How To Manage Risks In The Home Office

• Focusing on ergonomics in a work set up isn’t merely about comfort; it’s about preventing injuries and potential legal liabilities. 
• Documentation creates a tangible record of the employee’s workspace, which can be crucial in legal proceedings.
• A self-check process including workspace photos, combined with a designated workspace policy in the employee handbook, can provide a significant layer of protection.

The modern workplace has undergone a seismic shift. Once confined to brick-and-mortar offices, work now happens everywhere — kitchen tables, home offices, even coffee shops. This newfound flexibility presents exciting opportunities, but also a unique set of challenges, particularly regarding risk management. 

I recently sat down with Kaleem Clarkson, Senior Advisor to RampLane, to discuss how businesses can navigate these complexities and ensure the safety and well-being of their remote workforce.

Remote Workplace Management

Clarkson described the platform as a “remote office in a box,” designed to empower productivity and foster engagement regardless of location. The goal of RampLane is to establish a framework for compliance and mitigate the risks inherent in remote work — a mission all organizations should be considering.

Clarkson explained that there are two initial steps companies can take with each employee that are key to creating workplaces that are compliant. 

The first is providing a checklist to ensure home offices are set up ergonomically.  The second is recording compliance by collecting information on employees’ designated workspaces. 

Each employee should go through a self-checklist as they’re being onboarded. This checklist should be designed to ensure they have the proper lighting, chair, and monitor, plus whichever other parts of the home office they want their employees to focus on.

Clarkson stressed that RampLane has researchers who examine various pieces of furniture and equipment, and also has a certified ergonomist on staff. This ergonomist looks at all these different things. 

This emphasis on ergonomics isn’t merely about comfort; it’s about preventing injuries and potential legal liabilities. 

As Clarkson explained, “If you were to trip and fall while you’re working at home, your company can be liable for that injury.” 

This is a stark reality many businesses overlook. One way to address this is by prompting employees to document their workspaces, creating a record that can be invaluable in mitigating legal risks. 

This documentation, coupled with a company handbook outlining designated workspace requirements, creates a robust defense against potential liability.

Employee Experience

Clarkson recommends keeping things simple for employees with a straightforward checklist, ideally with a visual gauge indicating their progress toward compliance. After the self-check, employees should take pictures of their workspace – one zoomed in on their setup, and one zoomed out to see the broader workspace. 

But what happens if an employee doesn’t meet the set compliance threshold? Clarkson explained this is where customization becomes crucial. 

In one organization Clarkson worked with as a consultant, leadership decided that if an employee doesn’t reach the 85% compliance level within their rating, it’s the manager’s responsibility to follow up. The goal is to have 100% of employees at 85% compliance or above.

From an organizational perspective, Clarkson shared that his client designated HR as the owner of the initial setup, integrating it into the onboarding process and making it part of their handbook. 

Mitigating Risk and Ensuring Legal Compliance

The conversation then shifted to the crucial aspect of risk management. I asked Clarkson specifically about protecting against risks like tripping hazards, referencing recent lawsuits related to work-from-home accidents. 

Clarkson noted the increasing legal complexities surrounding remote work, emphasizing that laws are constantly changing.

While he stressed that complete risk reduction is not usually possible, he cited conversations with attorneys who confirmed that the self-check process and workspace photos, combined with a designated workspace policy in the employee handbook, provide a significant layer of protection. 

This documentation creates a tangible record of the employee’s workspace, which can be crucial in legal proceedings.

I inquired about the process of reviewing the photos. Clarkson explained that photos should be stored alongside the compliance score. He acknowledged that a manager sign-off process to further validate the accuracy of the self-assessment would be an added layer of documentation. 

Clarkson concluded by acknowledging the ongoing debate surrounding return-to-office mandates, noting that many companies are embracing hybrid or fully remote models. 

As employees continue to change where they work, managing risks associated with remote workspaces becomes paramount, alongside trying to deliver a best-in-class WFH experience for employees. 

Providing a standardized approach to ensuring employee safety and mitigating potential liabilities can prove invaluable.