How to organize remote work

According to a survey conducted in February 2023, 27% of Russian citizens choose to work remotely or prefer a hybrid format. It is the remote format of work that the majority of participants noted as the most convenient, so let’s give it five points out of five.

Various spheres of business have long faced the need to organize convenient and safe remote work for their employees. But, if earlier this task could be put off in a long box, now the transition to remote work has become a global and indispensable trend.

How to organize remote work Among those who most often work online, we can distinguish IT-specialists, HR-managers and accountants. Increasingly, the remote format of work is becoming not a matter of personal choice, but a necessity. In this regard, the main task for company management is to effectively organize the transition of employees to remote work and ensure the timely completion of all tasks. We have prepared for you a list of useful recommendations that will help you effectively organize remote work.

Definition of remote work

Remote work is a form of professional activity in which an employee performs his or her duties outside of a traditional office space. It can mean working from home, a cafe, co-working space or any other place with an internet connection. The main difference between this form of employment is that the employee and the employer are in different locations, and the main interaction takes place through collaboration tools.

The following types of remote work are distinguished:

Permanent (regular) – the employee always works remotely, without working days and a stationary workplace in the office.
Project (partial) – an office employee is transferred to work from home for a period of up to six months, during which he is not required to visit the office.
Hybrid (periodic) – office and remote work alternate, depending on the schedule agreed with the employer.
Emergency (dangerous situation) – all or some employees are temporarily sent to work from home due to extreme circumstances, such as: epidemics, natural disasters, fires, etc.

Advantages and disadvantages of telecommuting

Research data indicates that the benefits of telecommuting for employees often outweigh its disadvantages. The coziness of a home environment not only increases comfort levels, but also contributes to productivity. However, not everyone prefers to work remotely, and the reasons for this may be different: children may be in the way at home or there is no suitable workplace with the necessary equipment.

Benefits of remote working for employees:

Flexibility: Employees can choose where and when to work, how much time to devote to the work process, which allows for a better work-life balance. Saves time and money: There is no need for long commutes, saving time and money on transportation. More opportunities: Employees can search for jobs and work from anywhere in the world, without being limited by where they live. Stress reduction: Working in a familiar home environment can reduce stress levels.

Advantages and disadvantages of telecommuting

Research data indicates that the benefits of telecommuting for employees often outweigh its disadvantages. The coziness of a home environment not only increases comfort levels, but also contributes to productivity. However, not everyone prefers to work remotely, and the reasons for this may be different: children may be in the way at home or there is no suitable workplace with the necessary equipment.

Pros for businesses

Organizations have adapted to the new realities, making remote employment a convenient option for their employees and profitable for themselves. Let’s take a look at the benefits of the remote work format for businesses. Attracting and retaining valuable employees. By giving employees the opportunity to work from home, you show trust in him or her. This builds loyalty to the company, which in turn increases productivity and employees’ desire to grow within the same organization.

Increased productivity. Many employers mistakenly believe that the home environment reduces employee efficiency and promotes laziness. In practice, however, this is not the case: employees who work from home often complete tasks faster, without wasting time on coffee breaks and conversations with coworkers.

Reducing office space costs. Renting office space and equipping workstations are among the major sources of expenses for employers. By switching to remote working, these costs are minimized. Some companies are doing away with office rentals altogether, offering their employees to work exclusively from home.

Finding the best staff. Not always the specialist you are looking for is in your city, even if it is a major metropolis. Remote work provides an opportunity to find the right candidates regardless of their location – in another region, or even in another country.

Minuses for businesses

Remote working might be more widespread, but employers see significant disadvantages to it. As a consequence, many organizations are opting for a hybrid work format for their employees. Let’s take a look at what negative aspects the remote format has for businesses.

Decision-making responsibility. An abrupt transition from remote to face-to-face work can reduce employee loyalty. It is advised to make this transition gradually by adopting a hybrid work format. Limited control. Another disadvantage of remote working is that it becomes more difficult for management to control employees. To solve this problem, you can use time trackers and set clear deadlines for tasks.

Problems with candidate selection. It can be more difficult for HR professionals involved in sourcing and recruiting for remote work to assess the qualities of an applicant. In such cases, there are usually several stages of interviews.

The main stages of organizing remote work

Making the transition to remote work is a process that requires clear planning, preparation and implementation. Each step of this process has its own importance and requires special attention. In the following sections, we take a closer look at each of these steps and share recommendations.

Organize communication between employees

It is important to establish clear communication channels and hold regular remote meetings so that there are no misunderstandings between employees and they can successfully implement joint projects.

It is important to determine in advance which communication methods will be used for urgent communications and which are more suitable for scheduled meetings. For example, email is better for exchanging documents or discussing non-urgent tasks. Messengers are great when you need to quickly get in touch with a colleague. And video conferencing platforms will be useful when discussing projects together.

It is recommended to create separate chat rooms for different projects. If the team is large, the correspondence can be divided according to functional areas: business team, developers, sales department. It is also possible to create a common chat room for all participants It is also advisable to immediately set clear instructions for employees and specify the following points:

which applications must be installed without fail;

the purpose of using the applications (audio/video, urgent/non-urgent); the order of the conversation (non-stop Q&A, agenda planning, length of discussion). Planning workflow  is one of the key components of a successful remote work organization. It includes assigning tasks, setting deadlines for their realization and control during their implementation. To do this, you will need a thorough analysis and understanding of the specifics of each employee’s role in the company.