What Is a Remote Job? Guide for Employers

A remote job is a position that allows employees to work outside a traditional office environment — typically from home, a co-working space, or any location with internet access. Remote work has shifted from a rare perk to a mainstream employment option that millions of workers now expect and many employers actively offer.

For small business owners, understanding remote work is essential whether you're offering remote positions for the first time, managing a distributed team, or handling flexibility requests. Remote jobs require different management approaches, policies, and technology than in-office roles, but can offer access to wider talent pools, cost savings, and improved employee satisfaction.

What Is a Remote Job?

A remote job is employment where employees perform their duties from a location other than the employer's physical workplace. This typically means working from home, but can also include coffee shops, co-working spaces, libraries, or anywhere with reliable internet connectivity.

Types of Remote Work Arrangements

Remote work comes in several distinct models:

• Fully Remote: Employees work entirely off-site with no requirement to visit an office, offering maximum flexibility.
• Hybrid Remote: Employees split time between remote and in-office work on specific days or a set number of days per week.
• Flexible Remote: Primarily office-based positions that allow occasional remote work a few days per month.
• Remote-First With Optional Office: Employees work remotely by default but can access office space if they choose, with all operations designed for distributed teams.

Geographic Flexibility Considerations

Employers must decide if employees can work from anywhere (location-flexible) or only from specific geographic areas (location-specific). Location-flexible offers maximum flexibility but creates complex legal, tax, and logistical challenges, while location-specific may simplify compliance and coordination.

Most small businesses limit remote positions to states where they're already registered to do business, avoiding the complexity of additional multi-state tax and employment law compliance.

How Do Remote Jobs Work?

Successfully implementing remote work requires clear structures, reliable technology, and intentional management practices.

Setting Up Remote Work

Define exactly what "remote" means for each position:

• Work Location and Schedule: Specify where employees can work from and any restrictions. Establish required work hours or core availability times for meetings and collaboration.
• Office Presence: Clarify if this is fully remote or if there are occasional requirements to come to the office for team meetings, training, or special events.
• Technology Requirements: Reliable hardware, high-speed internet (for example, minimum 25 Mbps), communication software, and security measures (VPN, password managers, antivirus).
• Equipment Provision: Decide what technology you'll provide. Most employers supply computers and software while employees often provide internet service and basic home office setup.

Managing Remote Performance

Shift from monitoring presence to measuring results:

• Clear Goals and Metrics: Define success with specific, measurable objectives focused on outcomes (projects completed, sales closed, customers served) rather than hours at a desk.
• Regular Communication: Schedule consistent one-on-one meetings with employees (weekly or biweekly) to discuss progress, obstacles, and support needs. Use project management systems to make work visible without constantly requesting updates.
• Work Hours and Availability: Establish "core hours" when everyone must be available with potential flexibility outside those hours. Set clear response time expectations and focus on results.
• Documentation and Feedback: Remote work generates less casual oversight, so clear documentation of decisions, progress, and changes becomes more important. Gather input from colleagues through 360-degree feedback, not just direct observation.

Remote Team Communication

Effective remote work depends on intentional communication:

• Communication Channels: Establish which tools to use for different purposes—instant messaging for quick questions, email for formal communications, video calls for complex discussions, and project management tools for task-related updates.
• Over-Communication and Documentation: Remote work requires more deliberate sharing of information, context, and updates than office environments where people absorb information through casual conversations. Create a culture of documenting decisions, processes, and knowledge in written records.
• Meetings and Check-Ins: Schedule regular team meetings, one-on-ones, and project-specific meetings. Keep them short (30-60 minutes), share agendas in advance, and follow up with written notes.
• Social Connection: Create opportunities for informal interaction through virtual coffee chats, non-work conversation channels, and team-building activities. Encourage video calls when appropriate to maintain connection and pick up non-verbal cues.

Benefits and Challenges of Remote Jobs

Remote work may offer significant advantages alongside real challenges that require informed decision-making.

Benefits for Employers

• Wider talent pool: You're no longer limited to candidates within commuting distance, especially valuable in competitive industries or locations where qualified talent is scarce.
• Cost savings: Reduced or eliminated office space expenses, lower utility costs, and less spending on office supplies and amenities.
• Increased productivity: Many employees are more productive remotely due to fewer office distractions and no commute fatigue.
• Higher retention: Offering remote work may improve employee satisfaction and retention, as many workers consider it a top priority when evaluating jobs.

