Crystel Robbins Rynne, Chief Operating Officer at HR software solutions provider HRLocker, explains how having the right tools and technology in place helps businesses comply with the new worker legislation
Employers have a host of changes to contend with in 2024 as new worker protections come into place. Notably, employees in Ireland now have the right to request remote work. Having plans in place to tackle the proposed changes should be a top priority for Irish businesses. Yet, according to our latest research, half of Irish SMEs are grappling with red tape, and 40% anticipate a significant increase in costs due to the new compliance requirements.
So, while the fresh wave of worker protections provides much-needed support for employees, employers are querying whether their companies can sustain the changes - and foot the bill. Topping the list of questions should be: Do you have the needed resources, infrastructure, and technology? If you can't answer, it's time to do some work - first, a quick recap.
The right to request remote work
Employees with at least six months of service now have the right to request remote working. If you're not already operating a remote work policy, you'll need to give serious consideration to employees who request it. If you refuse a request, you must provide reasons to the employee.
Employees must submit requests to work remotely at least eight weeks before the intended start date. Once you've received a request, you must respond within four weeks. However, this can be extended to eight weeks if you struggle to establish whether the request is viable.
Employers are required to weigh business and employee needs. Keep an eye out for a code of practice that the Workplace Relations Commission (WRC) intends to publish. The government has already provided a handy remote working checklist to help manage requests. You can also find resources online, such as remote working policy and duty of care templates.
What's your strategy?
Before you sign off on any remote work requests, laying the groundwork is vital. Having a specific remote work policy is crucial, especially when it comes to standardising your remote work approach. Some elements you should include are:
Practicalities (for example are they customer-facing? Or do they need to go on-site visits? For example)
Eligibility criteria (for example, the government criteria specifies at least six months of service)
Guidance on setting up a secure, safe, and healthy remote work environment
Provision of tools, equipment, and supplies
Core working hours, attendance, and time-tracking specifications
Preferred communication channels
Remote work options (from home, travelling, in coworking spaces)
Legal requirements, i.e. what laws and regulations require compliance
Tax allowances for remote working and any financial stipend you may choose to provide
If you're using HR software, add this policy to the employee portal so that individuals can return to it at a later date. Once you have a policy in place, don't forget to update your employee handbook and safety statement.
Communicating the specifics of your remote work policy and approach is essential. Make sure you use all the platforms available to you - employee HR portals, internal emails, and team meetings where you can field questions and respond to individual needs.
Consider updating or reissuing employment contracts when you accept requests to work remotely. Having software that allows document sharing makes it easier to manage- you can seamlessly make changes in the system and manage signatures and sign-offs.
Do you have the right tools and tech in place?
Remote work doesn't work if you still depend on pen and paper. Having the digital tools, processes, and infrastructure in place to support remote work is just as important as having a place to work.
First of all, you'll need a knowledge hub. That is to say, a cloud-based location where employees access resources and tools relating to their jobs, wherev...