RR Policy 0-54 - HR – HYBRID WORKING POLICY

Purpose

We aim to improve our efficiency whilst recognizing that supporting a flexible working environment is an important factor in attracting and retaining employees.
Given the range of roles within our business, there will be many factors affecting the suitability of hybrid working for both employees and our business. If an employee wishes to have a hybrid working arrangement in place, we will consider their request, but it is essential that this has at least a neutral impact on our business and does not establish any rigid working practices that cannot then adapt to changing business and/or individual needs. Each request will be treated individually and, on a case-by-case basis, and no arrangement will set a precedent for another.

Scope

This policy applies to all employees who have a hybrid working arrangement as well as those who frequently or primarily work from home, as opposed to an employee who works from home occasionally with agreement but is primarily office based.

Procedure

It is the employee's responsibility to make a request for hybrid working, unless the role already requires this, and the manager's responsibility to assess the request against the needs and requirements of the team and our business.
When assessing whether a job is suitable, we will consider whether:

It is capable of being carried out without frequent face to face consultation/liaison with other employees or direct supervision.
The project in which the employee is involved can be performed in a hybrid model.
There is no objection from the client’s side.
Essential face-to-face contact can be organized via periodic meetings.
It can be managed by results, with clear objectives and measurable outputs that are achievable within the contracted working hours.
The necessary information to do the work is retrievable remotely.
The work can be delivered electronically or can be easily delivered to/from the employee and the client/customer.
The tasks are either self-sufficient in terms of administrative support or capable of being remotely serviced.
The Company and employee can both continue to maintain their compliance with the Company’s Data Protection policy and data protection responsibilities generally.

Applications for hybrid working should be made in writing (this can be by email). After receiving the application, the manager and employee will decide terms regarding how many days employees need to work from the office.
The manager needs to share all the information with the HR department regarding the terms which employee and manager has agreed.
An employee with a hybrid working arrangement and who is unable to work on a day that they would normally work from office is required to follow leave application procedure.
Hybrid working will only be possible if it can be demonstrated that the employee's absence from the workplace will not:

Be to the detriment of the quality of output/have an adverse effect on the level of output and/or quality of the service.
Create problems for other employees, such as increased workload.
Be to the detriment of our reputation.

When assessing the request, we will consider whether the employee has the necessary skills and qualities. Self-motivation is the overriding essential characteristic for successful home working, followed by:

Good time management and organisational skills to meet deadlines and achieve results whilst working independently.
The ability to work without close supervision as well as being trusted to get the work done.
The ability to work in isolation and away from the social interaction of the work environment.
Decision making and problem-solving skills.
Whether the employee is an achiever who is results focused.

It is the manager’s responsibility to agree and monitor the working hours and patterns of any remote-based employees. Employees working remotely are in a position of trust and are expected to work their full contractual hours; therefore, undertaking non-work-related activities during their working hours is not allowed.
Employees must ensure that their work is unhindered by domestic concerns and suitable care arrangements must be in place to allow the employee to work free from distractions. This means ensuring that young children or someone they care for are cared for outside of the home during the scheduled working hours or cared for by another adult away from the working area.
All hybrid working arrangements will be monitored to assess their effectiveness.
Before starting hybrid working that includes home working, employees should inform any party with an interest in their property to ensure that there are no restrictions regarding working from home.
If we or the employee feel that the arrangement is not working satisfactorily, a return to previous working arrangements may be required, i.e.. a return to office-based working.
Employees who work on hybrid will not be entitled to claim any additional broadband costs.
When working remotely, employees must keep in regular contact with their managers to ensure that updates on the work being undertaken are discussed and agreed.
Any employee who has opted for the Hybrid policy and plans to resign from the organization within 90 days during or after availing Hybrid policy benefit needs to serve a 90-day notice period and during the notice period employee needs to work from the office only, no leaves will be allowed.
The Business Transformation and Software Development team will be entitled to take 30 days (15 days 2 or 30 days 1) of work from home option based on requirement and manager’s approval.

Equipment, information, and confidentiality

We provide laptops/desktops that can be remotely connected to our server. Employees operating hybrid working must ensure that our IT policies are complied with in respect of remote access and use of our IT equipment.
We will ensure that all equipment supplied meets health and safety requirements. The equipment must also be maintained in an efficient and good working order and not subject to any damage.
All equipment and information must always be kept secure and safe and employees working remotely must take proper steps to prevent its loss, damage or destruction.
Whilst working remotely employees must ensure that all information relating to our business or that of our clients is secure and is not disclosed to third parties. This means having secure cabinets and ensuring the appropriate disposal of confidential waste, etc.
All equipment provided must be used for work purposes only.