Remote work has become a standard part of business today. In 2020, working from home, hybrid schedules, and flexible work arrangements made headlines as companies balanced employee safety and maintained daily operations. Now, job seekers expect remote work to be an option. To stay competitive in the talent marketplace, your organization needs a remote work-from-home policy, regardless of whether your company has fully returned to the office with limited remote days or adopted a hybrid model. However, this requires a carefully planned strategy since global remote work compliance presents numerous challenges and, if not managed properly, can result in serious financial, reputational, and legal consequences.
Does your organization offer remote work benefits? Do you need help creating an employee mobility policy? If so, this is the resource for you. This guide will show you how to create an effective remote work policy for your global organization. Looking at the results of our report, The State of Global Mobility 2025, we’ll explore guidelines, examples, and best practices.
In this article:
- What is a remote work policy?
- Why does your company need a remote work policy?
- How to write a remote work from home policy
- What teams and stakeholders should be involved in remote work policy?
- What should be included in a remote work policy?
- Best practices for implementing a remote work policy
- What is the right policy for your remote workers?
What is a remote work policy?
A remote work policy (or distributed workforce policy) is the foundational document that defines the expectations, guidelines, and responsibilities of both employers and employees in remote or hybrid work agreements. It provides a clear framework for maximizing the opportunities for work mobility, while addressing the challenges.
A strong remote work policy will consider the current laws around global work mobility and set fair rules for working outside the office. Some standard components of these policies include:
- Equipment and technical support: The policy defines the equipment and software required for employees to work outside the office, and how they can get technical support when needed.
- Data security and confidentiality: Remote work policies outline the practices required to keep your company’s intellectual property secure, and how employees can remain safe online.
- Communication and collaboration: The policy defines the preferred communication methods for remote workers, such as email or video conferencing, and the expectations when collaborating with co-workers.
- Working hours and time tracking: Remote work policies establish guidelines for the expected work hours in specific time zones and any time tracking requirements.
These policies also typically include reimbursements for travel and home office expenses, labor laws and compliance guidelines, performance evaluations, and more.
Why does your company need a remote work policy?
Over the past decade, three factors converged to make remote work a high-priority consideration. First, is the rapid acceleration of technology. Internet speeds improved to the point that web conferencing and other collaboration tools are usable in large portions of the world. Fast mobile networks like 5G and powerful smartphones enable employees to work from nearly anywhere and participate as if they were in the office.
The other factor is the COVID-19 pandemic. Even though many companies had already started to develop remote work guidelines and hybrid work policies, the pandemic forced companies—particularly global organizations—to test the limits of their technologies and these policies. Overall, the results were good, proving that employees truly can work from anywhere.
Finally, employees value the work-life balance and flexibility of remote work. The pandemic allowed the global workforce to develop a new approach to their careers and personal lives. For many, the constraints of commuting and inflexible in-office schedules no longer met their needs. Employees and employers found a new model that works. When new trends like workations arise, a policy ensures you already have a framework for work outside the office. We found that 57% of respondents to our survey said employees had expressed a high demand for workations as a benefit, so the trend is definitely on the rise.
Additionally, our research on digital nomads shows that in 2023, the global popularity of remote work and digital nomadism continued to grow, with over 35 million people now identifying as part of the digital nomad workforce.
Even if your company already embraces remote work, creating an official policy is important. There are many legal and regulatory issues for employees working outside an office, and a policy document is the best way to protect your company and its employees. For example, compliance with wage and hour work statutes still applies to remote work. You must still meet safety regulations, even when employees work from home or remotely.
You also have to protect your company’s data. A remote work policy can address cybersecurity best practices and your expectations for handling sensitive data when working in the cloud. A policy also lets you clarify whether employees can work on their personal devices or if everything must be done on company equipment installed in their homes.
In short, remote and hybrid work is here to stay. And that’s a good thing, as our research for The State of Global Mobility 2025 found that 90% of HR teams say Global Mobility has a positive impact on employee engagement, satisfaction, and retention, among other remote work benefits.
How to write a remote work policy
Perhaps the most challenging part of writing a remote work policy is knowing where to start. Remote work may seem like a straightforward concept, but the complexities of employment law quickly complicate matters. Technology and cybersecurity concerns may require input from experts. Then add in the fact that employee mobility policy is evolving in real time, making some best practices unclear.
