In response to the current health crisis, many of us are working from home. While some organizations already had comprehensive work from home policies in place, most of us were scrambling to get something in place as quickly as possible. We wanted everyone to be safe and to keep as much of our business running as possible. In the rush to get people up and running at home, we may not have had time to consider some of the nuts & bolts that continue whether people are working on-site or at home. Regardless of the size of your business, here are some things to keep in mind.

Timekeeping

Timekeeping applies to non-exempt (hourly) employees. Overtime calculations and meals & rest breaks are challenges even in the office. It is such a big issue that we can’t let it slide because people are at home. If you are not currently using an online timekeeping system, you’ll need to find a method that can be tracked and retained in the event there is ever a claim about hours. This Time and Attendance Systems article from Business News Daily can help you determine what kind of system you may need.

• All non-exempt (hourly) employees must be paid overtime. In California, that means overtime is paid after 8 hours in a day and/or 40 hours in a week. Time spent on phone calls to the office or clients’ must be counted. Talking to your cousin about the kids is not on the clock. Time can be more flexible working from home, that is, it doesn’t have to necessarily fit into the 8 a.m. – 5 p.m. time slot, unless that is essential to your business. What matters is the actual number of hours worked in the day and week.
• Regardless of where your employees are working, they are still required to comply with federal and/or state laws about taking their meal and rest breaks. It can get a little tricky – is putting the laundry in the dryer considered a rest break? Does standing in front of the fridge trying to figure out lunch count toward the meal break? It sounds a little silly, but without the structure of the workplace, things can get a little muddy. Be sure people understand what those breaks really mean at home.

A meal break is 30 minutes in which they do not work for your business, so the fridge counts. A rest break is paid time and is usually 10 minutes, one in the morning and one in the afternoon and is a time when they also are not working for the business. Putting the laundry in the dryer could qualify as a legitimate paid break. Employees need to clock out for anything over 10 minutes. People working at home have the same timekeeping responsibilities for meals as they would on-site. It may take a little more reminding since their environment could have many more distractions, but it is worth the effort on this hot button issue.

Expense Reimbursement

• Not usually a real issue at work, but now employees will need to buy paper, pay for internet, delivery services (e.g. FedEx, UPS, DHL), cell phone calls for business, maybe even a computer, printer or scanner. Before too much time goes by, figure out what your policy will be. What will you supply and what will you reimburse? Do you want employees to buy from a preferred vendor that gives you special pricing? Are there some limits on what/how much employees can spend? If you can get a basic outline together and distribute it to everyone working at home, it will save hours of decision making when the reimbursement forms come in and you’ll be able to maintain a consistent and fair policy for everyone.

Safety

• We take safety for granted in the workplace. We’re all there; the environment is the same; we can monitor any safety hazards in a walkthrough. Not so when people work from home. Can I file a Workers Compensation claim if I step on a Lego or a Barbie high heel? Maybe. We can be assured it will be tested. As the employer, we are required to ensure the safety of our workers regardless of where they are working. If we had time to plan for working remotely, we might have asked for safety information or even an inspection of the employee’s workspace. Now chances are that employees may be working at the kitchen table or other makeshift desk spaces instead of a well-structured designated workspace. In these circumstances, it is essential that we communicate the basics of workplace safety so our employees will be aware of what to look for in their environment and make the needed changes.

Be sure to find out if your Workers Compensation policy covers employees who are working from home. If not contact your broker so see what can be done in this exceptional time.

Data Security

• Data security is a major concern for all businesses. As people work from home in environments that have less control of technology, there are some extra things to consider. Have you thought about the security of Zoom or other teleconferencing applications? Is Alexa or Google Home picking up things that threaten business security? Do the devices employees use have good security software in place to protect them from outside threats?

Remind employees that even though they may be using their own equipment to work – laptop, cell phone, company email – it all data belongs to the company, just as it would in the office. If you are not working in a cloud environment, you’ll want protocols to access and backup any data employees may have on their own devices.

There are numerous other important things to consider. Use the technology experts to help you navigate safely through these changes.

Benefits

• The guidance on the Federal emergency benefits is challenging. Take the time to understand FFCRA, CARES, and FMLA amendments. Reach out to experts, if need be, to be sure you can use them most effectively for your people. Focus on applying these benefits fairly and consistently throughout your organization.

Productivity and Performance

• Accept that productivity will go down. People will be dealing with fears and concerns; children will be home who need help with homework; elderly parents may need extra help. Many business owners are still trying to adjust to the idea of not being able to see their people. They are asking, “How will I know if they’re working?” The answer? How did you know they were working when they were all in the office? Our big focus needs to be on “what” was accomplished not “how.”

 In this challenging time count on people to do their best and support them in any way you can.

• Help everyone in your organization stay connected through technology, company updates and information, messages and even online events. A colleague of mine arranged a half-hour online meditation session for people in the office and working at home. It got rave reviews! Be creative! Don’t forget your Employee Assistance Plans (EAP). They usually offer a broad range of services. Be sure that everyone knows what’s available and how to connect for the assistance.

The role of HR during this time is a moving target. Benefits are changing. Demands on employees can be exceptionally difficult. We don’t have the close contact with people or the structure we rely on to help us be compliant with state and federal regulations. And because we are separated, we need to work harder to stay connected and manage workflow and people. When there are so many things to do, it sometimes helps to narrow our focus to the most essential things. By focusing on these key areas, we’ll be able to manage the challenge with the basics covered and be on stronger ground when we are all back together again.