Virtual Work

Virtual workplaces are advantageous in the information age, where technology is advancing rapidly. A virtual workplace enables individuals to work from any place in the world at any time. This is convenient for both the employee and the customer. For international business, it meets the need for excellent, timely customer service.

What Does Working Virtually Really Mean?

As businesses move toward fully online systems, the need to be on-site to provide administrative support is diminishing. Virtual does not imply physical absence; the broader concept of virtual, or remote, working is about having someone perform in a trusted role within the business, even though you do not see them for most of the work.

A virtual work environment can be beneficial for both employers and employees when done correctly. Virtual workplaces streamline systems, reducing costs and increasing efficiency. And a virtual workplace is often easier for employees because it consolidates services and supports communication.

Five Key Factors to Run a Successful Virtual Business

1. Technology: The right technology tools will work to keep your team members in touch, keep projects running smoothly, and make information quickly accessible. Tools to help managers set goals and deadlines, along with collecting feedback, help them keep tabs on the bigger picture. Communicating virtually has never been easier. Strengthening the connection process supports a strong company culture – an essential element in a virtual workplace.
2. Trust: If a business owner cannot trust their employees to do their jobs remotely, a virtual workplace will fail. There needs to be complete buy-in from the top down to support a flexible work environment based on mutual trust. Specific expectations should be set for employees about their role in the company, the work they own, and how performance will be measured. If this information is clear for all parties involved, then the logistical details of how they get their work done are less critical.
3. Time Management: Some people may find working virtually too challenging. Separating work time from personal time may be distracting for many. Helping your team set boundaries for themselves so they can focus productively during work time, while also acknowledging the need for personal time, will increase engagement and retention of your virtual workforce.
4. Sense of Community: Even if your employees are not together all day, they can still enjoy a great sense of bond and purpose and function highly as a team. Encourage employees to make time available during the day, so their teammates will know when they can reach out for a quick brainstorm or to take a virtual break together to chat. And use video chat as much as possible for team calls and virtual meetings.
5. Inform and Acknowledge: Sharing company news and information regularly is also valuable to help everyone remember that they are part of something bigger, even as they toil away in their home office. Celebrating successes, milestones, and goal achievements is a great way to highlight the good things happening in the company. Give shout-outs to team members who have had a nice win, finished a project, or overachieved – they will appreciate the recognition.

What Does Hybrid Work Really Mean?

Hybrid work is the middle ground between in-person and remote work. Hybrid work allows employees to split their time between working from home and in the office during the week. There are many benefits that come when you have a hybrid work policy in place, including cost savings, reduced burnout, improved engagement and retention, better work-life balance, and more.

Hybrid work lowers expenses for travel, utilities, and on-site resources. It helps employees manage their energy more effectively by balancing deep-focus time at home with social interaction in the office. With the flexibility of hybrid work, employees feel trusted and valued, and without lengthy commutes, they can spend more time with friends and family.

Implementing a Virtual or Hybrid Work Policy

With remote and hybrid work comes a lot of trust. Having a policy in place helps align managers’ and employees’ expectations, ensuring operations continue to run smoothly. Here are some aspects to include in your own policy:

1. Scope: Does this policy apply to all full-time and part-time employees?
2. Definitions: Clearly define hybrid work, remote work, and other applicable terms to reduce misunderstandings.
3. Work Schedule Expectations: Set expectations for remote or hybrid work. Are employees expected to work the same set hours? Is there a minimum number of days hybrid employees must be in the office?
4. Communication Expectations: Explain whether employees must remain reachable during business hours. And outline approved communication tools that everyone should use.
5. Technology: Will the company provide equipment, or is it the employees’ responsibility? Will employees be reimbursed if they purchase their own equipment?
6. Data Security and Confidentiality: This is one of the biggest concerns when it comes to remote and hybrid work. Explain secure Wi-Fi usage policies, confidential information handling, and device and password protections.

There are a few considerations to include in your remote or hybrid work policy. Other aspects will be more company-specific.

How Do I Ensure Success with Virtual and Hybrid Work?

HRDQ-U offers a wide range of learning resources to equip you with the tools to manage remote and virtual work. 

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