home is also the office.

Give your remote employees ideas to help them create a productive and safe work environment at home. Encourage dedicated workspaces, even if it means turning the basement or spare bedroom into a temporary office. This office area should be designated for working, where employees can ask their housemates not to disturb them during working hours. Employees should also feel like they can actually turn off their computers at the end of the day and step away from the desk to relax and recharge.

Additionally, some companies have provided stipends to employees during this time or supplied employees with equipment to make their home offices more comfortable and productive (e.g.: ergonomic chairs, larger/dual monitors, standing desks, etc.). 

5. Acknowledge the realities of employees’ living situations.

Let your virtual team know that you’re understanding about things like family responsibilities. For example, parents may need to set times to take care of the kids, then swap with their partner. 

Work with employees to create a schedule that ensures they are productive and still able to manage their responsibilities outside of work. This will help them feel focused and accomplished in both their jobs and personal lives, leading to higher productivity.

6. Keep an “open door” and offer emotional support.

Working from home can lead to loneliness and negative emotions due to a lack of face-to-face interaction. This is why it’s so important to be even more available and post virtual office hours when managing a remote workforce. Engage remote employees on their terms by being available on instant messenger during certain hours.

Remember to promote self-care among your at-home workers. Foster a culture that values things like exercise, eating well, getting enough sleep, and even indulging in a bath with a good book. Advise employees to enjoy their favorite form of self-care on a regular basis. Some companies have even done fun team-building activities like virtual workouts, yoga sessions, and book clubs!

7. Help employees prioritize.

Your workers have a lot on their plates right now, so help them determine what needs to get done and when. Communicate priorities and let them know what non-essential items they can remove from their list. Daily check-ins and status updates on priority projects will help you and your remote team members stay on the same wavelength and remain agile in this ever-changing environment.

When you do discuss priorities with employees, encourage them to be realistic with you about what they can and can’t accomplish. Let them know it’s ok and recommended to take breaks regularly. This is much healthier than sitting for several hours without a screen break and a stretch of the legs. 

Prioritizing also goes for meetings. Since your team can’t just walk down the hall to ask a quick question or have a brief chat, you’ll need more scheduled meetings now. Make sure they are actually necessary, keep them efficient, and stick to an agenda. Invite all relevant people to the call to avoid having multiple meetings when it could’ve just been one.

8. Communicate often and transparently.

Without the luxury of regular in-person access to our bosses and coworkers, imaginations and uncertainties can run wild. Poor and insufficient communication can cause concern and stress, thus distracting virtual employees from their work and lowering productivity.

Be transparent about company news and updates. Inform employees how performance reviews, rewards, and compensation will work in this remote work environment. If everyone understands that there is a system in place, they will feel more secure and motivated. 

During weekly check-ins with their reports, managers should ask: 

• How working from home is going
• How they’re engaging with their work and colleagues
• How the company is doing

Last but certainly not least, make people feel heard by acknowledging their feedback and implementing changes where necessary. 

Motivate & Engage Remote Employees

The key to maintaining happy, healthy, and productive remote employees is fostering a culture of honest and frequent dialogue. This means truly listening to and supporting your team as well as being flexible. As long as you keep this in mind, your business will enjoy a successful remote work environment long after the COVID-19 pandemic has ended.

For more guidance on engaging remote employees, contact BlueLion to learn more about our human resource consulting services at 603-818-4131 or info@bluelionllc.com. We’ll be happy to help you create a highly productive virtual workforce!

The information on this website, including its newsletters, is not, nor is it intended to be legal advice. You should contact an attorney or HR specialist for advice on your individual situation.

Despite its many positives, working from home also has its own set of liabilities. As companies adapt to the world of remote working due to COVID-19, many are wondering if they need workers’ compensation for remote employees—and the answer is absolutely!

Even if you have coverage, you may be wondering exactly how workers’ comp laws apply to telecommuters. This blog post will tell you:

• How it works
• Examples of what is and is NOT covered
• Tips for keeping your remote team safe & reducing liability
• How to handle a workers’ compensation claim from a remote employee

How Does It Work?

Generally, an employee injury or illness is covered under workers’ compensation if it arises out of and in the course of employment. Where the injury occurs does not matter.

Simply put, this means the claim qualifies as long as the worker is injured while completing a work task during work hours. 

Whether the employee’s negligence or someone else’s played a role in the accident is irrelevant.

The remote employee usually has the burden of proof, meaning they must prove that the injury is work-related and they were acting in the interest of the employer when it occurred. This is required in order to be awarded workers’ comp benefits.

