Frequently Asked Questions

About Virtual Work

© 2008 e-Work.com, Inc.

How does virtual work expand recruiting opportunities for quality employees?
Top candidates are entering the workplace with expectations of virtual work and have been known to target employers with formal programs. Recruiting employers interested in being recognized as the best place to work use virtual work as a competitive advantage to hire highly qualified, experienced individuals, some of whom may live outside the normal commuting range. 

How does remote work actually improve employee computer literacy?
Virtual workers tend to be independent, typically taking initiative to upgrade their own software, install communications hardware, and becoming naturally proficient with technology tools. This behavior can give the virtual worker the confidence to learn and adopt more complicated applications, improving their value as an employee.

When virtual work is done part-time, how does the organization save office space and reduce overhead? 
The only way demand for office space can be reduced is by having employees give up their permanent space, and then using shared space when working in the main office. Virtual workers who give up their space are provided additional incentives and virtual work support. 

How does virtual work reduce employee absenteeism?
A virtual work employee is often able to continue working at least part time at home on days when they otherwise might be miss work altogether: This includes when the employee is only slightly ill but contagious, is temporarily disabled, is making the transition from maternity leave, when the employee’s child is temporarily ill, or when a traffic accident or inclement weather prevents travel. 

How can the organization reduce the risk of legal issues and home office liabilities?
The virtual work employee agrees to establish and maintain a home office that is safe and secure, and operating parameters should be spelled out in the agreement signed by the virtual work employee. 

I understand the Federal government is using virtual work to assure continuous operations. How does that work?
Federal Agencies are required to assure that 40% of critical workers can remain functional in the event of a pandemic, natural disaster, terror attack or other inability to travel. Today, 41 percent of federal employees telework; 43 percent of those started teleworking since 2005.

What happens if organization-owned equipment is stolen from the employee’s office? 
Virtual workers are expected to operate their remote workplace in a safe, productive, secure and responsible way. Assuming required precautions were taken by the virtual worker, assets stolen from a remote office are handled as if the event occurred in the main office. 

Some say that virtual work reduces air pollution, but how could it possibly have that much of an impact?
Once virtual work becomes common within an organization, the participation tends to rapidly grow in a short period of time. Since air pollution events are often predictable a day in advance, virtual workers could choose to work in their remote work location on “bad air days” thereby reducing the potential for the peak-hour traffic congestion that causes air pollution. Plus, the number of commuting trips saved by part time virtual work adds up quickly, and can be easily converted to fairly impressive emissions and carbon reduction statistics. 

Does virtual work qualify for credit in meeting Federal requirements such as the Americans With Disabilities Act, the Clean Air Act, and the Family Leave Act?
In principle, virtual work can help an organization comply with these and other Federal regulations. To determine the impact and applicability in for this organization, consult with your Human Resources organization.

What kind of insurance is required for the remote office? 
In general, assuming compliance with applicable expectations (safety, security, ergonomics, etc.), organizational insurance and worker’s compensation typically covers incidents involving remote workers in their remote work locations during working hours. Virtual workers are generally responsible for all personal assets and liabilities. Guidelines are clearly stated in the virtual worker agreement. 

Does virtual work really improve employee quality of work/life or does it cause employees to work longer hours?
In reality, both. Virtual work allows the employee the flexibility to perform work duties in the location most conducive to high productivity. Because work is so accessible, virtual workers can easily find themselves tempted to work longer hours. It is the responsibility of the virtual worker to have the discipline to strike a reasonable balance between work and family time.  However, because of the reduction in commuting time it is actually possible to work more hours and still have more personal time. 

How does virtual work enhance existing organizational strategic initiatives?
Virtual work dovetails very nicely with such initiatives as process re-engineering, quality management, team building, results-based management techniques, improving computer literacy, and others. A review of current strategic initiatives in your organization will likely uncover areas where virtual work could become a synergistic catalyst. 

What are the income tax implications for the virtual worker’s home office? 
In general, full-time virtual workers may qualify for tax incentives for their home office in they meet criteria establish by the IRS for home offices; the part-timer typically does not. A tax expert should be consulted to determine the applicability for specific situations. 

Should I be concerned about meeting OSHA regulations in the remote office? 
Although OSHA has yet to rule specifically on the home office, the employer and virtual work employee should assure that the home office is free from recognized hazards. As these rules tend to change, a workplace liability expert should monitor these regulations and make appropriate policy recommendations. 

Frequently Asked Questions by Managers

How will I know my virtual workers are actually working? 
Managers are expected to measure virtual worker work output in the same way as main office-based employees. The Virtual Office Manager Training provides tools, tips and guidance for effectively measuring employees work performance and to assure that employees maintain a high level of proficiency irrespective of their work location.  

How can we maintain good customer service if no one’s around to answer the phones? 
Before virtual work begins within a work group, the manager must assess the effect that virtual work will have on meeting critical objectives. The manager will restrict the number of virtual workers at any given time to assure proper coverage or develop ways that the duties can be performed remotely. 

What are the ways I can quantify remote worker employee performance changes?
Without countable work tasks, objectively measuring knowledge worker performance can be a challenge for some managers, and even more so with virtual workers. The Manager training provides tips, guidance and performance measurement tools that use “results-based management” techniques for effective, performance management.

