1. Introduction & Purpose

This Remote Work & Telecommuting Policy (the "Policy") outlines the guidelines and expectations for employees of Nexly Corporation ("Nexly" or the "Company") who are authorized to work remotely or telecommute. Located at 701 South Street Suite 100, Mountain Home, AR 72653, Nexly recognizes that remote work arrangements can offer significant benefits, including increased flexibility, improved work-life balance, and access to a wider talent pool. However, remote work also requires a strong commitment to communication, collaboration, security, and performance. This Policy is designed to:

• Facilitate Flexible Work Arrangements: Provide a framework for remote work arrangements that support employee needs and business objectives.
• Promote Productivity and Performance: Ensure that remote employees maintain high levels of productivity and performance.
• Maintain Effective Communication and Collaboration: Foster effective communication and collaboration among remote employees and their colleagues.
• Protect Company Data and Assets: Ensure the security of Company data and assets when accessed remotely.
• Comply with Applicable Laws and Regulations: Ensure compliance with all applicable laws and regulations related to remote work, including labor laws, data privacy laws, and tax requirements.
• Provide Guidance and Support: Provide clear guidelines and support for remote employees.
• Encourage a Strong Company Culture: Maintain a strong company culture and facilitate team cohesion among remote and in-office employees.
• Ensure Equity: Ensure fair and equal treatment for remote and in-office employees.

This Policy applies to all Nexly employees who are approved to work remotely, either fully or in a hybrid capacity with a significant remote component. This includes working from home, co-working spaces, or other approved locations. This Policy is to be read in conjunction with other Company policies, including, but not limited to, the Information Security Policy, the Data Privacy Policy, the Acceptable Use Policy, and the Code of Conduct.

2. Eligibility and Approval

Eligibility for remote work arrangements is determined on a case-by-case basis, considering both business needs and employee suitability.

• 2.1. Eligibility Criteria:
  • Job Role: The employee's job role must be suitable for remote work. Roles that require significant in-person interaction, physical presence for equipment operation, or access to sensitive physical assets may be less suitable.
  • Performance: The employee's performance must be satisfactory, as demonstrated through performance reviews and overall work performance.
  • Tenure: Employees must have completed a minimum of [Specify Timeframe, e.g., six months] of continuous employment with Nexly before requesting a remote work arrangement.
  • Technical Proficiency: Employees must possess the necessary technical skills and have access to the required technology to perform their job duties remotely.
  • Self-Discipline and Time Management: Employees must demonstrate strong self-discipline, time management skills, and the ability to work independently.
  • Dedicated Workspace: Employees must have a dedicated and secure workspace that is free from distractions.
• 2.2. Approval Process:
  • Request: Employees interested in a remote work arrangement must submit a formal request to their direct manager, using the designated Remote Work Request Form. [Indicate where the form is located; e.g. found on the company intranet, via HR.]
  • Managerial Review: The employee's manager will review the request, considering the employee's job role, performance, and ability to work remotely. The manager will also consider the impact on team dynamics and business needs.
  • Department Head Approval: The request must be approved by the employee’s Department Head (or equivalent).
  • HR Review: Human Resources (HR) will review the request to ensure compliance with Company policies and legal requirements.
  • Final Approval: The final decision on the remote work request will be made by [Specify Authority, e.g., the Department Head, with input from HR].
  • Remote Work Agreement: Upon approval, the employee, their manager, and HR will enter into a Remote Work Agreement, which will outline the specific terms and conditions of the remote work arrangement. This is a legally binding document.
• 2.3. Trial Period (Optional): A trial period of [Specify Timeframe, e.g., 30-90 days] may be implemented to evaluate the success of a remote work arrangement.

3. Work Hours and Availability

Remote employees are expected to maintain consistent and reliable work hours and to be available for communication and collaboration with colleagues and clients.

• 3.1. Core Business Hours: Unless otherwise agreed upon with their manager and documented in the Remote Work Agreement, remote employees are expected to be available and responsive during their team's core business hours, which are defined as [Specify Core Business Hours and Time Zone, e.g., 9:00 AM to 5:00 PM Central Time (CT)].
• 3.2. Communication and Responsiveness:
  • Email: Respond to emails within [Specify Timeframe, e.g., 2-4 hours] during business hours.
  • Instant Messaging (e.g., Slack, Microsoft Teams): Respond to instant messages as promptly as reasonably possible, aiming for an immediate response.
  • Phone Calls: Answer phone calls promptly or return calls within [Specify Timeframe, e.g., 1 hour].
  • Availability Tools: Employees are required to maintain their status (e.g., "Available," "Away," "Do Not Disturb") in communication tools to reflect their availability.
• 3.3. Work Schedule Flexibility: Remote employees may request flexible work schedules, subject to manager approval and business needs. Any changes to the agreed-upon work schedule must be communicated to the manager and team in advance.
• 3.4. Time Zone Considerations: For remote employees located in different time zones, the following guidelines apply:
  • Communication Planning: Regular communication should be scheduled to accommodate both time zones.
  • Overlap: A sufficient overlap in working hours with the employee's team is required to facilitate collaboration and communication. The specific duration of the overlap will be determined in consultation with the manager, but a minimum overlap of [Specify Hours, e.g., 4] hours per day is generally expected.
  • Meeting Scheduling: Meeting invitations should clearly indicate the time zone of the meeting and include a calendar invitation that automatically adjusts for the recipient's time zone.
• 3.5. Breaks and Time Tracking:
  • Breaks: Employees are encouraged to take regular breaks throughout the workday.
  • Time Tracking: All remote employees are required to accurately track their work hours. Utilize the company's time-tracking software [Specify Software Name].

