The shift to remote working, accelerated by the COVID-19 pandemic, has fundamentally changed the way employers manage their staff. While remote work offers numerous benefits, it also presents unique challenges that require new management strategies. This briefing explores the key areas where employers need to adapt, including health and safety, productivity, data security and monitoring employee activity.

Health and safety in remote work

• Ergonomics. Unlike traditional office environments, remote workers often set up their workspaces at home, which may not always be ergonomically sound. Employers should provide guidelines and resources to help employees create a comfortable and safe work environment. This can include tips on proper desk and chair setups, screen height and lighting.
• Mental health. Remote work can lead to feelings of isolation and burnout. Employers need to proactively support their employees' mental health by promoting a healthy work–life balance, encouraging regular breaks and providing access to mental health resources and support systems.
• Safety protocols. Just as in a physical office, employers have a responsibility to ensure that remote workers are safe. This includes making sure they have access to necessary safety equipment and are aware of emergency procedures, even while working from home.

A survey from Office Space in Town (OSiT) identified some of the impacts of lockdown remote working on wellbeing and health. With 70% of respondents working from home, 64% reported that their companies did not offer practical guidance to ensure their homes are compliant with typical health and safety rules, prompting longer-term health concerns. A further 29% reported a lack of suitable equipment as a disadvantage to homeworking, corresponding with research from the British Council for Offices, which reported a significant increase in musculoskeletal complaints, including just under 60% of respondents reporting neck pain, as well as back pain (55%) and shoulder complaints (56%).

Monitoring productivity

• Setting clear expectations. Clear communication of job expectations, goals and deadlines is crucial. Employers should establish measurable performance metrics and regular check-ins to ensure that remote employees stay on track.
• Using technology. Various tools and software can help monitor productivity without being intrusive. Time-tracking applications, project management software and regular virtual meetings can help managers keep tabs on progress and address any issues promptly.
• Outcome-based evaluation. Instead of focusing on the number of hours worked, managers should evaluate employees based on their output and the quality of their work. This approach can boost morale and productivity by providing employees with greater autonomy and flexibility.

Research by Ricoh Europe revealed that employers are failing to invest in technology to maintain productivity across their remote workforce, despite concerns about their output. Just over a third (36%) of employers say their organisation has provided the tools and technology to maintain employee productivity while working from any location. Despite the failure to implement new solutions, the majority of employers (53%) acknowledge that investing in AI and automation boosts productivity across a hybrid workforce. These findings come off the back of research released by Ricoh Europe that found that two-thirds (65%) of employers don’t fully trust their employees to work remotely.

Data security

• Secure connections. Ensuring that all remote work is conducted over secure, encrypted connections is essential. Employers should provide VPNs (Virtual Private Networks) and other security tools to protect sensitive company data.
• Regular training. Employees should receive ongoing training on data security best practices, including recognising phishing attempts, using strong passwords and securing their home networks.
• Access control. Implementing strict access controls and permissions ensures that only authorised personnel can access sensitive information. Employers should regularly review and update these controls to prevent unauthorised access.

Remote working and the knock-on effects on data loss are here to stay – and it’s a concern for IT leaders. According to a report, 56% believe remote working has had a direct impact on human error incidents in the past 12 months, and 54% believe it will make preventing breaches harder in the future. It is vital to ensure the technologies relied upon so much to continue operations are secure, adhere to appropriate standards of data protection and are utilised in a manner that is acceptable and mitigates the risk of unauthorised access or leakage of personal data.

Preventing illegal or inappropriate activities

• Clear policies. Employers need to establish clear policies regarding the use of company equipment and time. These policies should explicitly state what constitutes illegal or inappropriate activities and the consequences of engaging in such behaviour.
• Monitoring tools. While respecting employees' privacy, employers can use monitoring tools to track the use of company resources. This includes monitoring internet usage, email communications and the use of work devices to ensure compliance with company policies.
• Reporting mechanisms. Providing a confidential reporting mechanism for employees to report any illegal or inappropriate activities they witness can help maintain a safe and ethical remote work environment.

Back in 2013, Leanne Thomas, Employment Law Solicitor with Swansea-based DJM Solicitors, revealed that over one in four people had admitted to watching inappropriate content online in the workplace. While accessing porn is not illegal – unless it is explicit – the risks associated with lasting brand damage and employee harassment litigation are significant.

Her comments were in response to data released under the Freedom of Information Act that showed 55 Welsh Government workers had been disciplined for downloading pornographic material on their work computers. The staff were given a range of disciplinary punishments for downloading materials. Fifteen people were disciplined for downloading images showing sex or full nudity, three members of admin staff either resigned or left at the end of their contract, while the rest, including a senior civil servant, were given final written warnings.

In the next most serious category, which covered topless images, 31 people were disciplined. One was dismissed, three left and the rest were given warnings. Seven people were also given warnings for viewing inappropriate images.

Leanne Thomas said:

“Many workplaces will have policies in place to avoid such activity, banning access to – and the passing around of – inappropriate material in the office. Other methods of preventing the issue are putting filters on computer equipment and having clear disciplinary procedures in place. However, dismissing an employee for internet misuse can be a substantial cost to the employer and, as with many employment law issues, the best cure is prevention.”

Conclusion

Managing a remote workforce requires a comprehensive and adaptive approach. Employers must address health and safety concerns, find effective ways to monitor productivity, ensure robust data security and prevent illegal or inappropriate activities. By implementing clear policies, using the right technologies and maintaining open communication, employers can successfully navigate the challenges of remote work and create a productive, safe and supportive environment for their employees.