Remote-First Policies Template

REMOTE-FIRST PHILOSOPHY

Building Remote Culture

REMOTE-FIRST FUNDAMENTALS

WHAT REMOTE-FIRST MEANS:
☐ Remote is default, not exception
☐ Office is optional, not required
☐ Decisions don't depend on location
☐ All meetings are remote-friendly
☐ Documentation over tribal knowledge
☐ Async over sync when possible

REMOTE-FIRST BENEFITS:
☐ Global talent access
☐ Reduced real estate costs
☐ Employee flexibility
☐ Productivity gains (for many)
☐ Disaster resilience
☐ Environmental impact

REMOTE-FIRST CHALLENGES:
☐ Culture building harder
☐ Collaboration requires intention
☐ Communication overhead
☐ Onboarding complexity
☐ Isolation/loneliness
☐ Work-life boundary blur

SUCCESS FACTORS:
☐ Intentional about communication
☐ Strong documentation culture
☐ Regular synchronous touchpoints
☐ In-person gatherings periodically
☐ Investment in home setups
☐ Management training for remote
☐ Clear expectations set

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REMOTE POLICIES

Comprehensive Remote Work Policies

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REMOTE-FIRST POLICIES
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SECTION 1: ELIGIBILITY & LOCATION
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ELIGIBILITY:
Who can work remotely?
☐ All employees (default)
☐ Specific roles only
☐ After probationary period
☐ With manager approval

LOCATION REQUIREMENTS:
Allowed locations:
☐ United States (all states): ☐ Yes ☐ No
☐ Specific states only: _______________
☐ International: ☐ Yes ☐ No
☐ International (specific): _______________

Location restrictions:
☐ Tax nexus implications
☐ Work authorization required
☐ Time zone considerations
☐ Must notify of moves

WORKSPACE REQUIREMENTS:
☐ Dedicated workspace (quiet, private)
☐ Reliable internet (minimum ___ Mbps)
☐ Secure environment
☐ Professional video background
☐ Appropriate for confidential calls

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SECTION 2: EQUIPMENT & EXPENSES
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COMPANY-PROVIDED:
☐ Laptop: Standard issue
☐ Second monitor: ☐ Yes ☐ Optional
☐ Keyboard/mouse: ☐ Yes ☐ Optional
☐ Headset: ☐ Yes ☐ Optional
☐ Webcam: ☐ Yes (if needed)

HOME OFFICE STIPEND:
One-time setup: $_____ (e.g., $500-1,500)
Monthly stipend: $_____ (e.g., $50-200)

Covered expenses:
☐ Desk and chair
☐ Monitor(s)
☐ Keyboard and mouse
☐ Lighting
☐ Desk accessories
☐ Plants/decor

ONGOING REIMBURSEMENTS:
| Expense | Amount | Frequency |
|---------|--------|-----------|
| Internet | $_____ | Monthly |
| Cell phone | $_____ | Monthly |
| Coworking | $_____ | Monthly |
| Office supplies | $_____ | As needed |

EQUIPMENT RETURN:
☐ All equipment company property
☐ Return upon termination
☐ Return shipping provided
☐ Exception process defined

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SECTION 3: WORKING HOURS & AVAILABILITY
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CORE HOURS:
Core overlap hours: _____ to _____ (timezone)
Purpose: Meetings, real-time collaboration
Expectation: Available for sync communication

FLEXIBLE HOURS:
Outside core hours: Flexible
Expectation: Complete work, meet deadlines
Time tracking: ☐ Required ☐ Not required

RESPONSE TIME EXPECTATIONS:
Synchronous (Slack/Teams):
☐ During core hours: ___ minutes
☐ Outside core hours: Best effort

Asynchronous (Email):
☐ Standard: Within ___ hours
☐ Urgent: Within ___ hours

CALENDAR MANAGEMENT:
☐ Keep calendar updated
☐ Block focused work time
☐ Indicate working hours
☐ Set timezone correctly
☐ Update status when unavailable

BOUNDARIES:
☐ Respect time zones
☐ No messages expected after hours
☐ Vacation truly offline
☐ Right to disconnect supported

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SECTION 4: COMMUNICATION GUIDELINES
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COMMUNICATION PHILOSOPHY:
Default: Async-first
Use sync: For relationship building,
          complex discussions, decisions

CHANNEL GUIDELINES:
| Type | Use For | Response Time |
|------|---------|---------------|
| Slack/Teams | Quick questions, updates | Core hours |
| Email | External, formal, detailed | 24 hours |
| Video call | Complex, relationship | Scheduled |
| Phone | Urgent only | Immediate |
| Document | Decisions, reference | Async |

MEETING GUIDELINES:
☐ Default to 25/50 min (not 30/60)
☐ Agenda required for all meetings
☐ Notes/recording for key meetings
☐ Cameras encouraged, not required
☐ No meeting days: _______________
☐ Meeting-free blocks protected

DOCUMENTATION STANDARDS:
☐ Decisions documented
☐ Context shared in writing
☐ Searchable knowledge base
☐ Process documentation
☐ Meeting summaries posted

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SECTION 5: IN-PERSON GATHERINGS
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COMPANY-WIDE:
All-company offsite: ___ times/year
Duration: ___ days
Purpose: Culture, strategy, bonding
Attendance: ☐ Required ☐ Expected

TEAM GATHERINGS:
Team offsites: ___ times/year
Duration: ___ days
Purpose: Planning, team building
Attendance: ☐ Required ☐ Expected

TRAVEL POLICY:
☐ Company books travel
☐ Per diem for meals: $_____/day
☐ Reasonable hotel expenses
☐ Economy flights standard
☐ Book ___ weeks in advance

Remote Equipment Budget Template

Item	Budget	Standard	Notes
Laptop	$1,500-2,500	MacBook/Dell	Company asset
Monitor	$300-500	27" or larger	One-time stipend
Keyboard/Mouse	$100-200	Quality ergonomic	One-time stipend
Chair	$300-600	Ergonomic	One-time stipend
Desk	$200-500	Standing optional	One-time stipend
Headset	$100-200	Noise-canceling	Company provided
Webcam	$100-150	1080p quality	Company provided
Home office stipend	$50-200/mo	Ongoing costs	Monthly

Remote Work Readiness Checklist

Requirement	Employee	Manager	IT
Reliable internet	☐	☐ Verify
Quiet workspace	☐	☐ Verify
Equipment ready			☐
Accounts/access			☐
Communication tools	☐		☐ Setup
Core hours agreed	☐	☐
Expectations clear	☐	☐

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