Remote Work and Summer Travel

As I write this blog, I am working at my elderly parents’ home, hours away from my home office, while they are out running errands. After I finish work, my gears will shift from employee-mode to daughter-mode. Where I will assist with tasks for which they need my in-person help. At the end of the day: work tasks = ✔ and daughter-mode tasks = ✔.  Having this flexibility to work in an alternate destination motivates me to continue to go above and beyond for my employer.  COVID spotlighted the growth of the remote work concept and showed the world that many roles could be effectively completed somewhere other than a typical office environment. That message has encouraged many employees to collaborate with their managers on enhanced flexible working arrangements allowing employees the ability to work in destination locations.

Working in a destination location offers the employee the ability to work as usual, and then after work, experience new sights. Or connect with others outside the employee’s home. An employee, with the proper tools, can work anywhere…their elderly parents’ home, between long airport layovers, at a summer or winter home, in a different city, or at the hotel / AirBnB before their child’s event. An employee’s partner might need to travel to a domestic or international location so why not work together remotely for a period of time?  In a post-COVID world, remote work is embraced by employees and companies, as long as productivity is not impeded. With careful planning, strong supports in place, and clearly defined parameters, employees can productively work in alternate remote locations offering the ability to perform and rejuvenate.

Remote Work Guidelines

There are many factors for HR and managers to consider when establishing guidelines for remote work outside the home office.  Working in alternative remote locations, such as destination locations, does not mean the employee is on vacation. Job responsibilities must be completed; however, it can be revitalizing for employees to work in a travel spot of their choice. To help employees understand what geographic work options are available, clearly defined policies and open communication with management are essential. In any role, communication is the pivotal concept that determines the relationship between employee and manager.  The two make a team, and they must be in tune with what goals, timelines and expectations exist for each other.  Location of employees is irrelevant if either the employee or the manager cannot effectively communicate ongoing efforts to achieve the company’s goals. 

Alternative Remote Work Policies

When crafting alternative remote work policies, HR and management must address key items:

• Locations – Are there any locations (countries or cities) that are prohibited to work? This could be due to security concerns, lack of accessibility to essential resources, or outbound travel constraints.   
• Work hours – Will work hours vary? How will work hours be adjusted if time zones are different? Will there be any flexibility to work in the evening instead of the day?
• Length of stay – Is there a time limit that an employee can work at an alternative location? How will the employee recover productivity to offset travel time?  
• Equipment – What equipment will be provided by the company and the employee? What hardware and software are required for use? Is there a need for converters if working internationally?
• Damage and/or Theft – If a company device is damaged or stolen, what is the timeframe to report the loss? How will company devices be replaced?  What is the process to mitigate loss of data? Can the employee use a personal device as a temporary replacement for a company device?
• Security – What are the expectations to maintain security of confidential material? Especially for businesses who handle sensitive tasks, are there locations that an employee cannot work to maintain security?  Consistent Virtual Private Network (VPN) use and prohibiting the employee’s use of free, unsecured wifi are typical expectations. 
• Fees – Who is responsible for certain fees? (i.e. mobile hotspots, shared workspace venues, internet fees, etc.) Are there any fees that the company will not cover? Include a clause that additional expenses should be pre-approved to mitigate the potential for employees to expect reimbursement for line items that could be denied by the company.
• Tenure – Is there a length of time that the employee must have worked before an employee can work at a destination location outside a home office?  Companies might want a specific amount of time to evaluate the employee’s productivity, dependability, and communication skills before offering this option. 

Managing productivity

When working at a destination, although work hours might vary, work responsibilities do not. An employee working at an alternate destination must maintain their focus on their essential tasks for completion and not allow distractions to affect their performance.  Staying organized is crucial to ensuring tasks are completed on time. Organize oneself with electronic checklists to verify tasks and questions are addressed.  Managers should schedule periodic check-ins with the remote employee no matter the remote employee’s work location.

Check-ins should be on camera for a more personal feel. Chat software can be used for ongoing communication with managers and teammates during the workday. Use a shared calendar so teammates are aware of meetings, project due dates, and other key timelines. Create a travel friendly work area. Confirm there is adequate desk or table space for devices. Make sure video meetings are in reduced noise areas with backgrounds that do not detract from the content being discussed. While an employee might be working waterside and maintaining focus, it can be distracting to others if they see and hear “tourist-y” sights and sounds.  Noise canceling headphones are a must for any remote employee. 

Tools

The best part of remote work is that the tools necessary to perform are often what employees already have and use, making the transition for employees to work anywhere in the world more feasible for companies. Connectivity is essential when working remotely so an employee must have reliable, high-speed internet access wherever they work.  Before traveling, the employee should research the internet connectivity and security options in the alternate work destination. Use a Virtual Private Network (VPN) to ensure security of communications and data. 

Mobile hotspots are an option, but consider investing in a portable wifi device. If taking or shipping company equipment, get company permission first. Bring technology that replicates the home work office. If an employee uses one or more monitors, include those items when packing, and ensure they are carefully shipped with tracking and insured. Locate shared workspace resources before traveling. Working at a shared workspace offers the benefit of stable, speedy internet, electric plug-ins, and private areas for calls and confidential work. These spots can be rented for a day, week or month. Using SaaS tools like an applicant tracking system and onboarding platform allow HR and other hiring professionals to work anywhere in the world where there is an internet connection. 

Conclusion

Working remotely outside the home office does not have to impede productivity. Having the opportunity to see new sights or visit loved ones in non-local areas after work can boost the mental wellbeing of employees.  Productive employees who feel connected and supported by their employers are more likely to stay at the company. This provides the opportunity for the company to promote its benefits. As well as enhance its allure as a positive place to work. Also, enhanced flexibility could reduce turnover therefore saving time and money, eliminating costly turnover. Some employees seek to have solitary time in a different location. While others might want to take extended time away with their families but still work effectively. Different surroundings can generate heightened productivity with multiple personal rewards where the employee and the company both win. Let the creativity flow wherever you go!