Numerous companies have embraced the work-from-anywhere setup. But how do you create the perfect policy for this work arrangement?

Creating the perfect work-from-anywhere policy lies in striking a balance. It’s important to consider giving employees the freedom to work wherever they want. At the same time, companies should maintain enough control to ensure that work gets done.

The key is to set clear guidelines and expectations from the outset. Look at your company and decide what is most important to you. You can start designing, tweaking, and implementing your work arrangement from there. There are a few things to keep in mind when creating your work-from-anywhere policy:

1. Set Parameters And Limits

The work-from-anywhere setup can be beneficial for employees and companies alike. You can learn so much about the benefits in our article: “5 Important Life Lessons You Can Learn From Remote Work.” But these benefits only come into play if you can make the setup work for everyone involved.

The first step in creating the perfect work-from-anywhere policy is defining the parameters and limits of the arrangement. That means looking at your company’s people, needs, and capabilities. You must assess the setup’s who, what, when, where, and how.

The Who

Define who can take advantage of the work-from-anywhere policy. Is it open to all employees? Or is it only for particular positions or departments? Some roles require on-site presence, after all. For example, retail or customer service positions might not be able to work from anywhere.

You must also think of trainees, interns, or new hires. They might need to be in the office more often to understand how things work.

In addition to looking at job roles, you may want to consider an employee’s performance. Employees who are struggling might not be able to work from anywhere. Alternatively, you can allow them to work from anywhere to improve their performance.

Look at which people within the company best suit a work-from-anywhere arrangement. That will help you decide who should be able to take advantage of the policy.

The What

The next step is defining what work people can do from anywhere. There are some tasks and projects that need to be done on-site. For example, you can’t build a house remotely.

There are also some legal and compliance issues to consider. Some industries have regulations that require employees to be in specific locations.

Look at which tools and resources are available for work from anywhere too. Some equipment can only be used on-site, and others might not work well for remote collaboration.

Also, consider how work will get done without face-to-face interactions — some tasks are better suited for in-person meetings. For example, brainstorming sessions or presenting to clients might be better done in person.

The When

The “when” of this setup means setting limits on the hours and days that employees can work from anywhere.

Consider how time zones will impact the work-from-anywhere arrangement. If you have employees in different places, you need to assess how that will affect communication and collaboration.

The Where

The next step is defining where employees can work. You might allow them to work from anywhere worldwide or limit them to particular places. That will be handy for employees who may need to report on-site or on-call.

You will need to consider the environment of an employee’s workspace. For example, you might allow them to work from coffee shops or co-working spaces. You might also require them to work from a dedicated home office space.

It all depends on the employee and their role. Take Gus Bhandal, social media trainer and marketing strategist. He spent ten days in Canada and was able to work efficiently.

“I can work from anywhere in the world (as long as I have wi-fi), and being in a different time zone didn’t affect anything,” he said.

The How

Setting parameters for this work setup includes defining expectations for communication, collaboration, and productivity.

Assess how employees will stay in touch with each other. Will they use email, instant messaging, video conferencing, or phone calls? Think about how often they need to check in with each other too.

You should also think about how employees will collaborate on projects. Will they use project management software, Google Docs, or something else? Decide which tools to use and how employees will use them.

Consider your employees’ cybersecurity too. You can learn how to protect yourself online by reading our piece, “8 Cybersecurity Tips for Remote Work.”

Additionally, set expectations for employee productivity. For example, you might expect employees to work a certain number of hours each day or week. Or you might set targets for the number of tasks or projects they must complete.

2. Clearly Define Responsibilities

It’s vital to ensure everyone knows their responsibilities in a work-from-anywhere arrangement. That way, there are no surprises, and everyone is on the same page.

The responsibilities will vary depending on the job, but there are some common ones that you should consider.

For example, employees might be responsible for setting up their home office space. You might also expect them to maintain their equipment and keep it up to date. Employees might also be responsible for managing their own time and productivity. And they need to take charge of communicating with their team and staying up to date on projects.

3. Consider Equipment And Technology Needs

Consider your employees’ equipment and technology needs when creating a work-from-anywhere policy. After all, they need the right tools to do their job, and some roles require special equipment.

For example, if you’re a graphic designer, you might need a powerful computer with particular software. A video editor will need a high-end camera and editing software.

Other jobs might not require special equipment, but you still need to ensure that employees have the right tools. For example, they might need a laptop, printer, and internet access.