Workplace injuries can occur suddenly (e.g.: a minor burn) or develop over time (e.g.: repetitive stress injuries like carpal tunnel syndrome). Minor deviations from work activities (e.g.: going to the bathroom or grabbing a quick lunch) may still qualify for benefits. 

Major deviations, on the other hand, are not covered. This refers to an injury that occurs when an employee deviates from their job duties for a personal benefit, therefore not furthering the business of the employer.

Examples of Remote Employee Workers’ Comp Claims

The line may still seem a bit fuzzy regarding what kind of claims are and are not covered for remote employees. To illustrate, we’re sharing a few examples of real cases.

In the 2006 case of Verizon Pennsylvania vs. Workers’ Compensation Appeal Board (Alston), an employee was working from home when she fell down the stairs to her home office and injured her neck. She had left her basement office to go upstairs and get a drink. She fell when rushing back downstairs to answer a ringing phone. The employer argued that the injury occurred out of course and scope because she had gone upstairs to get a drink. The employee argued that she was working to further her employer’s business interests at the time of the injury. The court determined that the home office was an approved “secondary work premise” and ruled in favor of the injured worker, awarding her benefits.

The 2011 case of Sandberg v. JCPenney shows that laws tend to view home offices as equal to office buildings and storefronts. The court, in this case, ruled in favor of an employee who tripped on her dog while retrieving fabric samples from her garage. She received workers’ compensation because she was in the process of working for her employer when the injury occurred.

In another pup-related case, Sedgwick CMS v. Valcourt-Williams, a Florida workers’ compensation claims adjuster tripped over her dog during working hours while reaching for a coffee cup in her kitchen. The Judge of Compensation Claims determined the injury was compensable because the work-from-home agreement meant the employer brought her office environment into her home and vice versa. Sedgwick appealed the compensation claim. The Court of Appeals said the real question was whether the employment, regardless of location, puts the employee at risk of injury. The court said the relevant risk was that the employee might trip over her dog while reaching for a coffee cup in her kitchen, a risk that exists whether or not the employee is working from home (as long as she has a dog). They ruled that because the risk did not arise out of the employment, her injury was not in the course and scope of her employment.

As illustrated in the first example, having permission from an employer to work at home can make or break a workers’ comp case. In Martinez v. State Office of Risk Management, a caseworker for the Texas Department of Family and Protective Services was injured while working at home on a Saturday. She was sitting at her kitchen table when she decided to get a pen from the other side of her kitchen. Martinez allegedly tripped and fell, breaking her shoulder and hitting her head. Her claim was denied because she violated agency policy by working from home without prior approval. It was ruled that her injury occurred outside of the course and scope of her employment.

Tips for Keeping Telecommuters Safe & Reducing Liability

The courts don’t consider the employer’s lack of control over the conditions of an employee’s home-based work premises enough reason to deny workers’ compensation benefits. The hazards an employee encounters when working at home are often seen as the hazards of their employment.

This means employers are responsible for providing a safe work environment for remote workers, just as they must do for on-site workers.

Keep your team safe and limit workers’ comp liability for remote employees by:

• Defining fixed work hours, meal and rest periods, and job duties. This can also help determine whether an injury is work-related.
• Establishing guidelines for a designated home office or remote workspace. Train telecommuters on workstation setup and safety measures like ergonomics in order to reduce the risk of injury. Make sure everyone has an ergonomic desk chair, keyboard, and mouse. You might also consider providing adjustable computer monitors, laptop mounts, or standing desk converters to prevent poor posture and uncomfortable working positions. This equipment can help prevent back and neck pain and other injuries like carpal tunnel. Finally, confirm that factors like lighting and ventilation in the employee’s home office are sufficient to keep them healthy and comfortable.
• Implementing a remote work policy. This should specify expectations such as time management practices, time reporting policies, designated work areas, and work and office equipment. Review this policy with all telecommuters and have them sign an acknowledgment that they received and reviewed the policy.
• Reviewing your insurance. Consult your commercial insurance company about telecommuting employees to make sure you have sufficient coverage in this area.
• Ensuring your remote employees are properly insured. Require employees to check their homeowner’s insurance coverage and make sure it’s updated. Their policy should cover their homes and property during working hours. Request a copy of the documentation regarding this and keep it on file.

Prepare for Workers’ Compensation and Remote Employees

Unfortunate situations may arise even if you take all the precautions and maintain regular communication with your telecommuting employees. Put a plan in place to manage the practical and legal challenges when employing a remote workforce.