Challenges for Employers

• Communication Complexity: Information sharing that happens naturally in an office requires deliberate systems to engage remote workers, and miscommunication can be more likely without an intentional communication plan.
• Management Adjustment: Supervising remote employees requires different skill — managers accustomed to in-person oversight must learn to lead distributed teams effectively.
• Maintaining Culture: Company culture is harder to build and maintain when employees don't share physical space, requiring intentional culture-building efforts.
• Technology Dependence: Remote work depends on technology functioning properly — internet outages, software issues, or security problems disrupt work immediately.
• Legal and Compliance Complexity: Multi-jurisdiction remote work creates complicated tax, legal, and regulatory obligations requiring expertise and ongoing attention.

Most challenges can be addressed through thoughtful policies and strong technology, with benefits often outweighing difficulties.

What Employers Should Know About Remote Jobs

Offering remote positions involves more than just letting employees work from home. You need clear policies, compliance, and support systems.

Creating Remote Work Policies

A comprehensive remote work policy addresses:

• Eligibility and Arrangements: Which positions qualify for remote work and any tenure requirements. Define remote work options (fully remote, hybrid, flexible) and the request process.
• Work Location and Schedule: Where employees can work from, what hours they must be available, and how much advance notice is required for location changes.
• Equipment and Expenses: What the company provides (computers, monitors, software) and what expenses will or won’t be reimbursed (internet, phone, office supplies, furniture).
• Performance and Communication: How productivity is measured, expected deliverables and response times, and which communication tools to use.
• Data Security and Termination: What measures employees must take to protect company information and systems, and under what circumstances remote work arrangements can be ended or changed.

Document your policy with employee acknowledgment and review it annually.

Legal and Tax Compliance

Employing remote workers in different states (or even local jurisdictions) creates complex legal obligations:

• Multi-Jurisdiction Employment Laws: You may need to register in states where employees work. Comply with each jurisdiction’s employment regulations including but not limited to, minimum wage, overtime, meal breaks, paid leave, and protected classes — based on where the employee works, not your business location.
• Tax Implications: Withhold state income tax where the employee works and register with that state's tax agency. Pay unemployment insurance to the employee's work state, and account for any local income taxes.
• Workers' Compensation: Ensure your insurance covers remote employees and notify your carrier. Employees in multiple states require compliance with different state systems.

Before hiring remote employees in new jurisdictions, research applicable employment requirements or consult with an HR professional or employment attorney. Non-compliance can result in penalties, lawsuits, and back payment obligations.

Onboarding and Equipment

Bringing new remote employees on board requires extra intentionality:

• Pre-Start Preparation: Ship equipment before the start date, set up accounts and system access, and assign an onboarding buddy or mentor.
• Structured Onboarding: Create a detailed first-week schedule with orientation, training, and team introductions. Provide written resources on policies, systems, and culture. Schedule daily check-ins initially, then reduce frequency.
• Equipment and Reimbursement: Most employers supply computers, monitors, and software. Define reimbursable expenses (internet, phone, office supplies, furniture), limits, and submission process. Consider one-time setup stipends ($500-$1,000).

Security and Data Protection

Remote work increases cybersecurity risks:

• Secure Access: Require VPN use when accessing company systems from home networks. Mandate password protection, encryption, automatic screen locks, and up-to-date antivirus software on all devices used for work.
• Authentication and Passwords: Implement strong password policies and consider providing password manager software. Require multi-factor authentication on all critical systems (email, financial systems, customer databases).
• Data Handling: Establish clear rules about downloading, storing, and sharing sensitive company or customer information. Prohibit storing confidential data on personal devices. Remind employees to protect devices from theft and lock computers when stepping away.
• Training and Response: Provide regular cybersecurity training covering phishing awareness, safe browsing, secure file sharing, and incident reporting. Have a clear process for employees to report suspected security breaches, lost devices, or compromised accounts immediately.

Maintaining Culture and Productivity

Company culture doesn't automatically translate to remote environments:

• Intentional Connection: Schedule regular team-building activities, virtual social events, or informal video hangouts. Regularly communicate company values and recognize employees who exemplify them.
• Inclusive Practices: Ensure remote employees participate fully in meetings, decision-making, and social activities. Share company information openly and recognize achievements virtually.
• Productivity Approach: Use project management tools for work visibility. Focus on deliverables and outcomes rather than monitoring activity to maintain trust and morale.

Remote Work Documentation

Document remote work arrangements, equipment provided, and employee responsibilities for data protection, cybersecurity, and confidential information handling.

How Paychex Can Help

Administering payroll and HR for remote employees across multiple locations adds complexity to your operations. Paychex simplifies the process with solutions designed for distributed workforces.