During the height of the COVID-19 pandemic, non-essential workers were, somewhat abruptly, forced to adjust to a fully remote environment. In the process, both companies and individuals discovered that working from home has its pros and cons.
As pandemic conditions improved, workers began returning to offices, but not necessarily for the same number of days per week. Hybrid schedules became more common, allowing for the best of both remote and office environments. Naturally, when many employees regularly work on a hybrid schedule, policy adjustments must be made to ensure compliance with relevant laws.
Updating Hybrid Work Policies
Hybrid work is a key organizational feature that attracts job candidates and retains existing employees. Flexibility in the workplace is often in the best interest of both employers and employees, but organizations must also consider legal compliance issues; risk management means making sure that remote work policies are well-defined and understood.
Compliance becomes increasingly complicated for employers when their employees work in many states, countries, or continents. Being subject to multiple, and sometimes conflicting, legal requirements related to wages, taxes, and worker protections means that there are more opportunities for discrepancies. Proper compliance might involve paying attention to varying wage laws, paid leave requirements, and tax regulations.
Standardizing Documentation and Audit Readiness
Whether an employee’s work is remote, hybrid, or in-office, maintaining accurate and consistent documentation is integral to remaining compliant. When employees are working from different locations, employers must show that they are following applicable wage laws, tax requirements, and internal policies. When records are inconsistent or incomplete, it can create unnecessary risk, especially if an audit or legal review arises.
Audit preparation should be treated as an ongoing effort rather than something that only happens when an issue arises. Periodic internal reviews can help identify gaps in audit preparation and correct them early. Taking a proactive approach to documentation helps employers stay organized, reduce risk, and demonstrate a clear commitment to compliance.
Compliance Risks
Organizations must also consistently update their policies with compliance risks in mind. Many jurisdictions now require clear disclosure when employers track employee activity, and some mandate consent. Employers must ensure that all employee monitoring practices align with applicable privacy laws and are clearly communicated in the organization’s remote work policy.
Expanding company systems to allow access to home networks and personal devices also increases data security risks, so implementing stronger protection protocols and programs is necessary to help prevent major breaches. It also helps to have a timely game plan in place, in the event that a breach does occur.
Employee education is a an important consideration, especially when falling for phishing attempts or using unsecured Wi-Fi networks can cause significant damage. Regular training sessions and security exercises can help employees recognize and respond to threats.
Building a Culture of Compliance
It’s the responsibility of the organization to create a culture where compliance is institutionalized, and the culture must originate from the leadership team. Organizational owners and senior leaders must set expectations and model best practices, while managers should be trained in enforcing policies and identifying potential compliance risks unique to hybrid teams.
At Seattle University School of Law, the Online MLS in Compliance and Risk Management program’s curriculum specifically acknowledges these and other relevant compliance issues. If a business wants to succeed, it needs in-house trusted experts to manage risks and assess opportunities; Seattle University Law trains students in legal methods, analysis, and communication, preparing graduates to assume leadership roles within organizations.
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