OPERATING POLICIES & GUIDELINES
Title: Hybrid Work From Home (WFH) Policy Office Policy No. ERG-2022-002-Original
Scope: Effectivity:
The scope of this guideline covers the requirements, [Date signed]
conditions, arrangements and responsibilities associated
with the hybrid work from home model.
Prepared by: Approved by:
Maria Monica N. Tajon
President and CEO
Reviewed by:
Date signed:
1. POLICY STATEMENT
Element Renewables Group is establishing a hybrid work from home (WFH) policy in response to the
Philippine government’s recommendation, and as an effective contingency plan to ensure business continuity
and productivity, amidst the COVID-19 pandemic or any other unforeseen community or national security,
health or safety emergency that may arise and restrict the company’s ability to operate normally. Whenever
feasible, select job functions may work off-site or remotely, as decided and defined by department or team
heads, with the approval of their division head or superior.
2. PURPOSE
Element Renewables Group supports flexible and hybrid work from home practices that help employees
balance their work and personal lives. Hybrid work from home is an initiative that allows excellent working
flexibility and a balance between work and personal needs. This approach means that employees can work
somewhere apart from the company’s office; however, the office space is still available for those who value it.
3. WORK ARRANGEMENT
3.1 Not all job functions can be performed remotely therefore, it will be the team or department
head’s discretion and responsibility to set schedules for staff that will ensure a total of eight
(8) working hours per day, whether they work on-site or remotely.
3.2 All heads must decide on working arrangements, whether on-site or WFH, by assessing what
will be most effective for internal or external customers as in the end, employees are
evaluated by how they deliver the needs and expectations of their customers, regardless of
where the work is performed. Options for hybrid WFH schedule are as follows:
3.2.1 Weekly basis – 2 days on-site, 2 days WFH and 1 day depends on the need/s of
the position
3.2.2 Monthly basis – must work at least 10 days on-site
3.3 Each team or department head, with the approval of their superiors, will decide on the days a
staff can WFH or on-site beforehand.
3.4 Pre-arranged work schedules must be submitted by department heads to HR & Admin via
mtajon@elementrenewables.energy for uploading in the Dropbox every 12th and 29th of
each month for Head Office employees.
4. WORK FROM HOME REQUIREMENTS
When working from home or remotely, the following requirements are needed to be successfully productive:
Stable internet connection
Applications and video conferencing facility that would enable internet calling or messaging
such as Viber and Google Meet
Conducive and functional workspace where the employee can perform work duties in a private
and quiet space that separates the designated work area from personal activities
Appropriate computer equipment with network access
A workable schedule as agreed with by the employee and their superior
Regular communication and connection to others with service levels on response times and
availability, clearly defined and agreed upon by the employee and their superior
5. EXPECTATIONS & RESPONSIBILITIES
With added freedom comes responsibility and employees allowed to work remotely must engage in proper
planning, foresight and self-discipline. The following expectations and responsibilities are expected of WFH
employees:
5.1 Follow the work schedules and hours given and be sure to meet deadlines with work output
that uphold high-quality standards that accomplish assigned tasks and meet the team’s needs.
In addition, all communication channels provided must be checked regularly and responded
to by the employee within the workday the messages are received.
5.2 WFH employees on duty are expected to utilize tools provided for managing time and tasks,
communicating, logging and tracking work projects and accessing resources in order to be
productive.
5.3 Employees must be online and accessible by superiors and co-workers for the eight (8) hours
of each day they are assigned to work and are expected to check-in with superiors, at least
once a day or by the appropriate level of communication agreed upon between the
telecommuting employee and superior.
5.4 Any correspondence from a co-worker or client should be acknowledged or replied to, as
quickly as possible, within the day the communication was received.
5.5 Unless on official leave, WFH employees are expected to attend scheduled meetings and
should be available to attend on-site meetings when given at least a day’s notice, whenever
necessary.
5.6 Appropriate office supplies needed to perform work duties may be given to the employee but
must be properly recorded and documented, following company procedures.
5.7 Any company equipment supplied to the employee must be used for business purposes only.
5.8 Any technical difficulties or issues (no internet connection, laptop problems, power outages,
system or computer problems, etc.) should be immediately reported to the employee’s
superior or department head, so these concerns can be attended to and any manpower or task
adjustments, implemented.
5.9 When a WFH employee experiences a power interruption, internet downtime, defective or a
problematic system or computer, or any other challenge that results in the inability of the
employee to perform work duties, the following policies apply:
a) An employee unable to work for 4 hours must immediately inform their superior and
apply for a half-day vacation leave.
b) If more than 4 hours have lapsed, the employee should apply for a whole day
vacation leave. If one’s vacation leaves are exhausted, such absence should be filed
as a sick leave instead; otherwise, such leave will be treated as leave without pay.
c) If the technical difficulty was addressed after less than an hour, the employee can
resume and finish their shift. However, in consideration of the shortened work time,
the employee is expected to render additional time to cover for unaccomplished
work during the less than an hour of downtime, after the end of the employee’s
eight-hour shift. Note that any excess work time rendered for this purpose cannot be
charged as overtime.
d) The employee also has the option to report to the Head Office until the technical
issues are resolved.
5.10 Any personal endeavor the employee attends to during work hours, outside of their residence
or remote working site, should be applied as a half day or whole day leave.
5.11 All sensitive and confidential company data should be protected and kept secure by the
employee.
6. EFFECTIVITY
This policy shall take effect, immediately upon approval.
