Remote workers

More than a third of employees spent at least some of their time working from home in 2022, according to the Bureau of Labor Statistics. That was up from 24% in 2019 – before the start of the COVID-19 pandemic

For employers, the obvious effect of this increase is that fewer workers – and their safety and health – are under their organization’s direct supervision.

So, how can employers ensure their employees are staying safe and healthy while working remotely? Here are some things to know.

What does OSHA say?

First, know that OSHA won’t conduct inspections of employees’ “home offices” – and doesn’t expect employers to either. That’s according to an OSHA instruction for agency staff published back in February 2000. OSHA also won’t “hold employers liable for employees’ home offices.”

The instruction continues: “OSHA respects the privacy of the home and has never conducted inspections of home offices.”

However, the agency notes that a “home office” differs from a “home-based worksite,” where someone acts as an employer in areas of their personal residence (for example, home-based manufacturing operations).

When is an at-home injury or illness an OSHA recordable?

First, it must meet OSHA’s recording criteria. That means an injury or illness that results in death, days away from work, restricted work or transfer to another job, medical treatment beyond first aid, or loss of consciousness.

For employees in a home office, the injury or illness must be “directly related to the performance of work, rather than the general home environment or setting.” 

OSHA offers this example: If an employee drops a box of work documents and injures their foot, that injury is considered work-related. However, if the same employee is rushing to answer a work call and is injured while tripping over the family dog, that’s not work-related. 

Put it in writing

To make sure everyone is on the same page when it comes to expectations and requirements, it’s important to have written policies and signed agreements.

Under the Telework Enhancement Act of 2010, the federal government requires its agencies to establish work-from-home policies and written agreements.

In a 2021 guide on teleworking, the Office of Personnel Management outlines some considerations for a work-from-home policy, including:

• Schedule
• Equipment
• Frequency and modes of communication
• Data security

The guide features a checklist in the form of safety tips. Topics include fire safety; slips, trips and falls; lighting; electrical hazards; reporting incidents; and ergonomics.

Be prepared

An additional consideration for a work-from-home policy to address is emergency preparedness. 

The Canadian Centre for Occupational Health and Safety lists some questions to ask workers to make sure they’re prepared for an emergency:

• Do you have an evacuation plan?
• Are the first aid supplies sufficient?
• Are emergency contact numbers posted in the home?
• Has a schedule for staying in contact been established
• Does your office contact know how to reach someone near you in the event of an emergency?

You also should address how incidents will be reported and how employers will investigate them.

Ergonomics

Policies covering ergonomics should detail how the employer will assess employee work areas. Is it having the employee take a picture? Will it be done via a one-on-one assessment? Will that assessment take place remotely or in person? Or, will the employer use an employee self-assessment program? 

Next, how can the employee request any needed equipment, and how will it be delivered? More importantly, who’ll pay for that equipment? And if the employee buys it, will they be reimbursed?

“Oftentimes, employers will offer a stipend for resources or will have internal programs that can support workspace needs,” said Katherine Mendoza, senior director of workplace programs at the National Safety Council. “For example, at NSC, our ergo auditor team will evaluate remote workstations and provide recommendations for improvements, and sometimes provide equipment depending on the situation.”

NSC shares with employees tips on proper ergonomics, in the form of a five-minute safety talk. Included is advice on how to set up a work area and how to avoid eyestrain. It also touches on the importance of creating a regular schedule/taking breaks. 

“Research has shown a negative impact on personal health related to extended sitting and computer work,” Mendoza said. “There are less opportunities to move around throughout the day when at home and, when you do, the distances or time away are often much shorter. A remote ergo policy should take this into consideration and offer resources or equipment to help control that increased risk.”

Mental well-being

Intermittent breaks during a workday can help with an employee’s mental and physical health, says the Georgia Institute of Technology. 

“Taking time to exercise, eat well and enjoy time away from screens are all essential to protect your physical and mental well-being,” the institute says.

According to the Society for Human Resource Management, remote employees often work longer hours, in part, because it can be more difficult to “unplug” from a job compared with being in an office. The blurring of boundaries between work and home also can take a toll. 

Additionally, remote employees may feel more isolated from their co-workers. 

“Look for opportunities to have one-on-one meetings – voice or video – between employees and managers, and use an online messenger for quick check-ins,” Mendoza said. “Managers need to make an effort more now than ever to carve out time with every employee. 

“We don’t have that ‘drive-by’ opportunity like we did in person, so we have to create them. I would recommend also getting to know how each employee likes to communicate. Some might prefer a phone call to a chat message. Be flexible and intentional with your approach.”

She added that when communication opportunities arise, try to determine how the employee is doing, gauge if they have issues with their work area or schedule, and find out what the organization can do to help solve any of their problems. 

Employers also can try to provide support through employee assistance programs or other methods. 

“I would encourage employees to learn what resources are available to them through their organization and elsewhere,” Mendoza said.