Pre-Telecommuting

• “I’m considering allowing some employees to telecommute but I keep hearing stories about how hard it is to know they’re working when they’re at home. Are there things I can do to ensure a better result?”

My HR Survival Tip

Telecommuting has gained popularity over the years but, as more companies allow it, concerns about efficiency and productivity have risen.

Getting the most out of telecommuting requires getting your internal processes set up first. If your team is used to talking with each other over cubicle walls, moving paper from desk to desk, and waiting for others to tell them what to do next, you don’t have good candidates for telecommuting.

Could your employees do their work successfully and efficiently completely through their computers? No paper documents being shared. No handing you something to physically sign. No one telling them what to do next.

Successful telecommuting obviously requires the right equipment but look beyond the equipment:

• Communicate virtually — Can your employees talk about complex ideas or issues in real time but without clues from body language or seeing what they are discussing? Do they have the ability to have their words create pictures or avoid misinterpretation? Do your employees know the simplest and most efficient method for communicating while they’re at the office? How often do they or should they communicate so everyone know the status of projects or tasks? You need to establish your norms and train your employees on the process.
• Coordination of work — Again, you need systems for accomplishing projects. Does everyone know the workflow? Do they understand how their works fits with the rest of the project? What process do you have to know things are on track? Do you have performance metrics, detailed project plans, and clear roles for each employee? Do you have managers who are role models for your processes and who know how to teach others and make sure they are adhering to your protocols.
• Team culture — Define your culture in a way that everyone can picture it and explain it to others. It can be lonely out there when you have remote workers. Develop methods your telecommuters can use to build trust with their coworkers. This may require putting your employees together periodically, such as when they are first hired and then quarterly or annually after that. Spending even a brief time with each other helps make them feel more in tune and makes it easier for them to work together.

Having employees telecommute isn’t as easy as many people think but it doesn’t have to be impossible. If work isn’t organized when everyone is at the office, telecommuting will only complicate things. You’ll know you’re ready to have employees telecommute when the workflow is moving smoothly, employees are easily working as a team, and you know how to measure efficiency without actually seeing your employees doing their work.