4. Workspace Requirements & Security

Remote employees must maintain a safe, secure, and professional workspace.

• 4.1. Workspace:
  • Dedicated Workspace: A dedicated workspace free from distractions, where confidential information can be discussed without being overheard.
  • Ergonomics: Maintain an ergonomically correct workspace.
  • Professional Environment: A professional work environment.
• 4.2. Equipment:
  • Company-Provided Equipment: Use company-provided equipment for all work-related activities. This includes laptop, monitors, headphones, and any other devices that the Company supplies.
  • Equipment Maintenance: Maintain company-provided equipment in good working order.
• 4.3. Internet Connectivity:
  • Reliable Connection: A reliable and secure internet connection that meets the minimum bandwidth requirements specified by the IT Department. [Specify Bandwidth Requirements, e.g., 25 Mbps download and 10 Mbps upload.]
  • Expense: Employees are responsible for the cost of their own internet access.
• 4.4. Data Security:
  • Compliance: Must adhere to the Company's Information Security Policy.
  • Device Security: Protect all Company data and systems.
  • Encryption: Enable device-level encryption.
  • Secure Networks: Use secure Wi-Fi networks and a VPN.
• 4.5. Physical Security: Employees are responsible for the physical security of their workspace, including:
  • Secure Storage: Securely store all Company data and devices when not in use.
  • Document Handling: Handle physical documents with care.
  • Locking Equipment: Lock up devices.
• 4.6. BYOD Devices (If Applicable): If participating in the BYOD program, employees must:
  • MDM Enrollment: Enroll their devices in the Company's Mobile Device Management (MDM) solution.
  • Meet Security Requirements: Meet the security requirements outlined in the BYOD program.
• 4.7. Expense Reimbursement: The Company may or may not reimburse employees for business expenses. [If so, specify reimbursement procedures and what is reimbursable.]

5. Communication & Collaboration

Effective communication and robust collaboration are critical for the success of remote work arrangements.

• 5.1. Communication Channels:
  • Primary Tools: Use company-approved communication channels, such as [Specify Tools, e.g., Slack, Microsoft Teams, email] for all work-related communication.
  • Email Etiquette: Follow the Company's email etiquette guidelines.
• 5.2. Meetings:
  • Virtual Meeting Best Practices: Participate in virtual meetings and use video conferencing.
  • Meeting Etiquette: Attend meetings punctually and prepared.
  • Clear Communication: Communicate clearly.
• 5.3. Teamwork and Collaboration:
  • Collaboration Tools: Use company-approved collaboration tools, such as [Specify Tools, e.g., project management software, shared drives].
  • Teamwork: Actively participate.
  • Feedback: Provide constructive feedback to colleagues.
  • Documentation: Document all important information.
• 5.4. Project Management: Employees must accurately maintain their project and task assignments on project management software.

6. Performance Management

Remote employees are held to the same performance standards and expectations as employees working in the traditional office environment.

• 6.1. Performance Expectations: Employees must meet all performance expectations.
• Performance Evaluation: Be evaluated based on deliverables, productivity, quality, and contributions.
• Regular Check-ins: Participate in regular check-in meetings with their manager to discuss progress, goals, and any challenges. Follow performance review schedule.
• Goal Setting: Work with their manager to establish clear and measurable goals and objectives.

7. Expenses

[Detail policy on reimbursable expenses. For example:]

Remote employees may be eligible for reimbursement of certain business expenses, in accordance with the Company's Expense Reimbursement Policy, [Link to Expense Reimbursement Policy], and upon providing proper documentation. Such expenses may include:

• Business use of Home Office: Describe the policy on home office use.
• Equipment: Reimbursement for the cost of necessary equipment or components.
• Internet: If the internet expense is reimbursable, state the terms.

Employees must submit expense reports in a timely manner, in accordance with the Company's Expense Reimbursement Policy.

8. Policy Compliance and Enforcement

Compliance with this Remote Work & Telecommuting Policy is mandatory for all remote employees.

• 8.1. Responsibilities: All employees who work remotely are responsible for:
  • Adhering to the requirements of this Policy.
  • Maintaining a secure and professional workspace.
  • Maintaining a productive work environment.
• 8.2. Non-Compliance: Failure to comply with this Policy may result in disciplinary action, up to and including:
  • Verbal or written warnings.
  • Suspension of remote work privileges.
  • Termination of employment.
• 8.3. Monitoring: The Company may monitor the performance and compliance of remote employees, including monitoring their work activity, device usage, and communication. This will be done in accordance with applicable laws and regulations.

9. Policy Review & Amendments

This Remote Work & Telecommuting Policy will be reviewed and updated regularly to ensure its continued relevance and effectiveness.

• Review Frequency: This Policy will be reviewed at least [Specify Frequency, e.g., annually] or more frequently as needed.
• Review Process: The review process will involve:
  • Feedback Collection: Gathering feedback from remote employees and managers.
  • Performance Evaluation: Assessing the effectiveness of the remote work program.
  • Reviewing Best Practices: Looking at industry best practices.
  • Regulatory Compliance: Ensuring the Policy is in compliance with all applicable laws and regulations.
• Policy Amendments and Communication: Any amendments to this Policy will be approved by [Specify Approving Authority, e.g., the Board of Directors or the Executive Leadership Team] and communicated to all employees through [Specify Communication Channels, e.g., company-wide email, intranet posting, training sessions].
• Policy Ownership: The Human Resources Department, with support from IT and [Specify Other Departments, e.g., Operations], is responsible for maintaining and updating this Policy.

**Acknowledgement:** By engaging in remote work, all employees are deemed to acknowledge that they have read, understood, and agree to abide by the terms and conditions outlined in this Remote Work & Telecommuting Policy.