North Carolina Telework

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NCTelework
6–9 minutes

Teleworking, offers numerous benefits for employers and employees alike, including increased productivity, improved job satisfaction, cost savings, and environmental advantages. This guide will walk you through the process of creating and implementing a successful remote and hybrid work program tailored to your organization’s needs. It also includes strategies to improve existing remote and hybrid work programs for organizations looking to optimize their approach.

Step 1: Assess how the organization’s Telework Readiness

  1. Evaluate which Roles would best transition to remote work:
    • Determine which positions are suitable for telework based on tasks, responsibilities, and the need for face-to-face contact. For more details, visit our page on suitable telework positions.
    • Assess whether roles should be full-time remote or hybrid based on the frequency and importance of in-person collaboration required.
    • For reference, as of 2024, hybrid work rates in North Carolina are approximately 25-30%, while fully remote work accounts for about 13% of the workforce. Though these rates vary significantly by industry, they can serve as useful benchmarks to keep in mind.
  2. Gauge Employee Interest:
    • Conduct surveys or small, informal interviews with employees to assess their readiness and preferences for remote work. Personalized conversations can help uncover insights while being approachable and cost-effective. Use these discussions to understand factors like their preferred telework schedules, challenges they foresee, and support they might need to work effectively from home.
    • For organizations with an ongoing telework program, having these conversations, listening to, and implementing employee feedback will foster trust in leadership and lead to better remote work policies.
  3. Assess Infrastructure:
    • Evaluate current technology, communication tools, and IT support capabilities to ensure a smooth transition. Consider the expenses needed for remote work-enabling software such as video conferencing tools, project management platforms, and cybersecurity solutions.

Step 2: Write the Remote and Hybrid Work Policy

Writing an effective telework policy can feel overwhelming, but breaking it into manageable steps can simplify the process. To help you get started, explore one of these sample telework policies. Select one as a starting point and tailor it to your needs while considering the following key components:

  1. Eligibility:
    • Define which positions are eligible for remote or hybrid work based on job roles, responsibilities, and business needs. Refer to the insights gained in Step 1 to craft your custom policy.
  2. Work Schedules:
    • Clarify expectations for remote and hybrid schedules, core working hours, and flexibility options.
  3. Tools, Resources and Equipment:
    • List the tools and resources provided by the organization, such as software licenses and equipment. Keep space in the agreement for changes that could result from new disruptive technologies.
  4. Performance Standards:
    • Reiterate that remote and hybrid employees are held to the same performance standards as in-office employees, with clear metrics and expectations. Common metrics include task completion rates, quality of work, responsiveness during set working hours, and adherence to deadlines. Additionally, consider evaluating collaboration through feedback from team members and managers, ensuring that remote workers remain aligned with organizational goals and team objectives. If you conducted interviews during Step 1, be sure to incorporate insights gained.
  5. Communication Protocols:
    • Define methods and expectations for communication, including availability, meeting attendance, and the use of collaborative tools.
  6. Legal Considerations:
    • Address compliance with labor laws, workplace safety requirements, and data privacy regulations.

Step 3: Communicate Policy Changes to Employees

Effectively communicating policy changes to employees is crucial to ensure understanding, acceptance, and smooth implementation. This step fosters transparency and builds trust among the workforce by addressing concerns and highlighting the benefits of the new remote and hybrid work policy.

Before going live with the policy change announcement, carefully consider if you intend to pilot the program first. If so, keep the scale of the changes in mind so as to not disappoint your employees when communicating policy updates.

  1. Use Clear Messaging:
    • Use straightforward and inclusive language to explain the new remote and/or hybrid work policy. Highlight how the policy aligns with organizational goals and the positive impact it will have on employees’ work-life balance and productivity. If employee feedback was used to help guide the policy, use this moment to highlight how their feedback will result in positive changes.
  2. Utilize Multiple Channels:
    • Share updates through diverse communication platforms, such as email announcement, and smaller team meetings, or company wide staff meetings. This ensures the message reaches all employees effectively, regardless of their preferred communication medium. If applicable, involve HR to help spread the word.
  3. Address Questions and Concerns:
    • Host live Q&A sessions and walk employees through your newly created telework policy. Use this time to address common questions, and if necessary, round these up in a companion FAQ to the official policy. Encourage employees to share their thoughts and concerns through anonymous feedback channels or direct communication with HR.

