HYBRID/REMOTE WORK ARRANGEMENT POLICY
SAMPLE
Prepared by:
Trucking HR Canada (THRC)
104-720 Belfast Rd., Ottawa ON, K1G 0Z5
September 2022
HYBRID/REMOTE WORK ARRANGEMENT POLICY
SAMPLE
As a national, non-profit organization, Trucking HR Canada advances modern HR solutions
for the trucking and logistics workforce
One of our strategic priorities is to make a company’s job easier by delivering a
comprehensive collection of up-to-date guides, reports, templates and more to support
effective human resources management and recruitment and retention efforts.
Visit truckinghr.com to find out more.
ABOUT TRUCKING HR CANADA
The information contained within does not constitute legal advice. Trucking HR Canada, and
all content contributors, bear no responsibility for any circumstances arising out of or related
to the adoption, or decision not to adopt, any of the recommendations contained in this
document.
DISCLAIMER
WANT MORE
Why employers should consider offering flexible work options
What are common flexible work options used today and their prevailing benefits
Factors to consider before initiating flexible work practices
Recommendations on how to effectively implement flexible work arrangements
Guidelines for measuring success
To help fleet employers build flexible workplace practices, Trucking HR Canada wrote
Flexible Workplace Practices: The Growing Importance of New Ways of Working. Help your
company offer new ways of working by exploring the following topic areas:
To view this online resource visit truckinghr.com
HYBRID/REMOTE WORK ARRANGEMENT POLICY
SAMPLE
[Company Name] operates in an industry that is dependent on the successful collaboration
of its employees to deliver outstanding service to our customers. We value the
relationships, ideas, decisions, and business results that are facilitated through our face-
to-face interactions at the workplace. We also respect that not all work needs to be
performed in a company's onsite work location. We are pleased to offer flexibility for
eligible employees to participate in a hybrid work arrangement.
PUPOSE
This policy is applicable to all [Company Name] employees in good standing and whose job
duties and responsibilities are suitable for hybrid/remote work arrangements.
SCOPE
DEFINITIONS
Hybrid Work Arrangement refers to a work arrangement in which eligible employees
fulfill their job responsibilities at a site other than their onsite work location for part of
their regularly scheduled work hours, for a fixed period of time. For example, in a 5-day
work week an employee working under a hybrid work arrangement may work 3 days
onsite and 2 days offsite.
Remote Work Arrangement refers to a work arrangement in which eligible employees
fulfill their job responsibilities exclusively at a site other than their onsite work location.
For the purpose of this policy and for interpretation by our employees:
Current employees in good standing with at least [six (6) months] tenure may seek
approval for a hybrid work arrangement.
In some cases, the hybrid/remote work arrangement may be defined and agreed to as a
condition of employment upon hire.
Employees wishing to gain a hybrid/remote work arrangement must first gain approval to
do so from their manager/supervisor. Prior to submitting a request, consider the
questions outlined in the Employee Success Checklist at the end of this tool.
DETERMINING ELIGIBILITY
HYBRID/REMOTE WORK ARRANGEMENT POLICY
SAMPLE
Managers/supervisors are responsible for evaluating whether the duties of a position
may be performed in a hybrid/remote work arrangement. The manager will confirm that:
The work and the responsibilities of the position can be completed without causing
disruption to employee performance and deliverables
Efficiency, productivity, timeliness, and the level of service can be maintained
The department or team can continue to maintain regular meetings, meet project
deadlines, and achieve established goals
The position can continue to meet the needs and schedules of other collaborating
departments
Daily face-to-face interaction with customers and colleagues isn’t a requirement of
the position
The position does not require onsite, in-person supervision
Managers/supervisors are encouraged to approve employee requests for a hybrid work
arrangement whenever it is possible to do so, Upon approval, managers/supervisors
should review the Manager Success Checklist at the end of this Tool.
If granted approval for a hybrid/remote work arrangement, the employee agrees to meet
the following criteria:
Has a clear understanding of their position and performance expectations
Has demonstrated ability to work independently and does not require close
supervision
Demonstrates at least satisfactory performance
Meets required punctuality and attendance standards
Demonstrates the consistent ability to complete tasks and assignments in a timely
and accurate manner.
Communication and collaboration skills meet or exceeds expectations
To be considered for a hybrid work arrangement, the employee must apply for approval
via [insert contact name, contact position, or provide link to an appropriate policy
request form]. The application will include information such as:
The reason for the request
The location where employee will be working on remote/offsite days
The preferred days working onsite and preferred days working remote/offsite
Confirmation that they have thoroughly considered their ability to be successful and meet
performance expectations of their role while working under this arrangement (see
Employee Success Checklist attached)
APPROVAL OF HYBRID WORK ARRANGEMENTS
HYBRID/REMOTE WORK ARRANGEMENT POLICY
SAMPLE
Employees participating in a hybrid work arrangement are expected to be available
during core business hours.
Communication and collaboration is key to success and as such, employees are expected
to utilize all technology provided to maximize their hybrid work arrangement. This
includes phone, computer, email, messaging applications, video conferencing, instant
messaging etc.
Employees will continue to be available for all staff meetings or other meetings deemed
necessary by management. If in-person meetings are required on a day when the
employee would normally work remotely, it is expected they will attend face-to-face and
work remotely an alternate day.
It is the employee’s primary responsibility to perform work during their regularly
scheduled work hours and to minimize distractions and interruptions during this time.
