How do I handle an unclear Work from Home Policy and setting expectations? [closed]

Question

Background details:

I am new to leadership on my team. I lead a group of 5 producing data analysis products for various customers.

Multiple members of the team are new to this career field and therefore engage in a lot of on the job learning. Those team members were brought on board because they have diverse backgrounds that complement the technical talent already on the team (UI/UX, background in customer areas, etc.)

Our company culture is an expectation of being in office regularly, with the flexibility to work from home (WFH) as needed. In the past this has meant WFH if you have a technician coming by, need to take care of kids or family issues, doctors appointment across town, feeling sick (no sick leave). The only mention of in office vs WFH in our company handbook is that advanced notice of absence is required to not unduly burden teammates.

Two members of the team regularly decide to WFH with no advanced notice. One of these two spends the day WFH multitasking between their duties to our team, and managing their LLC as a landlord. Again, our company handbook does not mention anything about outside employment, but my experience is most places have policies stating that job performance must not suffer due to alternate employment.

Main Question

I would like to make a more concrete WFH policy for my team. One of the team members came to me expressing concern for how often a couple of coworkers decide to WFH with no advanced notice. It was something that bothered me, but as there was no official policy I let it be. Our manager above me has made it clear to the team that the expectation is to work from the office most days.

I want these team members in office since they require so much on the job learning. This could be done remote, but I have found that in person has been more effective.

How should I approach making this policy? Since it's not in our company business rules, should I even attempt making a policy? If you have been in this situation, how would you approach writing this policy?

I appreciate the coaching/help.

Answer 1

Without knowing the scale of your organization, I would strongly recommend against making your own policies without first consulting more senior leadership and/or the HR team. Having policies for your team, especially when they differ from organizational guidance or practices on other teams, could result in added friction with the broader organization.

I would first recommend getting guidance and clarification on the company handbook. Understanding the company-wide expectations (if any) for working remotely and the notice required is a good starting point. There are situations - maintenance technicians, family issues, illness - that may arise with little to no warning. Other situations - planned appointments - may be known in advance. And other situations - side jobs - may not qualify at all as a reason to work remotely, if a reason is necessary.

Depending on your company's policies, you may be able to ask for reasons for working remotely. If working remotely with no advance notice is against company policies and/or having a detrimental impact on your team, more senior management or HR can offer guidance on next steps, including if and when you can ask for reasons and what steps you can take when you feel flexibility is being abused.

Once you understand any global policies and what flexibility you have in determining team level policies and working agreements, only then can you draft such a policy. I would also recommend making it a collaborative effort with the team - working together to come up with the agreement rather than making it a mandate from management.