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Remote Working Guide Emails: Best Practices & Templates

While the world is still reeling under the health crisis due to the pandemic, a new COVID-19 variant from UK is making the headlines. According to some experts, it is more contagious (up to 70% more transmissible) than the previous strain and could affect a large population.

So, what does it mean for the world?

The slogan “be safe, be at home,” is what comes to mind. But is it feasible every time?

If you are working in an organization, you know how challenging is the workflow. It is impossible to work from home on a continual basis, and some professions actually require to be present on the floor physically. For example: for the system admin, bank employees, and people working on confidential projects, it’s a necessity to be at ground zero. But for others, if the collaboration is right, then it shouldn’t be a concern. The interaction process could take place virtually.

As seen in the below illustration, almost 62% of US employees are already working from home due to COVID-19.

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Image Courtesy: Gallup

Then why some organizations are still shying away from this model?

As they couldn’t measure the results!!!

They don’t know whether this model would do any good for their process.

Let’s understand working from an office has its own advantages, but given the risk associated with working at crowded offices, it is convenient to adopt the WFH model for the benefit of all. And with time, almost all the employees and employers would get comfortable with the approach.

So, how do you convince and make your employees comfortable to work from home? Besides that, how you make your boss believe that the WFH model wouldn’t hamper the work process?

As we see here, you can share the metrics on productivity, and make them understand how you are monitoring the progress:

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Image Courtesy: The Balance

The security protocol and the code of conduct are different in every organization. So, when people shift to work from home, the first thing that comes into the mind of every employer, is whether the employees would be able to follow that and resolve the conflicting interest.

Ensure if you are asking for a work from home option, you are addressing these in your email.

We have carefully chosen some of the best email templates that you can implement for the overall benefit.

Find some of the best email templates for your organization:

Explaining The Challenges:

In the below email template, you see how the employer explains the challenges, simultaneously stating the pros so that employees don’t have apprehensions about the new model. A specific group of employees, would always prefer coming to the office, which is not bad at all, but in this scenario, one has to restrain themselves from getting into unwanted circumstances.

For such employees, they are stating, “You’re about to experience the world of telecommuting …flexibility and better work-life balance.” It makes the employees believe with this, they could enjoy the work and family life.

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Image Courtesy: Workable

Every organization should look into developing the right structure, and ambiance so that employees give their best, be it even virtually.

Test To Work From Home:

The big tech giants and others are at an advantageous position. They have the best resources and technology to make this great transition (Shifting the workplace from office to home).

So, who has the challenge?

Yes, you guessed right!!!

The small-sized companies who have the meagre resources, and the technologies that hampers this model.

So, in this case, before the organization starts investing in the latest technologies, and other resources, you can test how the WFH model would benefit the organization. It could be even for 1 day.

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Image Courtesy: Flock

As a marketing manager, you can send the email to the management, to see how the option of working from home could work out for the whole team. Include the HR, and other stakeholders in the loop so that they also have the idea of this initiative. Further, they can give their opinion on how the model could be refined as per the requirements and process of the organization.

Focussed Work From Home:

Many a time, people in important positions need their space to complete high-end tasks. With the pandemic craze, they couldn’t concentrate working from office. The below email is a perfect example where the executive discusses about the same.

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Image Courtesy: Lifesize

He further conveys that he would be available online, if the team member needs assistance. It is a win-win scenario for both the organization and the employee, as the person could juggle the task of doing his work efficiently and helping the team members as well.

Its’s not that only the organization has to initiate the work from option; sometimes, employees can also take the initiative whenever required. Here it proves!!!

While one would need the approval, but if they show the commitment, then the organization wouldn’t mind granting the request.

In The Best Interest Of The Co-Workers:

Have you ever thought of what would keep your co-workers safe as well?

During these times, we never know who would be the next to go down with pandemic fever. So, as a responsible person, you shouldn’t risk other people’s lives, be it a simple cough and cold. The below email is a nice example of how one can request to work from home so that the contagious disease doesn’t get out of control.

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Image Courtesy: Flock

An organization that cares for its employees would surely look into this matter and agree to the request of the employee.

How About Convincing That WFH Is Actually Time-Saving:

We all know long commuting hours actually hampers the work quality. So, if you can convince the same to your boss, it could be beneficial for both. Here in the below example, we see how the worker is putting across his opinion of saving 90 minutes, by starting the work early and finishing on time. He also talks about the next week plan. He explains in case, if there are any loose ends or the priority thing to completed on Monday, then he would focus on the same and complete it at the earliest.

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Image Courtesy: TheMuse

The email completely shows the sincerity of the employee, where he wants to balance both professional and personal commitments. Thus, we realize, if the organization is not completely into micromanaging the employee’s work, then it would obviously let the employee work from home and generate the desired results.

Showing Increased Productivity:

Every organization looks out for innovative ways to increase the productivity of the employees, but if you show them how WFH has increased your productivity within a short span, they would be more than happy to provide you this option for a longer period.

Here in the below example, we see the employee stating how the work from home option on an occasional basis has helped her focus on the work. Further, she tries to convince to meet face-to-face only if required.

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Image Courtesy: The Balance

Asking For The Right Space And Time To Do Research Work:

While there are some people who complain about the work from home model, that has blurred the line between professional and personal life, there are many who actually appreciate it. Employees who want to do research work, would never complain about WFH.

We all know how chaotic the office work could sometimes be, so when you are given the me-time to execute productive office research work, from home, it could lead to better results.

In the below email, we see how the employee has put across his opinion:

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Image Courtesy: TheMuse

It is not only the responsibility of the organization to develop an effective work atmosphere, but also the responsibility of the employees. They should follow the basics of the work from home model, such as:

  • Sticking to the right work hours
  • To be available on the required communication channels, phone, email, and others.
  • Visit office when the presence is highly required
  • Have the right discussion with the co-workers
  • Put across thoughts and opinion at the right time to avoid confusion

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Image Courtesy: Flock

We see a lot of people relying on video conference for a smooth conversation. They could analyse what their co-workers are trying to convey w.r.t work. With such co-ordination, they can fix the errors, and move onto the next step of the process.

Now if you carefully notice all the templates you would see, it revolves around these subjects:

  • Safety precautions
  • Reducing crowded workplace
  • Maintaining the peace
  • Saving time
  • Other important actions to be taken

It is a good thing as you can cover the necessary things required for an effective and efficient workplace that is also safe.

If the organization is still considering that work from home is not the best option then they should look into these results:

  • People are able to collaborate in new ways
  • Organizations are able to retain the experienced and talented workers who otherwise couldn’t travel long distances
  • Fewer sick leaves; long travelling hours often make the people sick. With WFH, employees wouldn’t get sick very often, so better productivity
  • Co-workers could maintain the strong relationship as they know they need to bind well for good results.

Conclusion:

The virus has ushered us into a completely new world. We need to break the outdated shackles, needless to say, we have to unlearn the business process or structure that worked in the past.

As stated by Saikat Chatterjee, Senior Director, Advisory at Gartner:

“We’re being forced into the world’s largest work from home experiment and so far, it hasn’t been easy for a lot of organizations to implement.”

With the contactless and virtual workplace, organizations and employees have to readjust to the new environment to keep the process on track and generate good results. Many of the respondents have already stated that remote work can mitigate the risks of spreading the illness.

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Image Courtesy: Flock

Here we see almost 91% agree that remote work can help people avoid getting sick. While 89% are willing to work remotely to avoid getting sick. It’s an encouraging sign for both employers and employees as they don’t have to worry about their employees’ safety, and the employees can give their best from the safe home environment.

These email templates are the guide or the stepping stone to achieve the target.

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