Because of the current COVID-19 pandemic, many companies have implemented work-from-home policies, at least temporarily. This transition started in March 2020 and was relatively swift. As employers and their employees adjust to their new normal, some issues that may have flown under the radar in the past must be addressed.
Remote work can be fantastic at a time when work and life need to blend much more harmoniously. It is, however, riddled with problems for both managers and employees. Employers are still responsible for their employees’ health, safety, and welfare even if they’re no longer working on company premises.
We’re more than a year into the pandemic, so most remote employees will have already equipped their home offices with a comfortable chair, decent desk and suitable monitor in case these items were not already provided by their employers. Those who haven’t are at higher risk of developing eyes strain, back pain, and repetitive strain injuries.
Some of the other risks employers need to consider are remote employees injuring themselves while working from home, data breaches and damage or theft to the equipment supplied by the company.
Many remote employees have also reported that they’ve been working longer hours because of the lack of boundaries between work and home, which can lead to burnout and other complications.
It’s important to address these challenges because remote working might be here to stay even after restrictions are lifted.
Last year, when the BBC surveyed 50 large businesses ranging from banks to retailers, 24 of them had no plans to have their remote workers return to the office. Remote work does come with some significant advantages for employers. For example, they can save money since they don’t have to provide as much working space for their staff. At the same time, their employees report greater job satisfaction which is beneficial for staff retention, and productivity is higher because the flexibility seems to increase motivation.
But companies need to be aware that their remote employees are lone workers, which should be considered, especially in matters of mental health and well-being.
With a homework policy, everyone will know how to set up their home office, including how risk assessments will be carried out, who will provide the necessary equipment and under what conditions and how the work itself will be managed, including information security.
Potential Accidents and Injuries Employers Need to Consider
The main issues employers need to take into account are the health risks their employees are exposed to when sitting at their desks for long periods of time and using display screen equipment – eyes strain, back pain and repetitive strain injury.
Of course, employers also have to consider the mental health implications of working from home and having limited contact with colleagues and managers.
Then there are other risks like accidents related to work equipment such as fire and electric shock.
If employers fail to meet their occupational health and safety obligations, it can lead to investigations and sanction from the Health and Safety Executive and the employees are entitled to file personal injury claims. You can learn more about the legal implication by visiting Compensation Calculator UK.
There’s also the risk of reputational damage, a breakdown in the management team’s relationship with the employees, and a drop in productivity.
Employers should carry out risk assessments of all work performed by their employees, including the ones working from home. If physical risk assessments are not feasible, they could be done electronically through questionnaires, and remote workers should be given guidelines and training. Reasonable adjustments will need to be made for staff members with disabilities, and the needs of employees with caring responsibilities should also be taken into account.
Another aspect employers must be aware of is insurance. Employer’s liability insurance is mandatory in the UK, and it must also cover remote employees. Insurance policies differ, so employers need to check and make sure their current policies offer suitable coverage. Otherwise, they risk getting fined by the HSE or having to pay out of pocket for potentially significant personal injury claims made by their employees.
Remote employees must also take reasonable steps to protect their own health and safety, including regular contact with their management team and notifying them of any potential risks.
When feasible, employers could carry out the necessary risk assessments by sending a safety consultant to the employee’s home. IT professionals may also need to inspect the home office equipment and the security of the connection between the remote working locations and the company’s network. Companies need to implement RMM softwares to maintain compliance with data protection obligations, so they need to make sure that their remote employees who are using their own computers follow data protection standards. Managers may need to get employee consent to monitor work communications on these devices to ensure that the data transferred between locations are secure.
Employers need to make sure that:
their employees
- can work safely from home
- the equipment is secure
- reasonable adjustments are made for remote employees with disabilities
- the lighting and workstations can provide adequate support and won’t increase the risk of injuries
- electrical cables are secured to prevent injuries from power surges or trips
- the smoke fire and carbon monoxide detectors are properly installed and tested regularly
- the office equipment is secured through suitable locks and alarms
- managers maintain regular contact with remote employees.
Data Protection
Companies need to maintain compliance with data protection obligations, so they need to make sure that their remote employees who are using their own computers follow data protection standards. Managers may need to get employee consent to monitor work communications on these devices to ensure that the data transferred between locations are secure.
They’ll need to provide employees with the proper training on data protection and set explicit limits on what is permitted. The use of the company computer or network by anyone other than the employee should be prohibited. All devices with access to the company servers and networks such as laptops, smartphones and tablets will also need to be checked. Furthermore, employees should not connect to public Wi-Fi using devices attached to the company network.
Additional important aspects to consider are:
- conducting cybersecurity reviews of the remote working location
- implementing robust security protocols, which include ID and password combinations, back-ups and other cybersecurity defences which need to be routinely updated
- access to sensitive information should be protected, especially if there is third-party access at the remote working location
- the IT department may want to confirm that each employee’s internet service provider offers adequate security
- cyber insurance.