Employees must maintain a safe, secure, and ergonomic work environment at their own
cost when working offsite.
Employees are required to have reliable access to networking and/or internet at their
remote worksite and can conduct confidential business and meetings appropriately.
Employees are responsible for the protection of all equipment, records and materials
provided by [insert company name] from unauthorized or accidental access, use,
modification, destruction, or disclosure.
Hybrid employees will continue to follow [insert company name] policies and procedures
including sick leaves, vacation leaves and code of conduct requirements.
HYBRID WORK SCHEDULE RESPONSIBILITIES
An employee’s compensation, benefits, work status, and work responsibilities will not
change due to hybrid/remote work.
Work hours will also remain the same unless changes are agreed to as part of the
arrangement.
All vacation and other time-off benefits (including leaves of absence) must be scheduled,
approved, and recorded in accordance with the company’s time-off policies and practices.
COMPENSATION, WORK HOURS AND TIME WORKED
Employers may consider developing a Flexible Work Arrangement Request form to be
filled out by the employee when making a formal request for a flexible work option.
HYBRID/REMOTE WORK ARRANGEMENT POLICY
SAMPLE
Hybrid work arrangements will be implemented on a trial basis for [three (3) months].
Following the successful completion of the trial period, the arrangement may be
approved for up to one year and then renewed on an annual or as needed basis to
ensure that the employee’s work quality, efficiency and productivity meets expectations
and that the operational needs of the business continue to be met.
Any changes to an existing hybrid work arrangement must be approved by the employee’s
supervisor/manager including changes to the days that an employee works remotely.
An employee may terminate a hybrid/remote work arrangement upon reasonable written
notice to their supervisor/manager.
If [insert company name] determines that the hybrid/remote work arrangement is not in
the best interests of the business for any reason, including but not limited to the
employee’s performance and productivity, the company may terminate the arrangement
by providing [two (2) weeks] written notice.
REVIEW, MODIFICATION AND TERMINATION OF HYBRID WORK
ARRANGEMENTS:
[Company Name] is committed to reviewing our policies regularly. This policy will be reviewed
no less than once every three years.
POLICY REVIEW
I acknowledge that I have read and understand the Hybrid Work Policy. I agree to comply
with this Policy and its guiding principles.
Name (Print):
Signature:
Date:
[Insert as policy footer]
Effective Date:
Revision Date:
ACKNOWLEDGEMENT
HYBRID/REMOTE WORK ARRANGEMENT POLICY
SAMPLE
While it is important that both the employee and manager understand and follow the policy
guidelines, it is just as important that thorough consideration is given by both parties as to
how they can play a role in contributing to the success of the hybrid work arrangement. Use
the checklists below for further support the success of a hybrid work arrangement.
HYBRID WORK ARRANGEMENT – CHECKLISTS FOR SUCCESS
Have I thoroughly reviewed and understand the Hybrid Work Arrangement policy?
What personal needs and work-life balance goals am I trying to achieve through this
arrangement, and will it meet those needs and goals?
Do I have an appropriate, functional workspace for the days I would work offsite?
Do I have reliable and stable internet and phone connectivity in my offsite location?
How will I keep myself focused and motivated when working offsite, away from the
structure of a worksite and management supervision?
What strategies will I use to stay organized working from 2 different locations?
Have I successfully worked with minimal supervision in the past?
How will I feel if I am the only one offsite during a team meeting? Am I comfortable
participating and contributing to meetings remotely?
How will I ensure I stay connected with my team members and continue to develop strong
work relationships?
What else can I do to ensure I set myself up for success?
EMPLOYEE: WHAT DO I NEED TO CONSIDER PRIOR TO SUBMITTING A
REQUEST?
HYBRID/REMOTE WORK ARRANGEMENT POLICY
SAMPLE
Have I reviewed the Hybrid Work Arrangement policy and thoroughly understand the
eligibility criteria so I can make fair and consistent decisions to support the arrangement?
Have I provided any additional technology, accesses or system requirements to support
the employees offsite work? Do they know who to contact for IT support and maintenance
issues when offsite?
Have I clearly defined my expectations of their work objectives and outcomes and
communicated via a 1-1 discussion with the employee working in a hybrid model?
Have I scheduled team meetings at times that mutually work for employees working on
and off site?
Have I communicated any new hybrid work arrangement with my team and sought their
input on how we can all ensure it is successful and address any team concerns?
Have the employee and I agreed on the best methods of communication when they are
offsite? What other changes/enhancements will I need to make to my communication
practices?
Are there ways I can build in some social time and provide opportunities for relationship
building amongst the team, colleagues, customers etc.
Have I created a situation where the employee will feel comfortable saying this
arrangement is no longer working for them or openly discuss challenges they are
encountering?
Have I scheduled a weekly check in call with the employee? Have I also scheduled a 3-
month review meeting to assess the success of the hybrid work arrangement trial period?
What else can I do to ensure the employee and the company experience positive
outcomes from this arrangement?
MANAGER: WHAT ACTIONS CAN I TAKE TO ENSURE A SUCCESSFUL
HYBRID WORK ARRANGEMENT FOR THE EMPLOYEE AND THE COMPANY?
HYBRID/REMOTE WORK
ARRANGEMENT POLICY SAMPLE
Prepared by:
Trucking HR Canada (THRC)
104-720 Belfast Rd., Ottawa ON, K1G 0Z5
This project is funded in part by the Government of
Canada's Sectoral Initiatives Program (SIP).