Rather than letting all this overwhelm you, break up the policy into several key areas. Some of these areas include:
Remote work eligibility
Not every type of job is suited for remote work, as some require an in-person presence. Your policy should outline who is eligible to work remotely. Factors such as job role, tenure, or performance metrics can provide your eligibility criteria. You might also consider external factors, such as the employee having an adequate place to work and a reliable internet connection.
Technology and related equipment
Define the core technology components and related equipment required for meaningful remote work. This includes computers, mobile devices, peripherals, and minimum internet speeds. Specify whether the company or the employee is responsible for acquiring the technology and outline the procedures for remote workers to get help when needed.
Working hours
Aligning working hours can be tricky, especially with a global organization. Time zones and cultural differences can complicate both scheduling and team collaboration. Your policy should also consider whether you need time tracking tools like an electronic time card. Flexible work arrangements and overtime policies are other important considerations.
Performance expectations
Establishing performance expectations is critical for remote employees since they will likely receive less managerial feedback than if they were working in an office. Your policy can include quality standards, timeliness, goals, and performance metrics for different roles.
Collaboration guidelines
Web conferencing, email, text messaging, and other internet-related collaboration can be just as effective as teams working side-by-side. However, your policy should set collaboration expectations to ensure everyone’s on the same page. This can include mandating the use of specific apps or tools and defining your criteria for evaluating effective collaboration.
Policies for different work arrangements
It’s clear that flexibility in the workplace boosts overall productivity and fosters collaboration between teams and departments. The goal is to strike a balance between operational and business requirements while prioritizing the employee experience. By offering multiple work options that align with business goals, companies show their commitment to providing flexibility while maximizing innovation and success. Here are some common work models and best practices to include in your work policy:
Remote work: Provide employees the flexibility to work from a location of their choice, supported by technology and virtual collaboration tools.
Offsites: Organize offsite meetings and retreats to foster team building, creativity, and strategic planning.
Workations: Enable employees to work while traveling, providing them with the autonomy to explore new cultures and experiences.
In-office work: Design flexible, ergonomic workspaces that promote collaboration, innovation, and well-being for employees working in the office.
Co-working spaces: Explore partnerships with co-working spaces to provide employees with an alternative work environment.
Business trips: Facilitate strategic business trips that allow employees to attend events or engage with clients, partners, and teams in different locations, while providing support for travel logistics, accommodation, and safety.
Recommended reading: Ultimate business travel compliance checklist
Relocations: Offer comprehensive relocation packages for employees taking on international assignments, ensuring a smooth transition, cultural integration, and support for family considerations.
Align with business objectives, and ensure each work arrangement aligns with the organization’s strategic goals and operational needs.
Empower employee choice: Empower employees to choose work arrangements that align with their personal and professional preferences, while respecting operational requirements.
Maintain clear communication: Establish clear communication channels and protocols to ensure effective collaboration and coordination across different work arrangements.
Foster an inclusive culture: Foster an inclusive organizational culture that values and respects all employees’ diverse work arrangements and contributions.
Evaluate and adapt: Regularly evaluate the effectiveness of work arrangements and gather feedback from employees to make necessary adjustments and improvements.
Effective remote work and Global Mobility policies unlock new business opportunities and stimulate innovation. Organizations can create a working environment that attracts top global talent by offering the work arrangements that best suit their industry and employee needs.
Recommended reading: Employee relocation guides
What teams and stakeholders should be involved in remote work policy?
When crafting a remote work policy, it’s critical to take a team-based approach. Your organization’s various departments all have valuable input that helps shape a robust policy.
Of course, your HR team will play a pivotal role in developing and implementing a remote work policy. They know how to address employee concerns, manage benefits, and provide expertise on regulatory compliance and employment laws. But don’t forget your legal department, especially when it comes to those laws and regulations. In-house and external counsel can also provide guidance on data privacy laws, tax concerns, contract terms, and intellectual property issues.
Your finance team may provide remote workers with company-issued credit cards and policies regarding their use. They can also offer valuable input on the costs and benefits of remote work, including infrastructure expenses, the impact on profitability, and any potential tax implications.
IT is also essential, as they provide guidance on the necessary technology and communications equipment for remote work. IT can also advise on cybersecurity issues, how remote workers receive help, and how to keep data safe when outside the company network.