Provided Vs. Required

You must be specific whether you’re providing equipment or if employees are responsible for their own. For example, you might provide each employee with a laptop and pay for their internet connection. Or you might require employees to provide their equipment and pay for their internet — but consider increasing their pay to offset their costs.

This factor intertwines with the “who” aspect of your work-from-anywhere policy. If you’re not providing equipment or technology, you may need to make your work arrangement optional. But if you are, perhaps you can make it mandatory.

4. Define The Working Schedule

One of the most important aspects of a work-from-anywhere policy is the working schedule. Employees need to know when you expect them to work. That will help them pace themselves and maintain their work/life balance.

As Shivanshi Verma, co-founder of Yoboshu Cares, puts it:

“Old world — they juggled work & life. New world — they try to balance work & life.” The work-from-anywhere setup allows employees to care more for their life outside work.

Flexible Schedule

You have two working schedule options: a flexible or set schedule.

A flexible schedule means employees can choose when they work, as long as they meet their deadlines. This arrangement often works for jobs that don’t require face-to-face interaction.

For example, a writer might be able to work at 3AM if that’s when they’re most productive. A video editor might be able to work in the evenings after their kids are in bed.

Fixed Schedule

A set schedule is more traditional, where employees must work during certain hours. For example, they should be available from 9AM to 5PM. This schedule works for positions that require constant interaction and correspondence.

For example, a customer service representative might need to be available during business hours. A salesperson might need to meet with clients.

You can implement flexible and fixed schedules if your company hosts different roles. For example, you might have customer service representatives on a set schedule and writers on a flexible schedule.

Deadlines

If you opt for a flexible schedule, you’ll need to include deadlines in your policy. Deadlines ensure that work gets done on time. They also help to keep everyone on the same page.

For example, if you’re a writer, you might be given a deadline of Friday at 5 PM. That means you need to have your work completed by that time.

You might have multiple deadlines while working on a project with others. For example, you might need to have the first draft of your article done by Wednesday at 5 PM. And you might need to have the final version done by Friday at 5 PM.

Jalonni Weaver, a visual artist, enjoys her leader’s support in taking time for herself as long as she finishes work on time. She said:

“I have a problem with taking PTO and unplugging, but I have a leader that recommends to unplug at times and lets me know that the work will be there, and they trust me to get it done when I’m able to.”

5. Determine How You’ll Measure Productivity

When you’re not in the office, it can be difficult to know how productive employees are. It’s hard to hold employees accountable if you can’t measure productivity.

You must determine how you’ll measure productivity before you create your work-from-anywhere policy. Otherwise, you’ll likely be left guessing.

There are a few different ways to measure productivity. And the best method will depend on the type of work your employees do. Here’s what you can consider:

Output

Output is the most common method of measuring productivity. It involves measuring the amount of work that an employee produces. For example, look a writer’s wordcount per week. Consider the number of sales a salesperson makes in a week.

Time tracking

This method involves tracking the time an employee spends on a task. You can use a time tracking app to see how long an employee takes to complete a project.

Check-ins

This measurement involves checking in with employees regularly. For example, you can have a weekly check-in with each of your employees. Alternatively, you can have a daily check-in with teams.

Milestones

This method involves setting milestones for employees to reach. You can set a milestone of completing a project by a specific date.

Once you’ve determined how you’ll measure productivity, include it in your policy. That way, employees know what you expect of them. You can hold them accountable and find out what’s wrong if they don’t meet set standards.

6. Set Some Ground Rules

You’ll need to set some ground rules. After all, a work-from-anywhere policy can be a bit of a minefield if there aren’t any established guidelines.

Here are a few ground rules that you might want to consider:

Employees must specify their availability.

This rule ensures that employees are available when they’re needed. For example, if you have a customer service representative who works from anywhere, they must be available during business hours.

Employees must respond to emails and phone calls within a particular time frame.

This rule ensures that employees are responsive to communications. For example, you can expect employees to respond to emails within 24 hours. You can also expect them to respond to phone calls within 2 hours.

Employees must meet deadlines.

This rule ensures that work gets done promptly. Suppose an employee has a deadline of Friday at 5 PM. They need to have their work completed by that time.

Employees must keep their work area clean and organized.

This rule ensures that employees have a clean and organized workspace. For example, you might expect employees to keep their desks free of clutter. Or you might expect them to organize their files in a certain way. You can consider this a precaution to help employees increase and maintain their productivity.

Employees must follow the company’s dress code.