How can I justify investing in a duplicate office for everyone who wants to work at home?
The organization policy provides clear guidelines on the equipment, technology and support provided by the organization depending upon the level of virtual work selected. Virtual work participants who give up their permanent space will be provided equipment, services and support, while part-time virtual workers will be required to make their own investments in the virtual office. 

How do I keep marginal employees from wanting to work from home?
The Virtual Work Policy specifies criteria for virtual worker participant selection. The policy is further clarified through an employee assessment that helps managers select virtual workers, which reduces the potential for misunderstandings, conflicts and equal opportunity actions. This process leads to an objective discussion of the issues and creates a coaching opportunities in situations where an individual needs improvement to qualify for virtual work. The Virtual Office Manager Training provides additional guidance and assessment tools for proper participant selection and coaching.

How will virtual workers handle child care responsibilities when they are working from home? 
Care of young children is a full-time job and should be maintained as if the parent were working in the main office. The organization policy provides clear guidelines on this and other situations such as rules of separation for elder care and older children who can remain independently occupied after school during working hours.

How do I call a meeting if no one’s in the office?
With employees on different floors, on business travel or customer visits, at home from illnesses, or simply away from the desk, how often are most employees available for impromptu meetings today? If the nature of their work requires emergency meetings where attendance is mandatory, you could require virtual workers to remain available via teleconference during certain portions of the work day.  Data consistently indicates that home office employees are actually available and reachable than office based employees.  If the nature of the job requires physical presence, the manager must establish clear guidelines for virtual worker presence.

Won’t managers lose control over remote workers?
First, if managers need to “control” their employees, perhaps their management technique needs updating. Today’s trusted knowledge workers are empowered to perform their work tasks within the guidelines provided by the manager, and should measured by quantifying work output, contribution, and quality of work.  As virtual work increases, manager/employee communications should be evaluated and modified to support a new but effective communication process.  In the end the manager and employee must actively discuss and agree on specific work task expectations and results.

The organization emphasizes the importance of teamwork. How can I possibly maintain this teamwork when my team is disbursed? 
In assessing the impact of virtual work on a work team, the manager should ask “How often does the team get together under current conditions, what information do they share, and how does my team collaborate?” Very often, teams meet at scheduled times, then members go off and perform their action items on their own.  In other situations teams are highly interactive and collaborate more often.  In a virtual work situation, managers should establish new communication processes that support the needs of their specific group.  This may include replacing face-to-face communications with increased electronic communications, using new informal communication tools such as instant messaging, establishing effective communication protocols for managing accessibility and responsiveness, and establishing new team based information repositories.  When the team does meet, whether in person or remotely, the manager should also take steps to hold effective, participatory and focused meetings. 

Frequently Asked Questions by Employees

How are Virtual Work participants selected?
Employees must meet specific requirements as outlined by the Virtual Work Policy, including the type of work, time with in the position, performance history, and other factors. Employees interested in participating complete a self-assessment form and discuss the results with their manager. Once approved, the employee completes the training and signs the Virtual Work Agreement.

If I begin regularly working from home, can I save money on day care?
Care of young children and some elder care is a full-time job and should be maintained as if the employee were working in the main office. The organization policy provides clear guidelines on this and other situations such as rules of separation for elder care and older children who can remain independently occupied after school during working hours. 

This all sounds interesting but what if I don’t want to work at home?
The Virtual Work Program is voluntary; individuals who meet the criteria are encouraged to apply, but with the exception of certain remote positions, virtual work is not mandatory. 

Should I be concerned that being away from the main office will reduce my visibility, potential for advancement, or being included in work group activities?
Maintaining visibility in the organization remains the responsibility of all employees, and can be a real challenge for virtual workers. The Virtual Worker Training offers tips, guidance and tools for maintaining effective visibility in the workplace while working away.

If I give up my desk at the main office, how will this “shared workspace” situation actually work? 
As a virtual worker, when you need to work in the corporate office, you will make a reservation (if you want a guaranteed space), locate your space and check in upon arrival, secure personal belongings, program the telephone (if needed), connect your computer to the network,  and begin working.  More detailed information on workspace types, the reservation process, workspace protocols, services and support, and best practices for success are provided as a part of the Virtual Worker Training.

How much of an investment will I need to personally make in my home office?
The organization policy provides clear guidelines on the equipment, technology and support provided by the organization depending upon the level of virtual work you select. It is your responsibility to create and maintain a productive, efficient, safe and secure work environment. 

As a full-time virtual worker, what meetings will I need to attend?
Consistent meeting attendance and participation is an important element of successful virtual work, and the meeting guidelines are set by your virtual work manager.  Some meetings may be attended remotely and some meetings may require your attendance in person.

I imagine that distractions at home such as my spouse, the television or even pets can affect my work. How will I deal with these distractions?You have been selected based on appropriate home conditions and your ability to remain a productive, focused remote worker. The Virtual Worker Training will provide you with additional tips, guidelines and tools to remain highly focused and productive as a virtual worker.

What happens if I try virtual work and it doesn’t work out?
Even if all the proper elements are in place for successful virtual work it will sometimes not work well for a specific individual or job role.  Once a sufficient effort has been made to make the transition, circumstances where it does not work out will be dealt with on a case-by-case basis.

Learn More about Virtual Work

We hope you will consider joining us in expanding virtual work in our community.  If you would like to be considered for the free virtual work assessment, or would like to learn more about virtual work, please click here to complete our online contact form.  Or call Lorain County Community College at 440-366-7005.