policies every remote business should have
Running a remote business means flexibility, but it also requires structure. To stay efficient, compliant, and professional, you need clear, written policies—so your team knows what’s expected and how to operate, even from different time zones.
Heres a list of essential policies every remote business should have (plus optional ones to grow with):
? 1. Remote Work Policy
This outlines the rules and expectations for working remotely.
Should include:
-
Work hours and availability expectations
-
Time zone norms (e.g. overlapping hours)
-
Communication tools and response time guidelines
-
Workspace requirements (internet speed, equipment, etc.)
-
Home office stipend (if offered)
? Tip: Be clear on what's flexible vs. mandatory.
? 2. Time Tracking & Attendance Policy
Even in flexible work setups, you need to track time fairly and accurately.
Should include:
-
Do employees need to clock in/out?
-
What tool will be used (e.g. Toggl, Clockify, Hubstaff)?
-
Breaks and working hour limits
-
How to request time off or call in sick
? Useful for compliance, payroll, and performance reviews.
? 3. Technology & Equipment Policy
Covers who pays for, maintains, or secures tech used for work.
Should include:
-
Devices provided (laptop, phone, monitor)
-
BYOD (Bring Your Own Device) rules
-
Reimbursement guidelines
-
Software installation rules
-
What to do in case of damage or loss
? Tip: Include a checklist in your onboarding process.
? 4. Cybersecurity & Data Protection Policy
Vital for protecting your business and clients from remote risks.
Should include:
-
Use of VPNs, antivirus, and firewalls
-
Password management tools (e.g., 1Password)
-
Secure storage/sharing of files (e.g., Google Drive)
-
Prohibited tools (e.g., unapproved apps or extensions)
-
Data privacy rules (especially for GDPR/CCPA compliance)
? Every remote business must train staff on basic cybersecurity.
? 5. Communication & Collaboration Policy
Defines how and where work gets done together.
Should include:
-
Main communication channels (Slack, Teams, etc.)
-
When to use async vs. real-time communication
-
Meeting etiquette (video on/off, agendas, duration)
-
How to document decisions and share files
? Use this to prevent tool overload and keep comms consistent.
? 6. Leave & Time-Off Policy
Remote doesnt mean no time off! Set clear rules.
Should include:
-
Annual leave and sick leave structure
-
Public holiday guidance (especially across time zones)
-
How to request time off
-
Parental leave, bereavement, and other special leaves
? Bonus: Offer mental health or recharge days.
? 7. Code of Conduct & Ethics Policy
Protects your team, culture, and clients.
Should include:
-
Anti-harassment and non-discrimination standards
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Professional behavior guidelines (internal and external)
-
DEI (Diversity, Equity & Inclusion) commitment
-
Social media use (if representing your company)
? Applies to Slack messages, Zoom calls, and client emails alike.
? 8. Performance & Feedback Policy
In remote work, performance needs to be managed with intent.
Should include:
-
How performance is evaluated (goals, KPIs, OKRs)
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Frequency of reviews (quarterly, annual)
-
Feedback cycles and 1:1 meetings
-
Promotion, raises, or bonus criteria
? Focus on results, not screen time or always online behavior.
? Optional But Valuable Policies:
| Policy | Why It Matters |
|---|---|
| Expense Reimbursement | Covers work-related costs (Wi-Fi, software, etc.) |
| Confidentiality & IP | Protects your business IP and client data |
| Termination & Exit | Smooth, legal offboarding process |
| Training & Development | Encourages learning, growth, and upskilling |
| Conflict Resolution | Outlines how to handle disputes or grievances |
| Wellness & Mental Health | Offers resources, boundaries, and support |
? Where to Store and Share Policies
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? Company Handbook A master document with all policies
-
? Notion or Google Docs Easy to search and update
-
? PDF copies For signatures and recordkeeping
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? e-Signature platform (e.g., HelloSign, DocuSign) to confirm receipt
Final Thought:
Remote teams thrive on freedombut only when supported by clear, written policies
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