Step 4: Train Employees and Leadership as Needed

Training is an essential component to ensure both employees and managers can transition smoothly to remote and hybrid work environments. Tailored training programs provide clarity on expectations, build essential skills, and help overcome common challenges.

  1. Manager Training:
    • Managers are an often overlooked but critical component of successful remote and hybrid work programs. Without proper training, managers may struggle to leverage the flexibility and productivity benefits telework can offer. Effective training equips managers to lead teams without needing to be physically present. Consider topics such as conflict resolution, addressing remote performance issues , fostering engagement in a virtual environment, and efficient task delegation.
  2. Employee Training:
    • Provide employees with resources and guidance for creating productive home office setups, mastering remote work tools, and maintaining work-life balance. Training sessions can also include modules on effective communication in virtual settings, time management, and strategies for staying focused.
  3. IT Training:
    • Ensure employees are trained on cybersecurity essentials, such as recognizing phishing attempts, maintaining password security. Regularly update training programs to address emerging threats and the adoption of new technologies.
    • Even organizations with existing telework programs can benefit from further IT training. Revisiting and updating IT knowledge helps employees maximize the use of current tools.

Step 5: Pilot the New Telework Program

A pilot program is an optional, but recommended, step to test the feasibility of your telework policy before rolling it out to the entire organization. It allows you to identify potential issues, gather insights, and make adjustments to ensure a smooth transition to a remote or hybrid work environment. A good rule of thumb is to plan for 3-6 months of a pilot period.

  1. Select a Test Group:
    • We recommend using the interviews conducted in Step 1 to identify potential candidates. Having said that, keep in mind that a diverse set of participants with different roles and backgrounds will provide more comprehensive feedback on how the policy affects different parts of the organization.
  2. Monitor and Gather Data:
    • Track key metrics such as productivity, employee satisfaction, and technical challenges. Use surveys, performance data, and manager feedback to assess the pilot program’s effectiveness and identify areas for improvement.
  3. Solicit Feedback:
    • Regularly check in with participants through surveys, interviews, or focus groups to gather detailed feedback. Encourage honesty and ask about specific challenges, successes, and suggestions for improvement. 
  4. Experiment with Improvements:
    • Implement trial changes, such as testing new collaboration tools, adjusting meeting schedules, or introducing additional training resources. Evaluate how these changes impact the program and whether they address any issues raised during the pilot.

Step 6: Adjust and Revise the Program Before Rolling It Out

After completing the pilot program, think about and incorporate lessons learned into both the official telework policy crafted in Step 2, as well as the day-to-day in practice.  Make final refinements to ensure the program meets both organizational and employee needs.

  1. Analyze Pilot Results::
    • Review all feedback collected during the pilot, including survey results, performance metrics, and participant interviews. Look for recurring themes in the challenges and successes reported, and use this information to identify necessary changes to the telework policy and processes..
  2. Make Necessary Adjustments:
    • Based on pilot feedback, refine aspects of the policy such as communication expectations, work schedules, or available tools. Ensure that adjustments address employee concerns while aligning with organizational goals. Consider conducting follow-up discussions with pilot participants to validate changes.
  3. Prepare for Full Rollout:
    • Develop a comprehensive implementation plan that includes clear timelines, resource allocation, and training sessions for employees and managers. Create detailed communication materials to ensure everyone understands the finalized policy and how it will be implemented.
  4. Regularly Evaluate and Optimize:
    • Establish an ongoing evaluation process to monitor the program’s performance after the rollout. Schedule periodic reviews to assess productivity, employee satisfaction, and any emerging challenges. Encourage open communication from employees and use their feedback to make iterative improvements over time. Remember, its never too late to make further course correction as the organization becomes more experienced with remote work, telework policies are a living document.