When a remote team member submits a workers’ compensation claim, adhere to remote work standards. Ask specific questions related to remote work policies, such as:

• Was the employer benefiting from the employee’s actions when the injury occurred?
• Did the employer require the employee to engage in the injury-causing activity?
• Did the employer approve the off-site activity in advance?

Whether or not the claim occurs at the fault of the employee, along with the location of the injury, does not matter. It comes down to whether the employee was injured in an effort to perform work duties, during set work hours, with approval to work from home.

Managing workers’ comp for telecommuters can be tricky, but you can rest easy when your business is protected by high-quality property and casualty insurance. BlueLion can recommend several experienced and trustworthy brokers to help you find the right fit for your company, like Tyler Halstead, Account Executive with The Rowley Agency. 

Tyler will be happy to discuss your business’s needs and give you a quote that fits your budget. He and his team will educate you on reducing risks for remote employees and will make sure both you and your team are protected when working from home.

If you need assistance navigating the rocky waters of workers’ compensation and remote employees, contact BlueLion at info@bluelionllc.com or 603-818-4131 today! Find out how our HR experts and Rowley’s insurance brokers will help you clarify your remote work policies, manage tricky workers’ comp claims, and keeping your whole team safe no matter where they are.

The information on this website, including its newsletters, is not, nor is it intended to be legal advice. You should contact an attorney or HR specialist for advice on your individual situation.

The COVID-19 crisis forced even more business owners and their entire organizations to start working remotely. This transition means managers have had to adjust and recalibrate quickly to manage a remote workforce.

Whether your company recently had to jump into remote work mode, you’ve been transitioning that way for a while, or you’re considering making the work-from-home thing permanent, there are several benefits, challenges, and best practices to consider.

Read our tips for managing a remote workforce that is happy, healthy, and productive.

Benefits of Having a Remote Workforce

There are several reasons why so many organizations are opting for either part-time or fully remote workforces. The main perks include:

• A much larger talent pool of diverse candidates
• Increased employee engagement and morale
• An improved company culture that focuses on innovation, skills, contribution, and teamwork
• Increased employee productivity and employer savings

Of course, these are great benefits that only come into play with the proper management of your remote employees!

Challenges of Managing a Remote Workforce

Many challenges of managing a remote workforce have to do with communication and relationships. When managers are aware of these common struggles, they can prepare and take action to help employees overcome these obstacles.

Loneliness and Isolation

Sure, telecommuters get to hang out in their pajamas or yoga pants and can even work in bed if they want, but working from home can be a lonely endeavor. 

When you don’t have an office full of people and regular daily human interaction, it can take its toll. Socialization is vital to both our mental and physical health. Extreme cases of prolonged isolation can lead to things like anxiety and depression.

Managers should keep this top-of-mind and make regular efforts to engage remote employees with the whole team whenever possible. Encourage healthy practices like getting out of their house and working in coffee shops or coworking spaces.

Lack of Face-to-Face Interaction

Remote workers don’t have the luxury of running down the hall to ask a manager or coworker a question or even to share regular chats and laughs.

When most of your communication is electronic, there are bound to be miscommunications. We all know it can be tough to gauge intent in emails or texts, especially if you don’t know the person on the other end very well. 

Someone who is normally friendly and pleasant in person may shoot off an email that sounds curt and rude. They could just be in the middle of a hectic project, or perhaps they’re having a bad day. But if you don’t know what’s going on with them and you can’t hear their tone or read their body language, you may be offended.

Feeling Excluded

This one mainly applies to companies with a mix of onsite and remote workers. The remote employees may feel left out since they miss out on everything from daily face-to-face interaction to holiday parties to weekly happy hours.

Many also report that they feel like their teammates and managers don’t hear them or value their opinion the same. In a survey of remote employees by Indeed, the job search site found that 37% of those surveyed believe that working remotely can lead to reduced visibility and less access to company leadership.

9 Tips for Managing Remote Employees

Now that we’ve discussed some of the benefits and challenges, let’s dive into some simple tips for managing a remote workforce that any supervisor can use.

1. Provide employees with all the equipment and tools they need.

Make sure your employees have the computer, phone, and software they need to perform their jobs. This might include a file-sharing system like Dropbox or something even more secure, depending on your company’s needs and security requirements.

Also, be sure to provide alternate communication methods—you’ll certainly need more than just email! Your team may need a video conferencing platform like Zoom, chat software like Slack, a company intranet, or a combination of the above.

Remote employees need ways to get creative and bounce ideas off one another, too. Provide methods and tools for employees to collaborate and brainstorm. Whether you opt for digital brainstorming and whiteboard tools like Mural or Miro or keep it simple with Google Docs and Hangouts, make sure your team has a way to easily share ideas.

