Homeworking - What Are the Key Considerations for Charities?
Significant numbers of staff are now working from home. For many this may be their first experience of home working while other may be more accustomed to it.
There is no clear indication from the government as to when social distancing measures may start to be relaxed and there may be a return to some kind of normality. Home working is therefore likely to be a reality for some time to come.
Below we highlight some of the key considerations arising from staff working from home:
Homeworking Policy
There is no legal obligation to have a homeworking policy. Many charities will already have one but it should be reviewed to ensure that it is suitable in the current environment. If you don't currently have a policy, we would recommend that one is drafted and implemented soon as possible.
Insurance
Most insurance policies will cover employees working from home but it would be advisable to check this to ensure appropriate cover is in place.
Support
Working from home for a prolonged period is likely to be challenging and stressful for everyone involved. Appropriate support may include guidance on how to promote mental health and wellbeing and highlighting access to any online or telephone support services.
Methods of keeping in touch should be established and it may be helpful to expect staff to attend remote team meetings. It is important that the line managers check in with their staff on a regular basis and that colleagues are encouraged to stay in touch. Establishing messaging groups and online social events can also be helpful in reducing feelings of isolation and promoting positive morale.
Equipment
Consideration should be given to any equipment that staff may need to enable home working. Upgrades may be necessary to the charity's IT infrastructure to allow some services to continue during the social distancing measures. This may include rerouting help and advice lines run by charities for the benefit of their beneficiaries or establishing a means of staff engaging with colleagues and beneficiaries remotely via video conferencing services.
IT Misuse
Staff should also be reminded of IT, communications and social media policies and consideration should be given to any aspects which need to be reinforced or varied to reflect the different methods of working.
Data Protection Compliance
The Information Commissioner's Office has issued clear guidance that data protection is not a barrier to increased and different types of homeworking, but charities will need to consider appropriate security measures.
Staff Data Protection Issues
Staff should be given clear information about the HEI's approach and expectations regarding online learning and how their personal data will be used.
Staff should also be given guidance on how to protect and look after confidential information whilst working from home.
Staff Workload Expectations
It will be helpful for charities to provide some clarity for staff on the duties and responsibilities they are expected to discharge during this time and ensure that the requirements are reasonable, commensurate with their usual contractual obligations and recognise the new way of working.
It may be helpful to give some guidance on working hours and staff should be encouraged to take regular breaks, to ensure compliance with the Working Time Regulations and for their well-being.
Caring Responsibilities
Some members of staff may have childcare and caring responsibilities and consideration may need to be given to short-term flexible working arrangements that recognise the challenges that balancing home-schooling or caring with their work commitments may pose.
Ill Health
Staff should be advised of the protocol for notifying you if they are unwell and unable to work.
Charities should ensure that staff with ongoing health difficulties/other personal issues are still able to access the appropriate support as usual.
Health and Safety
Your obligations to protect the health, safety and welfare of your staff and the health and safety of others affected will continue.
You should assess the particular risks posed by staff working from home. Although the HSE has said that there is no need for this to be done formally if only required on a temporary basis, given the prolonged lockdown, we recommend that you give staff the resources to assess their own workstation for suitability if they have not done so already.
Where a staff member identifies any health problems caused by working from home, eg anxiety or musculoskeletal issues, you should consider how you can support them to manage these difficulties.
You may find the following resources helpful in your planning during this period: