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success
BLUEPRINT for REMOTE
ADVICE FOR SETTING UP
EFFECTIVE HOME OFFICES
BY MARY K ATE SHERIDAN
Home-office blueprints, furniture samples, organizational
tools: These items probably seem most fitting for a home
remodeling show on HGTV, not as focal points for law firm
administrators. While you probably won’t be donning a
hard hat or wielding paint brushes any time soon, homeoffice setup may actually be an important aspect of your
firm’s policies.
The home was the top location for telework in 2006, 2008 and
2010, according to WorldatWork’s report “Telework 2011.”
Even if your firm does not formally offer telecommuting,
working remotely is no doubt a frequent practice for many
of your attorneys.
As working from home becomes increasingly standard, it is
important to examine your policies, protocol and tools for
employees’ home offices. Among the areas your firm may
consider are technology, ergonomics, safety, setup, training
and compliance.
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Jessica Bonness, Interior Designer and Owner, JGB Interiors
“Always have more storage space than you think you need.”
TECHNOLOGY
In today’s constantly plugged-in world, nothing is more
important for home-office setup than proper technology,
including equipment, connectivity options, collaborative tools
and support mechanisms.
Equipment
When it comes to home-office technology, firms do not need
to look much further than their main offices. “I don’t think
a home user has any better or worse requirements than an
office user, so I would treat them the same,” said Marcus
Bluestein, Chief Technology Officer at Kraft & Kennedy, Inc.
APP-LYING ERGONOMICS
For office setup and healthy workday exercises,
nothing beats a knowledgeable ergonomics
expert. But for those moments when an
ergonomics consultant is unavailable, or you
need some quick advice, an app may do the trick.
Check out some ergonomics-based apps below.
• Ergominder: This app supplies brief exercises
that users can perform at their desks, as well
as reminders to complete the exercises.
•
Ergonomics: Not only does this app provide
tips for ergonomics setup, but it also offers
break reminders and stretching activities.
•
Office Ergonomics: Created by EWI Works,
this app offers guidance on setting up a work
station with proper ergonomics.
•
PostureTrack: Users can keep track of their
posture as they sit at their computers and can
monitor how they maintain their posture over
time with this app.
•
Save My Eyes: This app reminds computer
users to rest their eyes every 20 minutes.
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In terms of specific equipment, Bluestein recommends that
firms provide at least the following tools to home workers:
• L aptop (which is not only portable but is easier to ship to
the main office in case of problems)
• Laptop docking station
• Monitor
• All-in-one printer and scanner
• Video camera (if one is not installed on the users’ computer)
Connection
Internet connectivity is a must for home-office users. Firms
must decide whether they will provide Internet service or
if the employee should be responsible, which may depend
greatly on the home service’s capability and reliability. Given
the importance of Internet connection, firms may provide
additional tools such as broadband or MiFi to proactively
address connection outages, said Bluestein. Once an
Internet connection is established, teleworkers need access
to the firm’s network. According to Bluestein, connectivity
options include:
• Thin Client Solution: Thin client programs such as Citrix
XenApp, Citrix XenDesktop and VMware Horizon View
allow users to connect remotely to the network from
any location without installing office applications on
their computers.
• V
PN: With a VPN solution, users access the network
through software installed on their computers or via physical
routers located in the home offices, both of which allow a
secure connection between the home and firm networks.
• P
hone System: A firm also may connect teleworkers
to the phone system through a remote connection or
hardware-based VPN. With this option, the home-based
user can make and receive telephone calls as though he or
she is in the office.
Collaborative Tools
Firms can address “face-time” concerns by providing
collaborative technology. One useful collaborative tool is the
Jessica Ellison, M.S., CPE, CSP, Principal Consultant /NorCal Operations Manager, EORM
“I wouldn’t leave [home-based employees] totally to their own accord. I
would at least provide some training and guidance on how they should
set up their work stations.”
video camera, said Bluestein, who believes it is important to
establish a visual relationship with home workers.
Bluestein also recommends interactive tools such as Microsoft
Lync, which allows users to instant message, teleconference,
videoconference, and share their desktops, as well as see
each other’s availability – a bonus when one can’t quickly
stop by a colleague’s office.
Setup and Support
Offering adequate technology support for home-based
employees is crucial, whether it’s in-home, telephone or
Internet-based assistance. “It’s frustrating for people who
are setting up their work stations at home if they don’t know
what they’re doing,” said Michele Collier, Director of Human
Resources at Davis Wright Tremaine LLP. Davis Wright provides
in-home setup and online tip sheets to its three formal
teleworkers and attorneys who informally work remotely.
In-home set up is more time- and resource- intensive. But it
can be beneficial because the IT professional can assess the
users’ technological environment and connectivity, making it
easier to assist with future IT issues, said Bluestein.
However the firm decides to address setup, it should also
plan how it will support home-based workers. One essential
tool is the ability to remote in to the user’s work computer so
IT can see the problem, said Bluestein.
ERGONOMICS
Ergonomics is an important consideration because homebased employees “have the same potential for ergonomic
injury,” said Jessica Ellison, M.S., CPE, CSP – Principal
Consultant / NorCal Operations Manager at EORM. After
deciding which ergonomics tools to offer, firms should
provide a standard products list that includes a few options in
each category, said Ellison.
Also important is ergonomics support. Firms don’t need to
send a specialist to each employee’s home, but they can
offer assistance through telephone consultations, online
self-assessment tools, and basic training, said Ellison. “I
AT HOME but STILL
non-exempt
Any discussion on home-office protocol
is likely to be accompanied by a broader
discussion on your firm’s telework policy.
While telecommuting can provide a host of
benefits to both the firm and its employees,
firms also must prepare for potential
problems that may arise from telework
arrangements. One area for which firms
should have a plan is compliance with wage
and hour laws.
If your firm allows non-exempt employees
to telecommute, it must ensure that they
are working the correct number of hours
and taking appropriate breaks. “What’s
extremely important is monitoring the
employee’s activities [and] making sure that
you define the work day,” said Ostroff. Nonexempt employees should be required to
confirm when they are working, when they
log off, and when they are taking breaks,
and firms must track the activity, he said.
In addition, firms should be aware of the
wage and hour laws of the state in which
the non-exempt employee’s worksite is
located and how those laws apply to the
employee, said Ostroff. “For example, there
may be differences in state law regarding
exempt status, overtime, vacation benefits,
rest and meal breaks, and payment of
final pay that can be a source of potential
liability to an employer with employees who
telecommute from multiple states,” he said.
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Matthew Stegmeier, Workplace Change Management Consultant, Stegmeier Consulting Group
“You can’t simply just send a bunch of people home and assume it’s
going to work out well. There’s more to it than that. ... You need to
go about implementation the right way.”
wouldn’t leave [home-based employees] totally to their own
accord,” she said. “I would at least provide some training and
guidance on how they should set up their work stations.”
Below are some useful ergonomics tools for home offices.
etc. But employees aren’t lounging – they’re working on
their computers and require a supportive seat. Ellison
recommends a chair that is padded and that specifically
fits the employee.
onitor and Keyboard
M
From an ergonomics perspective, a laptop alone is not
sufficient for home-based employees; a separate monitor
and keyboard are optimal. Laptops don’t allow people to
achieve a neutral posture, said Ellison, who emphasizes the
importance of the keyboard being at elbow height and the
monitor at eye height.
SAFETY
Just as your firm plans for safety hazards within its office
buildings, it should provide safety guidance to attorneys and
staff who work from home. A firm should include safety
standards in its policy and require employees to comply in
order to work from home, said Ellison. She suggests that a
firm’s safety standards include
Possible keyboard options include ones without numbers
on the right-hand side (reducing the distance to the mouse),
standard split keyboards, and adjustable split keyboards,
said Ellison.
•
•
•
•
•
•
Mouse
Another important ergonomics feature is a well-suited
mouse. The mouse must fit the employee’s hand well, said
Ellison, who suggests offering a variety of sizes. Mouse pads
with wrist cushions are not essential, however. “[It is] better
to have their hands supported by the mouse and do small
movements with the shoulder,” said Ellison.
Chair
Without proper home-office seating arrangements,
teleworkers may gravitate towards the areas where they
normally lounge: the couch, kitchen table, counter stools,
Tripping hazards
Clutter-free work space
Emergency evacuation plan
Emergency contacts
Fire and smoke alarms
Restrictions on “baby chaining power cords”
SETUP AND ORGANIZATION
Establishing a home office isn’t as simple as placing a desk
in the middle of a room. Home-based employees must set
up their offices thoughtfully to optimize productivity and to
safeguard firm data.
Location
Attorneys spend hours at their desks, so creating a
comfortable, inspiring space is essential. “Make it a place
you actually want to work,” said Jessica Bonness, interior
STAND UP for HOME OFFICES
The standing desk seems to be all the rage these days, especially with recent reports noting the detriments of sitting all day.
“One of the big trends that we keep hearing about is sit-to-stand work stations,” said Ellison. Offered in both electronic and
hydraulic versions, users can adjust the desk so that they can either sit or stand at it.
But is this trendy office furniture worth it, and should your firm supply home offices with this type of desk?
“Ergonomically, it gives people a chance to move and work in a different position during part of the day,”
said Ellison. But these work stations are expensive, and many people end up using a stool with the “standing”
setting rather than remaining standing to work, she said.
?
??
Where does your firm stand
on the issue
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designer and owner of JGB Interiors. Bonness recommends
that home workers create a designated office space that isn’t
combined with another room – such as a guest room – when
space allows. And they should avoid placing their office space
near a kitchen, play room, or any other place that invites
distractions, she said.
Bonness also suggests locating the home office near
windows. “It makes people feel part of the larger world and
not shut in at home away from people,” she said.
Storage
While a significant amount of your firm’s work is likely
paperless, home-based workers should still have adequate
storage so that their work spaces are organized and
confidential firm data is secure. “Always have more storage
space than you think you need,” said Bonness, who suggests
having a rectangular-shaped desk that allows for underneath
storage like filing cabinets.
Firms may require employees to have lockable storage. Given
that other family members or guests may have access to
the employee’s home office, firms should emphasize the
importance of safeguarding confidential information.
MANAGEMENT SUPPORT
In addition to establishing home-office protocol,
administrators should also focus on gaining buy-in from
senior management, who may cling to the need for “face
time.” “You can’t simply just send a bunch of people home
and assume it’s going to work out well,” said Matthew
Stegmeier, Workplace Change Management Consultant at
Stegmeier Consulting Group. “There’s more to it than that.
... You need to go about implementation the right way.”
Stegmeier recommends that firms engage in change
management, openly communicating about the changes
stemming from home-office use. For example, firms may
host town hall meetings and employee engagement groups,
or they may address concerns via email.
LEGAL CONSIDERATIONS
Telework may give rise to a myriad of legal issues, some
relating directly to home-office arrangements. Firms
should consult counsel to plan for such concerns. Below
are some areas firms may evaluate as they develop their
home-office protocol.
Workers’ Compensation
Workers’ compensation coverage is not limited to your
office building, and your firm should carefully evaluate
how home-office arrangements affect coverage and the
firm’s responsibilities.
Of particular importance are situations in which an
employee’s worksite is located in a different state than the
firm’s office or offices. In general, employees are covered by
the workers’ compensation laws of the state in which their
work site is located, said Paul Ostroff, Shareholder at Lane
Powell PC. “For employers who may currently operate in a
single state, they need to be conscious that they consult with
their insurance professional to make sure they have a policy
in place that covers employees on a multi-state basis,” he
said. If the employee’s home office is located in a state with a
monopoly state fund, however, “the employer must actually
be set up under that state’s workers’ compensation fund
plan,” said Ostroff.
Also critical to handling workers’ compensation concerns
is properly training employees. “I think it’s important for
telecommuting that [employees] understand that they report
all injuries, which is the same policy you should have in place
for all of your employees,” said Ostroff.
Occupational Safety and Health Act (OSHA)
Employer liability relating to home offices and the OSHA is
still a murky area. But firms should discuss potential issues
with counsel so they are prepared. As a best practice, firms
may request a video or photograph of the work site to
understand what it looks like, said Ostroff.
Privacy
Of course, requesting photos, videos or access to an
employee’s home may trigger privacy concerns, and
firms should consult with counsel to understand the
proper boundaries.
In addressing privacy concerns, firms may implement a
work-from-home agreement that requires employees to
acknowledge that 1) their work activities are subject to being
monitored and 2) that the home office is an extension of the
workplace, so privacy rights are not heightened in terms of
work performed at home, said Ostroff. g
About the author
Mary Kate Sheridan is a writer, editor,
blogger and attorney. She received her JD
from Columbia Law School from Columbia
Law School and her bachelor’s degree in
English from Mary Washginton College.
Contact her at mk@marykatesheridan.com.
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