The Future of Work: Is Telecommuting Right for you ?

By Jeff Farnsworth, CAMEx, CCAM-PM.ND

During the pandemic, many management companies made the switch to remote work to keep business going for our clients. Once the world seemed to open up again, many companies kept telecommuting options in place as a benefit to their employees.

As we progress as an industry, many of us have mixed feelings about the value of remote work and the effort needed to keep morale up and synergy strong. Some are trying a hybrid approach while others have pulled employees back in the office. Telecommuting is here to stay, but is it the right move for your company?

Tools for Telecommunicating

As fiduciaries for the local communities we serve, we manage a lot of sensitive client data. From bank accounts to legal documents, our role as the custodian of records implies that we have safeguards in place to protect this important information. However, implementing these safeguards may require upfront investment costs to secure the remote infrastructure, such as virtual private networks (VPNs), firewalls, endpoint protection, encryption solutions and cloud security options. Not to mention the cost for company owned hardware and the maintenance and upkeep of ever evolving technology. There is also considerable benefit to hiring an IT team to consistently monitor communications, implement security needs and recommend upgrades for company owned hardware and software. Many can assist with cyber training programs and implementing this into Microsoft teams or your existing CRM.

Even with encrypted company laptops, there is always a risk that an employee will use their device in a local Starbucks or library and jump on public wifi. This increases the risk of exposure to hackers or third parties monitoring these open environments. Having a strong telecommuting policy and regular cyber security training can greatly assist in minimizing these risks.

A good telecommuting policy should be created by a knowledgeable employment attorney with insight and collaboration to address your company’s unique processes and vision. It should address topics like working hours, workplace safety, availability requirements, performance and accountability standards and information on eligibility for reimbursement of company related purchases. A strong telecommuting policy should also compliment your employee handbook, and both should be reviewed on an annual basis to account for any statutory or company related changes.

The People Behind the Screens

On top of financial investments, offering remote work also requires significant challenges from a human resources standpoint. While we may benefit from happier employees and reduced burnout, we must also remain connected and aware of the potential for isolation and decreases in morale. When employees are telecommuting, they have fewer spontaneous interactions that can promote innovation and teamwork. It can be harder to build relationships with colleagues, especially for new hires. This can cause employees to feel disconnected from the company’s mission and team mindset.

One method of battling this is to require “in-office” days. Depending on your physical work environment, this may or may not be possible. Offering remote company devices may have replaced in office devices and doubling up may not be financially viable for your company. However, with docking stations, the employee can bring their laptop to the physical location and plug into desk monitors just like they would at home. The importance of bringing employees back into the workplace is that you should have a valid reason for them to be there. Scheduling in person one on ones or engaging in potlucks or other company events can help bring your staff together and create meaningful in person interactions.

If you do not have the ability to bring employees together in a physical location, consider investing in collaboration tools. Platforms like Slack, Zoom and project management tools can facilitate teamwork. Virtual happy hours, or other get togethers can be fun and a good way for remote teams to let off some steam. There are many online group games and apps to use to help increase team bonding and synergy. There are even some professional companies that specialize in hosting online work parties. Try to plan events like this so you don’t forget or get sidetracked by all the other distractions available to us in this industry.

If you are a remote employee, let your supervisor know what is important to you. Our employees are our largest investment and knowing what motivates our team is critical. You may need help with time management or more training with technical applications to succeed. Everyone is different and some employees may prefer to be in the office, so it is imperative that the team communicate when things aren’t working as well as they should and work together to find solutions. Don’t be afraid to innovate and think outside of the box.

Telecommuting can be exciting and offers many benefits if it fits or helps accentuate your team’s vision.

In addition to offering telecommuting to existing staff, there is also an opportunity to explore outsourcing parts of your business to assist with a decrease in office staff or physical workspace. There are many companies that help with remote accounting or administrative personnel for very competitive pricing. Policies and procedures are important in this respect and understanding the guardrails and security protocols when outsourcing is an important consideration. Research and ask questions to aid in the decision of whether this is the right move for your company and its vision.

The game is changing rapidly, and we haven’t even touched on the introduction of artificial intelligence to our workspace. Embracing technology can be daunting and building the financial means to incorporate these tools properly can take time and careful planning. However, if you are not willing to explore the concept of telecommuting and emerging technology you may soon be left behind.

Jeff Farnsworth, CAMEx, CCAM-PM.ND, is the CEO of Steward Property Services, Inc., and has more than 15 years of experience providing management services in Northern California