2. Set expectations from Day 1…

…and reiterate them often, particularly if things change. Managers need to:

• Provide remote workers with guidelines, inform them of work-from-home policies, and set boundaries.
• Define hours and productivity standards.
• Note their availability and the best way to reach them.
• Discuss expectations about responding to after-hours correspondence.
• Let them know about your availability and the best way to reach you. 

Discussing all of these factors upfront and on a regular basis will help employees balance work and personal life.

3. Be flexible.

Don’t expect all of your remote employees to work a 9 a.m. to 5 p.m. day. It shouldn’t matter when employees get the job done, as long as they meet deadlines and deliver high-quality work. Many choose to work from home because of the flexibility to work around other commitments. Some people simply find they’re more productive in the mornings or evenings. 

If a certain role requires the employee to be available for specific hours, discuss this right away to determine if remote work makes sense for that position.

4. Trust and empower remote employees.

Trust that your telecommuters are doing their jobs and getting the work done. This is one of the trickiest tips for employers who are new to managing a remote workforce! To ease your mind, check out these stats:

• Gallup’s 2013 State of the American Workplace report found that remote workers put in an average of four more hours per week than their on-site equivalents.
• A study by Stanford economist Nicolas Bloom found that stay-at-homes did 13% more work overall.

Avoid micromanaging remote employees. You wouldn’t in the office, so why do it virtually? Use one-on-one meetings to keep track of their progress and performance, and to give and receive feedback.

5. Schedule regular check-in meetings.

Set regular meetings with your whole department as well as one-on-ones with your remote employees. Depending on the roles and needs of your employees, these meetings can be daily, weekly, or biweekly and should be at least an hour long.

Use the department meetings to make sure your team is on the same page regarding roles and current projects, particularly for highly collaborative work.

Use the one-on-one meetings to build rapport, discuss performance, and address any concerns the employee may have. Ask questions about their remote working experience, daily working routine, and any challenges they may be facing. This will help you know how to support them as their manager.

6. Listen to your remote employees.

Good listening and communication are keys to a successful remote workforce. Let your employees know they are seen and heard, even from a distance.

Use pulse surveys or an employee net promoter score (NPS) on a monthly or quarterly basis. This will allow you to get a closer look at employee feelings and attitudes. HR Technologist says that the employee NPS is an indicator of how likely an employee would be to promote his or her organization to other job seekers. 

When you do get feedback, act on it! Collecting feedback and having it go nowhere definitely won’t help boost morale.

7. Keep your remote workers’ career development in mind.

Remember that your remote workers are not contractors or freelancers, so treat them like the full-time members of the team that they are.

Discuss their career development during their one-on-ones and consider them for promotions. As we noted earlier, remote workers are often more productive and more engaged than onsite employees, so they certainly deserve consideration for advancement opportunities!

8. Give recognition and celebrate wins.

It can be easy to forget to give shoutouts and celebrate successes with a virtual team. Look for opportunities to acknowledge milestones and recognize your staff, just as you would in the office. 

How can you celebrate workers’ contributions? Get creative with visuals or videos. Give them props on your next company-wide call, or send it out in the company newsletter. Make it personal and let your telecommuters know that you appreciate their contributions.

9. Create social interactions.

Right now, this means virtual hangouts. Set aside 10 to 15 minutes at the beginning or end of team calls for non-work conversations. Host regular virtual happy hours or office parties and play games that are Zoom-friendly.

While it may be difficult at the moment, we also recommend scheduling an event for the whole company to get together at least once a year—especially for those with fully remote teams. It’s a great way for everyone to meet and bond in person in ways that video calls just don’t allow. 

Although this can be a significant cost, these types of company retreats are more than worth it for virtual workforces.

Preparing for a Remote Working World

No matter how many remote employees you have or what stage you’re at, the most important practice to emphasize is frequent and regular communication. Encouraging open, transparent communication between your managers and employees—and between employees and one another—will prevent isolation and foster positive relationships and morale, even from afar.

Remote work is rapidly becoming the norm and many candidates are searching for companies that allow it at least part-time. Companies with relevant practices and policies in place will be prepared for the future of the business world. These tips are a great place for managers to get started.Are you looking for guidance on establishing work-from-home policies and procedures for your small business? BlueLion will be happy to help you manage and maintain a proficient remote workforce. Contact us at 603-818-4131 or info@bluelionllc.com to learn more today!

The information on this website, including its newsletters, is not, nor is it intended to be legal advice. You should contact an attorney or HR specialist for advice on your individual situation.