This rule ensures that employees dress appropriately for work. For example, you might expect employees to dress in business casual attire for video calls. Specify if you don’t have any expectations for other scenarios.

Ground Rules For Special Circumstances

On that note, you should define your policy for unusual circumstances. What’s your protocol for when an employee might not be able to meet one of these ground rules? What if an employee can’t respond to an email within 24 hours because they’re out of the country? What if an employee can’t meet a deadline because they’re sick?

Be sure to include your protocol in your policy. That way, employees know what to do in these situations. You can avoid any confusion or misunderstanding down the road.

7. Keep Your Policy Up to Date

A work-from-anywhere policy is a living document, meaning you should update it regularly.

There are a few reasons why you might need to update your policy. For example, you might need to add new ground rules or update your code of conduct. Whatever the reason, be sure to keep your policy up to date. That way, you can be sure that it accurately reflects your company and employees’ needs.

Employees can benefit from an updated policy and balance their life more. For example, take Yessi Bello Perez, an editor at LinkedIn News. She said:

“The pandemic has changed where and how we work in many ways. For some of us, it means we can now work from anywhere. Last year, I worked remotely from my grandparents’ home in Spain during August and September. After finishing work, I was able to spend quality time with loved ones and even managed to enjoy a few after-work sunsets on the beach. Ultimately, it meant I could have the best of both worlds and save my annual leave for a holiday at a later day.”

8. Get Feedback From Your Employees

Once you’ve created your work-from-anywhere policy, getting feedback from your employees is crucial. After all, they’re the ones who are going to be working under the policy.

There are a few ways to get feedback from your employees:

Surveys

You can survey to get feedback from your employees and ask questions about the policy. You can ask if they think the policy is fair. You can also ask them if they have any suggestions for improvements.

Town Hall

You can hold a town hall to get feedback from your employees. It is a general meeting where you and your employees can discuss the work-from-anywhere policy.

Be sure to encourage employees to give their honest feedback. That way, you can make changes to the policy based on their input.

Anonymous Feedback

If you’re worried about employees being honest, you can collect feedback anonymously. You can set up an anonymous email address or use a tool like Google Forms to collect feedback.

Feedback will let you know if there are any problems with the policy and help you make adjustments. It will let employees know that you value their input and well-being. Asking for feedback also shows you’re committed to making the work-from-anywhere policy work for everyone.

Employees will be happy and fulfilled with a policy that works and reflects their needs. There just needs to be clear guidelines, and employees can work anywhere. It’s just as Wes Pearce, an executive resume writer, said:

“There are so many different places we can set up our remote office and log on. Some of us like working from the beach and some prefer the mountains. Or, we might simply choose our kitchen table and have the flexibility to spend more time at home. Wherever it is, remote work unlocks location freedom. And that’s a huge blessing.”

9. Implement the Work From Anywhere Policy

Once you’ve created your work-from-anywhere policy, it’s time to implement it. Here are a few tips to help you do that:

Communicate the policy to your employees.

Be sure to let your employees know about the work-from-anywhere policy. You can do this through email, an intranet post, or a town hall meeting. Set up channels where they can direct their concerns and inquiries.

Train your managers and supervisors.

Train your managers on the work-from-anywhere policy. That way, they can answer any questions that their employees might have. They can also guide their team members and help them navigate the work-from-anywhere setup.

Be flexible.

Be flexible with your employees. After all, they might need time to adjust to the new policy and arrangement.

The work-from-anywhere setup has been here for a long time, but only for some. Many are still adjusting to the change in work arrangements. That’s why it’s vital to be flexible and compassionate. To learn more about this adjustment, you can read our article, “How The Way We Work Has Changed After Covid-19.”

Evaluate the policy.

Evaluate the work-from-anywhere policy regularly. That way, you can make changes if necessary, and you’ll know if it works for employees.

10. Troubleshoot Common Problems

Even the best work-from-anywhere policy can have some problems. Here are a few of the most common ones and how to solve them:

Employees are not productive.

If you find that employees are not productive when working anywhere, you might need to set some ground rules. For example, you can require employees to take breaks at regular intervals. You can also limit the number of hours they can work from anywhere.

Employees are not meeting deadlines.

If employees are not meeting deadlines, you might need to adjust workloads or evaluate deadlines. You can extend deadlines, redistribute work, or make personal adjustments for employees.

Employees are not following the policy.

If employees are not following the policy, you should find out why. You might need to change some factors if they’re not working for employees. Otherwise, you may need to set consequences. For example, you can warn them or require them to take a training course on the policy.