Hybrid working policy template

Overview

[Company] is committed to providing a level of hybrid working to its employees.

Scope

This policy is applicable to all employees of [company name].

General principles

Hybrid working is defined as a working arrangement where staff conduct their duties both in the workplace and remotely, such as from home.

[Company] recognises that homeworking can be beneficial for individuals and, to this end, will seek to accommodate it wherever possible. However, we also recognise the benefits from a degree of on-site working that are difficult to replicate from home, such as direct interaction between colleagues and management.

Hybrid working is designed to offer the flexibility of homeworking whilst also maintaining the benefits associated with on-site working.

There are two main categories of hybrid working:

• occasional/ad hoc hybrid working: this arises in relation to specific pieces of work or for specific periods. It does not follow a regular pattern and is subject to the prior approval of a line manager. It may be granted as part of a phased return to work after maternity or sickness absence, or be a temporary arrangement due to family commitments or domestic circumstances.
• regular hybrid working: this is an agreement between the Company and the employee for a permanent combination of homeworking and attendance at a Company workplace, on a regular and on-going basis.

This policy sets out [Company]'s approach to hybrid working, including when hybrid working may be approved and the practical arrangements involved.

Eligibility

Hybrid working is available [for the following roles/within the following teams]:

• [Set out any roles or teams for which hybrid working is suitable.]
• Hybrid working is not currently suitable [for the following roles/within the following teams]:
• [Set out any roles or teams for which hybrid working is not suitable, with a brief explanation as to why the roles are unsuitable for this way of working.]

We will carefully assess the needs and requirements of a role before determining how the hybrid working relationship will work. It will only be permitted where your manager is satisfied that the needs of the business can continue to be met while you work from home.

Hybrid working must be cost-effective and ensure that there is no significant increase in workload on colleagues, and the type of work you do must be capable of being done from home.

If hybrid working becomes unsuitable due to conduct or performance, the arrangement may be terminated immediately.

Split between attending work and working remotely

Expected level of attendance at the workplace/office.

We expect most employees to spend [40]% to [60]% of their working time at the workplace/office, although this may vary depending on individual circumstances, the nature of the role and the needs of the organisation.

Given the degree of flexibility that our hybrid working arrangements provide, we do expect employees to also be flexible, therefore you may be required to attend work on particular days at the request of your manager, for example for in-person training and for meetings that are best conducted in person.

Similarly, there may be circumstances in which we ask you to work remotely, or to work from such other place as we may reasonably require, when you would otherwise expect to attend the workplace. In such cases, you will be given as much notice as possible.

Arrangements while working remotely

Working hours

While working remotely, you must be available and working during your normal hours of work, as set out in your contract of employment.

We ask you to be mindful that you are not overworking - 'downtime' from work is essential. To help maintain your wellbeing, please make sure that you take adequate rest breaks.

Please be as clear as possible with your line manager about your hours of work for days on which you are working remotely. Making use of tools such as shared calendars and out-of-office messaging can help colleagues to be aware of your availability on these days.

Sickness

When working remotely, you should not work if you are not well enough to do so. If you are sick and unable to work, our sickness absence reporting arrangements apply.

Technology and equipment

To assist you to work remotely, you are provided with [list the appropriate items, and expand on them as necessary]:

• [a laptop computer;
• a mobile phone;
• a printer to use at home; and
• a desk chair to use at home.]

You must take care of any equipment we provide you with, and notify your manager of any faults with the equipment. If you need any equipment, you should notify your line manager.

Financial assistance

We provide you with [a weekly/a monthly/an annual] allowance to help you to pay for [list the appropriate items, and expand on them as necessary]:

• [internet costs in your home;
• telephone costs in your home;
• the costs of any additional equipment you require for effective remote working, including [set out details]; and
• the costs of travelling for days on which you are attending the [workplace/office].]

[OR

We will pay you an extra [£6 per week] towards any additional costs you incur as a result of working from home, provided the expenses incurred are solely work related.

OR

Employees may be able to claim tax relief for any household expenses incurred as a result of working from home, provided the expenses are solely work related. If you wish to benefit from this tax relief, see the Government's guide on claiming tax relief for your job expenses.]

Health and safety

You should liaise with your line manager to ensure that your remote working set-up is appropriate and that you are working in a safe manner. However, you must also take responsibility for your own health and safety and that of anyone else who is affected by your work (for example others in your household when you are working from home).

You must notify your line manager if:

• you feel any discomfort due to working remotely (such as back pain); or
• you believe that there are any work-related health and safety hazards;
• any work-related accidents occur in your home.

Data protection

When you are working remotely, you are responsible for keeping information associated with our organisation secure at all times. Specifically, you are under a duty to:

• practise good computer security, including using a unique password for your work laptop and any other devices you use for work;
• keep all hard copies of work-related documentation secure, including keeping documents locked away at all times except when in use; and
• ensure that work-related information is safeguarded when working in public spaces, for example by:
  • positioning your laptop so that others cannot see the screen;
  • not leaving your laptop unattended; and
  • not having confidential/business-sensitive conversations in public spaces.

In addition, the laptop and other equipment provided by us must be used for work-related purposes only and must not be used by any other member of your household or third party at any time or for any purpose.

Resolving problems

You should maintain regular contact with your line manager so that any difficulties can be identified and resolve at an early stage. This applies to problems with equipment and also in relation to the ongoing suitability of the homeworking arrangement.

Pressures and stress occur equally to those working remotely as they do to those in the workplace and we encourage the early reporting of these issues so that practical steps can be considered and implemented.