HR Strategies for Managing Remote Working

The landscape of remote working in Ireland has undergone considerable transformation in recent years. While the recent pandemic necessitated a swift to remote work, this has since evolved into a more permanent fixture for many businesses.

New legislation mirrors this evolving requirement for more adaptable employment engagements as both employers and employees navigate new modes of communication, collaboration, and productivity.

Recent research from The Stepstone Group found that nearly half of Irish jobseekers would refuse a job offer if there were no hybrid or fully remote working options offered. Indeed, a good work-life balance was the top job preference among Irish professionals.

What does this mean for employers?

With the jobs market now firmly in favour of employees, the onus is on employers to provide their employees with a comprehensive remote working policy to ensure clarity, consistency, and compliance with national legislation. Such a policy should outline the expectations for remote work, including availability, communication protocols, and productivity measures. It should also cover the provision of necessary equipment, support for setting up a home office, data protection guidelines, and health and safety considerations.

Employers must also consider the implications of remote work on employees’ work-life balance and include measures to support mental well-being. By addressing these aspects, employers can foster a positive and productive remote working environment that benefits both the organisation and its employees.

Let’s take a deeper look into the details of the legislation that as an employer, you need to be aware of.

1.  Right to Request Remote Working: Under the National Remote Work Strategy, employees in Ireland have the right to request remote working arrangements. When an employee submits a request for remote working, employers are expected to review it carefully, considering the suitability of the role for remote work, the employee’s circumstances, and the potential impact on the team and organisation. If an employer finds it necessary to refuse a request, they must provide clear, objective reasons for their decision. These reasons could include concerns about productivity, the necessity of in-person collaboration, or the nature of the employee’s duties that require a physical presence in the workplace.

Employers are also advised to keep records of all requests and their outcomes to ensure transparency and accountability. This practice can help in addressing any disputes or misunderstandings that may arise and demonstrates the employer’s commitment to fair and equitable treatment of all employees.

2.  Right to Disconnect: The Right to Disconnect is a critical aspect of modern employment, particularly in the context of remote work where the boundaries between professional and personal life can blur. The Code of Practice on the Right to Disconnect serves as a guideline for employers to create a work culture that respects employees’ off-duty hours, thereby promoting a healthier work-life balance.

Employers are expected to establish clear policies that discourage work-related communications outside of normal working hours. This includes emails, phone calls, and any other forms of digital communication that could infringe upon an employee’s personal time. The aim is to prevent the expectation of employees being perpetually available, which can lead to burnout and negatively impact mental health.

3. Health and Safety Compliance: Health and safety compliance is a fundamental responsibility for employers, even when employees are working remotely. This duty extends to ensuring that all remote workstations meet the same health and safety standards as those in the office.

For example, employers must ensure that remote employees have access to suitable equipment, including ergonomic chairs, desks, and computer monitors that meet DSE (Display Screen Equipment) standards. This may involve providing employees with the necessary equipment or offering a stipend for them to set up their home office appropriately.

Conducting ergonomic assessments is another critical step in safeguarding the health and safety of remote workers. Employers can do this by providing self-assessment checklists or arranging for professional evaluations of home workstations. These assessments help identify potential risks such as poor posture, inadequate lighting, or improper screen placement that could lead to strain injuries or other health issues.

In addition to physical health considerations, employers should also address the psychological aspects of remote work. This includes ensuring that employees take regular breaks, encouraging a separation between work and personal life, and providing support for mental health concerns.

4. Tax and Expenditure Considerations: It is important that the tax implications of remote working be carefully reviewed, particularly concerning expenses and allowances for remote workers. For example, employers can provide an allowance of €3.20 per day to cover home expenses for remote workers. Employers must stay informed about any legislative changes in the treatment of remote working for tax purposes.

5. Equality and Inclusion: To maintain equality and foster a collegial workplace, employers are advised to design remote working policies that ensure inclusivity and do not favour office-based employees. It is crucial that all employees, regardless of location, have equal access to career advancement, training, and project involvement.

Employers should facilitate regular communication to include remote workers in all aspects of the workplace, provide comparable resources and support, implement fair performance metrics, and cultivate an organisational culture that values diversity. Equitable access to technology and feedback mechanisms are also essential to enable effective performance and continuous improvement of remote working practices.

By focusing on these key areas, employers can create supportive and legally compliant remote working policies. Once created, these policies should be communicated effectively to all employees, ensuring that everyone understands their rights and responsibilities.

Through the adoption of effective remote working policies, employers can create a more enduring work environment that prioritises the well-being of employees as much as their productivity

At MSS – The HR People, we work with business owners to ensure they establish the required policies for both remote and office-based employees and foster a positive work environment that supports and encourages work-life balance.

If you need assistance crafting your Remote Work Policy, please contact us today!