Tap the Power of Telecommuting
03/05/07
Telecommuting offers many benefits. They include greater flexibility in distributing work, higher productivity, increased morale, lower facilities costs, and access to a workforce segment that doesn’t want to—or can’t—accommodate a traditional office job.
If you’ve been thinking about tapping the power of telecommuting, here are some suggestions to start you on your way.
Choose the Right Work
When choosing the kind of work to be done offsite, look for jobs whose output can be transmitted electronically. These include data entry, coding software, voice transcription, fact-checking, writing, and editing. Such work shares these characteristics:
Output is self-paced rather than machine-paced.
Work can be done during or outside normal business hours.
Most communication can be done electronically;there’s little need for “face time."
All parties use compatible hardware and software.
Supervisors manage at arm’s length.
They focus on results, not method.
Set Standards
Setting specifications for telecommuters’ home offices helps to ensure that they won’t abuse the option to set their own hours and work in their bathrobes. Reserve the right to inspect work areas periodically to confirm that they meet the terms of your agreement.
A suitable workplace should have:
Privacy. This means a room with a locking door. Workers should be able to escape interruptions from pestering pets, whining children, kibitzing family members, and other distractions.
Essential equipment. All equipment should be available on the premises and under the employee’s control. Don’t accept someone’s promise to use the next-door neighbor’s fax machine. In today’s wired world, basic equipment includes a PC with a dedicated line for Internet access, a dedicated phone line for voice communication with answering machine or answering service backup, an e-mail account in the employee’s name, a fax machine, and a printer.
Document company equipment that has been transferred to a telecommuter’s home. Attach permanent identification to prove ownership in case you terminate the arrangement—or the employee.
A user-friendly layout. The same ergonomic concerns apply whether the work is done in your office or at home. Employees must have adequate lighting, comfortable climate controls, a chair with multiple seat and back adjustments, and a desk that positions the computer keyboard and monitor to minimize wrist, neck, and eyestrain.
Screen Candidates Carefully
Who are good bets for telecommuting jobs? Those who show above-average productivity, the capacity to work under minimal supervision, demonstrated ability to follow written and oral instructions, and sound communication and listening skills. Home-based workers should be conscientious self-starters who are adequately trained for the work at hand.
Deny telecommuting privileges to employees who cannot guarantee an adequate home-based work space or whose performance and behavior in your traditional work setting falls below such standards.
Put It in Writing
You and your telecommuters need a written agreement to verify that everyone understands and accepts the arrangement. Some key points to cover:
Precise nature of work to be done off-site.
The employee’s acknowledgment that no tasks will be subcontracted or delegated to third parties.
Description of the home-office space to be used exclusively for work.
Number of hours worked per week (unless salaried).
The daytime hours the employee must be accessible by phone.
Equipment provided by the company.
Equipment supplied by the employee.
Management’s right to inspect the premises and inventory equipment.
How performance will be evaluated.
Length of time covered by the agreement.