Enter: The Remote Handbook
Discover more from All Remote - with Mark Wormgoor
Enter: The Remote Handbook
Now, you’ve onboarded your (fractional) Head of Remote? What’s next. Let’s dive into the remote handbook. What’s in it? How do you use it? How does it help you effectively manage and support your remote workforce.
What is in it?
A remote handbook outlines the policies, procedures, and guidelines for remote work within an organization. It is an essential tool for organizations that have a hybrid or all-remote workforce, as it helps to ensure that remote employees understand the expectations and requirements for working remotely, and that they have access to the resources and support they need to be successful.
A remote handbook typically includes several key sections:
Communication guidelines: Outlines how remote employees are expected to communicate with their colleagues, managers, and other stakeholders. It may include specific instructions for using communication tools like email, instant messaging, and video conferencing. It should include guidelines as to when to use async communications, or when to schedule meetings or check-ins. This section should also include guidelines for maintaining company culture and connection while working remotely.
Productivity expectations: Outlines how much work remote employees are expected to accomplish and when they are expected to be available and responsive to colleagues and managers. It may also include guidelines for taking breaks and time off. This section should also include guidelines for maintaining a healthy work-life balance.
Collaboration guidelines: Outlines how remote employees are expected to work together with their colleagues and managers. It may include specific instructions for using collaboration tools like project management software, shared calendars, and document sharing platforms, as well as guidelines for how to share information and coordinate tasks. This section should also include guidelines for maintaining effective and efficient teamwork.
Technology and equipment: Explains how the company will provide the necessary technology and equipment for remote employees to work, such as laptops, internet access, and necessary software. This can also include the company’s policy on the use of personal equipment. This section should also include guidelines for maintaining the equipment and the software, and what to do in case of technical difficulties.
Security and data management: Outlines the company's policies on data management and data security, and how remote employees should handle sensitive information. This section should also include guidelines for maintaining data security and privacy while working remotely.
Compliance: Outlines the company's compliance policies, such as labor laws, contracts, and security regulations. This section should also include guidelines for ensuring that remote employees comply with the company's policies and the law.
Employee development and growth: Outlines the opportunities for remote employees to grow and learn, and provides the same benefits as in-office employees, such as training and development programs, career opportunities, and recognition programs. This section should also include guidelines for maintaining employee engagement and motivation.
It's important to note that the sections listed above are not exhaustive, and the specific contents of a remote handbook will vary depending on the company and the size of the remote workforce.
How to create and maintain one?
When it comes to creating a remote handbook, it is important to involve your team in the process, to ensure that the policies align with their needs and that they understand the expectations and requirements for working remotely.
Together with the handbook, create a clear communication plan. When you get to deploying it, ensure everyone takes their time to understand and absorb the contents. Gather feedback from all employees on the handbook, ensuring it aligns with their needs. This will help to ensure that the remote handbook is both effective and well-received by remote employees.
Post deployment, make sure everyone has access to the handbook, and that all remote employees understand and agree to follow the policies and procedures outlined. Include specific orientation sessions on the remote handbook for all new joiners.
By allowing for all employees to continuously suggest improvements or updates, the document becomes a living document. Communicate all updates to the handbook to everyone in the organization.
Great Examples!
Looking for some inspiration? Some of the leading remote companies have published their remote handbooks.
GitLab's Handbook: GitLab is a fully remote company, and their remote employee handbook is a great example of how to create a remote handbook that is both informative and engaging. The handbook includes sections on communication, collaboration, technology, security, and compliance, as well as a section on the company's culture and values. One of the things that makes Gitlab and this handbook stand out is how they use their own Gitlab tools to manage the handbook. They allow all their employees to use Gitlab to propose edits or changes to the handbook.
Trello is another great example of a company that has used its own tools to create an integral employee manual - built in Trello here.
Finally, 37 Signals (the owner of Basecamp and Hey) has taken a very different approach to their handbook. Instead of a manual, they’ve documented, you’ve guessed it, 37 signals that define them.
In summary
In conclusion, a remote handbook is a must-have for organizations that have a hybrid or all-remote workforce. It helps to ensure remote employees understand the expectations and requirements for working remotely, and that they have access to the resources and support they need to be successful. By involving remote employees in the creation and maintenance of the handbook, clearly communicating the policies and procedures outlined, and keeping the handbook up to date, organizations can effectively manage and support their remote workforce.