What is a teleworking charter? – Definition
A teleworking charter is a formal document developed by a company to define specific rules for teleworking. It serves as a reference to frame this form of work organization, allowing employees to work outside the traditional company premises, while maintaining a clear structure and expectations.
This document is not mandatory, but it is highly recommended in cases where teleworking becomes a regular practice within the company. This is often the case for companies where flex office is standard. The charter helps to clarify several essential aspects such as the conditions for applying teleworking, the rights & responsibilities of teleworkers, as well as the expectations of the employer. Its main goal is to ensure that all stakeholders have a clear & uniform understanding of teleworking practices, thus promoting a balanced and productive work environment.
The implementation of this charter can also be influenced by a dialogue with the Social and Economic Committee (SEC) if it exists, highlighting the importance of consultation and collective agreement in the process.
What does a teleworking charter contain?
Each teleworking charter is unique and must be tailored to the specifics of the concerned company, including its activity, constraints, and the needs of its employees. Here are the elements that this charter generally must contain:
1. Mandatory content
- Transition modalities to teleworking: Specific conditions under which employees can switch to teleworking.
- Acceptance of teleworking conditions by employees: Clear mechanisms by which employees agree to work remotely, often through a formal agreement.
- Monitoring & management of working hours: Defined strategies for monitoring working time and regulating workload, including modalities for calculating overtime and rest periods.
- Contact hours: Times during which teleworkers must be available and reachable by the company.
- Inclusive access to teleworking: Procedures ensuring that teleworking is accessible to disabled workers, pregnant women, and employees with caregiving responsibilities, promoting equal opportunities.
2. Optional content (but recommended)
Beyond legal requirements, companies can choose to add additional provisions to adapt the charter to the specific needs of their work environment. These optional additions enrich the charter, facilitating a more complete integration of teleworking into the company culture:
- Definition of the workplace: Indication of authorized locations for teleworking, whether at the employee’s home or in a coworking space.
- Provision of necessary equipment: List of equipment that the company will provide to support teleworking, from computers to secure internet connections.
- Reimbursement policies: Terms for covering expenses associated with teleworking, such as internet connection costs or setting up a home office.
- Privacy and security guidelines: Strict rules regarding data security and the confidentiality of information handled at home.
- Health and safety at work: Commitment of the company to maintain health and safety standards for teleworkers, with clear procedures in case of an accident.
- Review & consultation process: The review of the teleworking charter should not be done in isolation. Involving employee representatives in the review process ensures that the charter is not only compliant with legal requirements but also aligned with employee expectations. This collaborative approach helps build consensus and ensures the effectiveness of the teleworking implementation.