Whether your business is fully remote or hybrid, you’ll need a solid remote work policy that protects sensitive data. That means defining who’s eligible for remote work, setting out communication rules, and putting safeguards in place to mitigate threats specific to geographically distributed teams.

This article looks at the best practices for a successful remote work policy.

What is a remote work policy?

A remote work or work-from-home (WFH) policy is a formal document that defines the rules for anyone who works outside the company’s physical office. It can apply to employees, consultants, contractors, and anyone with access to your organization’s internal systems or proprietary data.

Does your company need a work-from-home policy?

There are plenty of great reasons to embrace a remote working culture. One of the most notable is expanded recruitment opportunities. Top employees will expect flexibility, and companies that offer it can access a global talent pool. 

Remote or hybrid work can also bring a substantial boost in productivity and accountability. Giving staff the freedom to work from home can raise efficiency and increase employee retention. For many organizations, it also lowers overheads — less office space can mean significant savings on rent and utilities.

But remote work is not without risk. Businesses operating over international borders have to juggle multiple tax and labor laws. Additionally, there is a significant increase in exposure to information security risks.

That said, a sturdy remote work policy will help meet any HR and legal obligations. And a policy that requires a company-approved VPN for remote work, strong passwords, and two-factor authentication (2FA) will reduce vulnerabilities.

Essential components for a remote work policy

A remote working policy should cover these key areas to protect both the business and the employee.

  • Eligibility: Define remote and hybrid roles
  • Working hours: Set online expectations
  • Communication: Document clear response times
  • Equipment and expenses: Explain what the company will provide
  • Security requirements: Enforce VPN use and proper device management
  • Performance tracking: Have clear success metrics
  • Stay compliant: Cover international labor and tax laws

1. WFH eligibility

Some roles demand an on-site presence (receptionists, plumbers, doctors), and remote working is unfeasible. For others, physical location is not essential. A remote working policy should spell out which jobs qualify, any stipulations, and how many WFH days the company allows.

Example: Eligible employees are full-time staff who have passed probation and whose duties are unhindered by not being in the office.

Tip: Make it clear who cannot apply for remote work. For example, people who have regular face-to-face client contact.

2. Work hours and availability

Remote work can blur the line between home and office. Set expectations up front. Do you want fixed hours, or is flexibility part of the deal? If your team spans multiple time zones, set overlap windows when everyone should be available.

Example: Staff must be online from 10 AM to 3 PM CET, with flexible working outside these hours.

Tip: Global teams may benefit from daily or weekly updates rather than round-the-clock monitoring.

3. Communication protocols

A remote work policy must explicitly state which software employees should use to communicate with colleagues (email, Slack, Jira), and any that are not allowed. 

Set clear expectations for response times to help manage stress and avoid an unsustainable always-online culture.

Example: Employees must reply to Slack messages within 30 minutes during working hours.

Tip: Define which channels are for urgent issues and which are for routine updates. That way, teams know where to focus their attention first.

4. Equipment, expenses, and IT support

A remote work policy should cover what the company provides and what employees are responsible for providing themselves. Include hardware, software, and support. Address any (or lack of) expense reimbursements for internet, phone bills, or home office equipment.

Example: The company will provide a laptop and monitor. Employees will receive $15/month to offset internet costs.

Tip: Create a clear bring-your-own-device (BYOD) policy. Without clear security and support policies, personal devices can quickly become a liability.

5. Security and data protection

Remote work exposes companies to new cyber risks, but a clear policy can reduce them. It should include:

  1. Company-approved hardware and software: Employees should use devices and apps recommended by IT to ensure security and compatibility.
  2. Mandatory two-factor authentication: All workplace accounts must have 2FA enabled, for example via an authenticator app.
  3. Home network security: Employees should change default router passwords and enable WPA2 encryption.
  4. Enforced VPN use: All remote connections must use a business VPN with always-on and kill switch features enabled.
  5. Controlled server access: Access should be limited to the resources each role requires.
  6. Encrypted conferencing tools: Remote meetings should use platforms with end-to-end encryption.
  7. Secure communication channels: Business messaging and email should run on end-to-end encrypted services such as Signal and Proton Mail.

Learn more about securing your remote workforce(nueva ventana)

Tip: Don’t underestimate security. A single breach could cost far more than the total cost of all other items in your remote work policy combined.

6. Performance measurement

Fairly measuring success is critical when people aren’t in the office.

Define how the company will track performance, whether it’s KPIs, regular reporting, or project milestones. Make it clear that results matter more than hours on the clock.

Example: Remote employees must meet agreed project deadlines and provide a weekly update to their manager.

Tip: Avoid surveillance-heavy monitoring tools. They may damage trust and morale, and usually don’t improve productivity.

7. Compliance, liability, and health and safety

Remote doesn’t mean exempt. A remote work policy must cover labor laws, tax obligations, and health and safety requirements. In case of non-compliance issues, define how the company will handle any liability concerns.

Example: Employees must ensure a safe workspace and report any incidents to HR within 24 hours.

Tip: Involve HR, legal, and IT when drafting this section. It reduces the risk of overlooking obligations that could cause problems later.

Remote work policy examples

Companies generally approach remote work in one of three ways.

On-site

Best suited to regulated industries where compliance and rigid control are critical.

  • Fixed 9 AM to 5 PM hours
  • Limited WFH flexibility
  • Heavy equipment monitoring

Hybrid or flexible

For companies that need in-person collaboration, but also want to support a healthy employee work-life balance.

