Working from home: points for discussion by manager and employee

Explanatory notes

• 1. Is regular working from home (possibly part-time) suitable for the employee’s position?

  Working at home is usually doable if the majority of the work consists of desk work/(video) calling, video consultations, etc.. Other concerns include:

  • It requires the employee to be result-oriented and able to work independently. 
  • If the employee belongs to the group of vital/business critical processes on campus, such as energy supply, security and technical systems, hygiene, company emergency organisation etc., then hybrid working may not be possible.  
  • For research work e.g. in laboratories and other work requiring specific facilities, working on campus is also necessary. Customisation may necessary for those activities that can be carried out at home.  

  Point of attention: Make agreements on mutual contact between the manager and employee. See also point 6 on agreements to be made about accessibility.

• 2. Is there a suitable (separate) place to work at home?

  When working at home, there must also be a healthy and safe workplace for the employee. The employer has this duty of care. If the employee is allowed and able to work at home and already has a well-equipped workplace and artificial lighting, the VU no longer needs to provide this. If in doubt about the right equipment, see point 3 on the layout of the home office. Most suitable is a private secluded home office. Items to discuss include:

  • Is sufficient concentration possible and can conversations be conducted in such a way that the employee is not distracted? (Think distractions from housemates/children or if there is a lot of ambient noise);
  • Is any need for privacy ensured? (e.g. for conducting confidential conversations or if video/telephone/meeting calls need to take place);
  • Are conditions such that there is an acceptable working environment? (ventilation, temperature). 

  Point of attention: If it is not possible to work well at home, then hybrid working is not a good option. A workplace on campus is then necessary. This also applies to points 3 and 4.  
  

• 3. Is it possible to create a workstation that is safe and properly equipped (including any additional facilities required such as a double screen, headset, etc.)?

  A properly designed ergonomic workplace is important for both employee and employer because it can help prevent physical complaints such as neck and shoulder pain, back pain or absenteeism. Attention to this is part of the employer's duty of care:

  • Ask the employee to take regular (short) breaks from work and do the same to prevent physical overloading.
  • Consult with the employee, using the 'computer screen work at home' checklist, whether the work can be performed safely and healthily.
  • Is the employee able to set up the workplace properly with the resources the employee already has available at home? Information for working with a laptop at home: Setting up and using a home office
  • What additional facilities does the employee think he or she needs (e.g. desk, desk chair, adjustable table, separate mouse or keyboard for laptop, monitor glasses, headset, lighting, etc.)? Which facilities are specifically needed for the job (e.g. second monitor, printer). Information on ordering via the VU: Setting up and using a home office
  • Have an employee experiencing eye complaints in combination with screen work investigate this/ seek advice. Even if there are physical complaints, the employee can make an appointment with the occupational health and safety adviser for home working advice after the manager's consent (or on the advice of the company doctor) via:  arbo.advies@vu.nl

• 4. Is there a suitable (psychosocial) working environment at home?

  An important aspect is for the manager to talk to the employee and pay attention to the home situation, the workload and the organisation of work. Discuss the psycho-social working conditions at home with the employee. Even in hybrid work, it is important not to let private life and work mix too much. As a manager, it is good to have an eye for the employee as a person and the working conditions under which the work takes place: 

  • When working from home, it is sometimes necessary to combine work and private tasks. Working from home has the advantage that care tasks can sometimes be filled in more flexibly. But it can also have a downside, as it places even greater demands on the adaptability of the home-working employee. This can cause tension and stress; 
  • It is important for employees not to mix work and private life too much. Can an employee make good arrangements regarding care tasks so that work does not have to suffer? 
  • The employee's own room for manoeuvre (an important plus point in hybrid working) can be enormously important to make things easier at home. By being able to alternate work and care tasks and give direction to work planning, there is less risk of physical complaints and mental stress. It is also important to continue to pay attention to (social) bonding and (informal) contacts with colleagues at VU. Working completely at home is therefore not desirable.  
  • Additional information:
    Hybrid Working - Take the challenge - Vrije Universiteit Amsterdam (vu.nl)
    Help, support and advice
    
    

• 5. Are computer facilities (hardware and software, security) available?

  The IT department provides facilities (hardware and software) for the home workplace. 

  The employee's position and the type of information he or she works with determine the IT functionalities required for job performance and are discussed by the manager with the employee. Points of attention are:

  • Discuss any (digital) requirements and adaptations. For example, use of a VU laptop or a headset.
  • Discuss with each other whether specific security measures are needed given the type of work, such as sending e-mails via Zivver, not using USB sticks or securing them with encryption. Not everything can be 100% technically secured: every employee must also take responsibility;
  • Even when working from home, the 'Code of Conduct on Computer and Network Use' is in full force when working via the VU network. Encourage the employee to review this code of conduct if it is still unfamiliar. An employee is expected to report a so-called data breach. All this info is available on VU.nl: Policy and regulations privacy and information security - Vrije Universiteit Amsterdam (vu.nl)

• 6. Discuss workload, working hours and healthy behaviours

  Workload and working hours
  If necessary, discuss work pressure and working hours*) with the employee, make clear (work) agreements and adjust working hours, work package or amount of work if necessary Information on work pressure:  Workpressure and work related stress

  • Make realistic and clear agreements on achievable results / expected outputs. 
  • When working from home, maintain usual working hours as much as possible. Agree, within acceptable limits, on flexibility in working hours if it helps the employee and does not harm the work.

           Tip: preferably no screen work just before going to bed because of the negative impact on sleep. 

  • Make mutual agreements regarding accessibility during regular working hours (by phone, e-mail, being on-line, response time to e-mails, etc.). Set a good example by not or as little as possible e-mailing outside working hours.
  • Also discuss mutual collaboration within the department. For example, consider facilitating online (team) meetings, mutual coordination between colleagues, presence on campus.
  • Evaluate the work agreements made: ask with some regularity how the employee is doing and, if necessary, adjust the work agreements together (within the margins of what the work requires).
    
    *) The limits of the Working Hours Act may not be exceeded: work may not exceed 12 hours per day and weekly working time may not exceed 60 hours.   
    
    Healthy behaviour

  Regularly alternating work activities, regular breaks and exercise when working from home are always very important to prevent (physical) complaints. To this end, the employee must also have his or her own control options. The employee can be expected to:

  • That they follow the healthy working instructions and make use of the information on setting up the home office, see also Healthy Screen Work (only available in Dutch).
  • If necessary, use Work & Move break software. This software helps display screen workers to perform computer tasks faster, better and with less effort. The software prevents both physical fatigue and mental fatigue, demonstrably improving not only the health but also the performance of display screen workers. See: Break software: Work & Move
  • That in a (periodic) meeting with the supervisor, he/she raises and discusses problems in the performance of the work and/or changing (work) conditions.
  • Discuss in good time with his/her manager when the workload becomes too high or when there are (physical) complaints due to the work. If necessary, the employee can get further advice in case of physical complaints or if the written instructions to set up and adjust the workplace properly fail:  - the occupational health and safety advisor for workplace advice: see point 3
    - the company doctor for a (preventive) working conditions consultation: Health, Safety and Environment (HSE) contact page - Vrije Universiteit Amsterdam (vu.nl)

  Point of attention: For the manager, it is important to know that the information and set-up about the monitor workplace at home does not raise any more questions for the employee.

Are you looking for information on these topics too?