Remember that executive buy-in is essential for any remote work policy to succeed. While your C-suite may not contribute directly to the policy, they should be aware of its value to the organization. They can also provide guidance on how flexible work arrangements align with the overall corporate goals, which is helpful to keep in mind as you create the policy.
Recommended reading: How to position Global Mobility as the key to business growth
What should be included in a remote work policy?
After considering all the factors necessary to your organization and receiving input from all relevant teams, you’re ready to create a draft of your remote work policy. This template provides a guideline for the basics of any remote or hybrid work policy. Add or omit elements to suit your needs, and fill in the areas in italic text to help customize it for your organization.
Remote work policy template
Objective
This remote work policy provides a framework for employees working from locations other than the designated workplace. It aims to ensure a consistent and productive work environment while maintaining clear expectations regarding work hours, communication, and security.
Scope
This policy applies to (specify employee categories here, such as full-time or part-time workers, exempt or non-exempt employees, or specific job roles).
Remote Work Guidelines
- Eligibility:
Clearly define the criteria for eligibility to work remotely, considering factors such as job function, performance, and tenure. - Remote Work Setup:
Specify the requirements for a suitable remote work environment, including: - Home office setup: Adequate workspace, internet connectivity, and privacy.
- Equipment: Company-provided or personal equipment that meets security standards.
- Work Hours and Availability:
Outline expected work hours, including core working times and flexibility options. - Establish guidelines for communication and response times, such as email and messaging.
- Communication and Collaboration:
Define preferred communication channels (e.g., email, instant messaging, video conferencing). - Specify expectations for meeting attendance and participation.
- Encourage regular check-ins and team collaboration.
- Work Hours and Time Tracking:
Establish procedures for time tracking and reporting, ensuring compliance with labor regulations. - On-Site Requirements:
Outline any requirements for occasional on-site presence, such as team meetings or project collaborations. - Security and Confidentiality:
Emphasize the importance of data security and confidentiality. - Provide guidelines for handling sensitive information, using company devices, and protecting against cyber threats.
- Reimbursement:
Specify any reimbursement policies for home office expenses, such as internet or utility bills. - Review and Updates:
Establish a process for regularly reviewing and updating the remote work policy to address evolving needs and best practices.
Best practices for implementing a remote work policy
Once your policy is complete, it’s time to roll it out to the rest of the company. This can be challenging, especially if you already have remote employees who may have to change their daily routines. Launch an internal marketing campaign to help ease your colleagues into a policy-driven era of remote work. Whether through internal emails, informational flyers, or a quick speech at an all-hands meeting, explain the policy's purpose and emphasize its selling points.
Set a date a little bit into the future before making the policy official. This will allow time for your marketing campaign to reach its audience — your fellow employees. They can ask questions, provide feedback, or even make suggestions for a better policy. If a significant issue arises, this also gives you time to review other remote work policy examples, delay implementation, and revise the policy.
Once the policy is officially in place, it’s important to reinforce its guidelines. This is where executive buy-in can pay dividends. If the company’s leadership presents united support for the policy, most employees will take steps to ensure their compliance. Take these opportunities to again sell the benefits of remote work and how your policy supports the company’s goals.
What is the right policy for your remote workers?
Every organization is unique, so no one approach to remote work policy will fit all companies. While the template and guidelines presented above will give you a good start, you’ve likely got more to consider. Our report shows that HR teams say that the use cases of flexible work arrangements are becoming more complicated.
Considering how essential remote work is to your company’s future, it’s best to seek guidance on the many complex issues your policy must cover. Legal counsel can be prohibitively expensive. Localyze, however, has years of experience helping companies place workers all around the world. Using the insights gained over the years, and what we found as we prepared The State of Global Mobility 2025, Localyze can provide cost-effective guidance on remote workers and workations. In fact, the report shows that 77% of enterprises lean on external vendors like Localyze to support or review compliance requirements for workations. That’s because the leaders we talked to ranked a lack of in-house expertise as the fourth most significant barrier to implementing global mobility programs.
Just look at what Christoph Heckner, the team lead for recruiting solutions at Telefonica, said:
“Flexibility and hybrid working models are key in today’s world. Global Mobility, supported by Localyze, which offers visa and immigration services, helps us bring global talent to Germany. This way, we have the right people on board while promoting a dynamic, diverse work environment at O2 Telefónica.”
Contact us today to learn more.