  • Employees can split time between home and office
  • Core hours with flexible start and end times
  • Emphasis on strong communication and reporting

Fully remote or asynchronous

Best for globally distributed teams that prioritize productivity and success over physical attendance.

  • Teams work across multiple time zones
  • The company judges people on outcomes, not hours
  • Effective work does not require physical meetings

Remote work policy templates

These cover the most important tenets of remote working policies. Copy and adapt these templates to suit your business needs and remote work policy.

Template 1: Basic remote work policy

Purpose: Provide general guidelines for employees working remotely.

Eligibility: Employees who have completed [X months] of probation may apply to work remotely. A line manager must approve requests. Roles that require daily face-to-face client interaction or physical presence are not eligible.

Work hours: Employees must maintain contracted hours and be available during [core hours]. Flexibility is allowed outside these times if agreed in advance.

Communication: Employees are expected to remain accessible via [Slack/Email/Phone] during working hours and attend all scheduled meetings. Urgent matters should be communicated via [preferred channel].

Equipment: The company will provide a [laptop/monitor]. Employees must provide a stable internet connection and a safe workspace that allows them to perform their duties without disruption.

Security: Employees must connect to company systems using Proton VPN and enable the always-on and kill switch features. Two-factor authentication is required on all workplace accounts, and devices must have screen locks enabled.

Review: [Business] will review this policy every six months and may adjust guidelines based on feedback and evolving needs.

Template 2: Hybrid work policy

Purpose: Support flexible work arrangements while ensuring productivity and security.

Schedule: Employees may work remotely up to [X days per week], subject to manager approval. Employees are expected to attend the office on designated collaboration days.

Workspace: Employees must maintain a distraction-free environment with a reliable internet connection. Home offices should meet [business’s] health and safety standards.

On-site work: When visiting the office, employees should reserve desks using the [reservation system] to prevent over-capacity.

Communication: Employees must attend all required team meetings via video conference or in person. Daily or weekly check-ins are expected to keep teams aligned.

Expenses: The company reimburses [$X/month] for internet and phone use related to remote work. Additional expenses must be approved in advance.

Security: To protect company systems and data, employees must: 

  • Use company-approved antivirus software with automatic updates enabled.
  • Connect through Proton VPN with always-on and kill switch features enabled.
  • Enable two-factor authentication on all company systems.
  • Change default router passwords and use WPA2 or stronger WiFi encryption at home.
  • Report any lost or stolen devices immediately.

Template 3: Security-first remote work policy

Purpose: Protect sensitive company data while enabling remote work.

Eligibility: Only roles approved by HR, IT, and Legal may work remotely under this policy.

Security requirements: To protect company systems and data, employees must:

  • Only work on company-issued and encrypted devices.
  • Keep non-essential applications off work devices.
  • Lock device screens with strong passwords whenever unattended.
  • Turn off Bluetooth when it is not actively required for work.
  • Connect through Proton VPN with always-on and kill switch features enabled.
  • Enable two-factor authentication on all accounts and use a company-approved password manager (such as Proton Pass).
  • Use strong, unique passwords (minimum 16 characters) for every account.
  • Keep all devices and applications updated automatically, with full-disk encryption active.
  • Change default router passwords and secure home WiFi with WPA2 or stronger encryption.
  • Access only the internal servers and resources assigned to their role.
  • Use encrypted platforms with password protection for group calls and video conferences.
  • Use approved encrypted apps, such as Signal for messaging and Proton Mail for email, with expiration dates set for sensitive communications.
  • Avoid sending sensitive information through unapproved applications.
  • Ensure no sensitive material is visible during video conferences or screen sharing.
  • Stay alert for phishing and social engineering attempts; do not click suspicious links or attachments.
  • Report any lost, stolen, or compromised devices to IT immediately.

Compliance: Employees must adhere to [GDPR/CCPA/other relevant regulations] and all company data-handling policies.

Audits: IT will audit remote devices every [X weeks]. Non-compliant devices may be suspended from company systems until issues are resolved.

Violations: Breaches of this policy may result in disciplinary action, up to and including termination of employment.

Remote work guidelines

Once you’ve drafted a remote work policy, the next challenge is getting it to work in practice. 

Rolling it out across an organization will take careful planning, communication, and patience.

Try the following to make the transition smoother:

  • Get cross-departmental input: Involve HR, IT, Legal, and management from the start.
  • Train employees: Make sure everyone understands remote work expectations.
  • Gather feedback: Ask employees and managers what’s working and what’s not.
  • Have a trial run: Select a small group to test the new remote work policy.
  • Reinforce the guidelines: Managers should make sure everyone follows the remote policy.

Remote work policy FAQs

What should a remote work policy include?

A remote work policy is the blueprint for how your team functions outside the office walls. The essentials are eligibility, working hours, communication standards, and security protocols. Those four areas set expectations and remove confusion.

How do I create a successful work-from-home policy?

Start by asking why you’re offering remote work in the first place. Is it about flexibility, talent attraction, cost savings, or all of the above? Once your objectives are defined, build the structure around them. Set clear eligibility rules, expected hours, communication channels, equipment requirements, and expense rules.

Do I need a VPN for remote work?

Yes, a business VPN offers several benefits for remote or hybrid businesses. For operational security, VPNs allow organizations to restrict access to internal resources using static IPs and dedicated servers. Proton VPN also protects against trackers and malware. For business privacy, a VPN prevents third-parties from seeing workers’ browsing activity and masks their IP address.