There are many moving parts when it comes to hiring remote workers, including ensuring they have the right equipment to work efficiently.
Remote workers not only need the right tools to perform their jobs effectively, it also makes them more productive. In fact, 80% of remote employees could boost their productivity by 25% with the proper equipment.
However, managing the distribution of work equipment across different locations — especially internationally — can be challenging.
Key takeaways:
- Employees who work from home don't always have a proper ergonomic setup, which can contribute to pain and even disability.
- There are several factors to consider when determining whether to ship office equipment to remote workers or allow them to purchase what they need.
- Partnering with an IT assessment management provider can simplify the procurement, deployment, and maintenance of hardware and software for remote workers.
First Things First: The Importance of Ergonomics
Seventy percent of employees worldwide now work remotely at least part of the week, according to a 2024 study by the International Labour Organization. And many of them aren't working with a proper ergonomic setup.
Only 10% of remote workers report that their employer provided supportive office furniture, such as adjustable office chairs. And many remote workers aren't even sitting in chairs while performing work duties, with one survey finding that 45% report regularly working from the couch and 38% working from bed.
The lack of a proper ergonomic work environment can lead to musculoskeletal disorders, especially of the neck and back, that can result in persistent pain and even disability. In fact, a study involving 2,000 desk workers found that 59% of them hunch over their work devices, causing discomfort and pain.
Remote workers with an ergonomic setup at home are more efficient and productive, and effective ergonomic practices can also reduce workers' compensation costs.
Supplying remote employees with ergonomic furniture — or a stipend to purchase their own — not only supports their health but also boosts productivity and benefits the company's bottom line.
Providing Remote Work Equipment to Employees
Here's a look at how companies can ensure remote workers have the necessary equipment to do their jobs.
Ship Equipment Directly from the Company
Many companies opt to purchase and ship laptops, desktop computers, monitors, and other necessary tools directly to their remote employees. There are several benefits to this approach, including:
- Ensuring consistency in hardware: For example, if every employee works from a Mac, it's easier to send certain types of files and provide IT support.
- Improving security: Devices can be preconfigured with security protocols and necessary antivirus software, ensuring compliance with company or industry standards and minimizing the risk of data breaches.
- Reducing costs: Companies may qualify for tax deductions when they provide business-related equipment to employees.
- Improving employee well-being: Providing remote workers with the necessary equipment demonstrates a company's investment in its workforce, which can increase morale and job satisfaction.
However, there are downsides to shipping company-provided equipment to remote workers, such as:
- Logistical challenges: Shipping equipment internationally can be complex because it involves coordinating the delivery, maintenance, and eventual return of company property across the globe.
- Financial costs: Purchasing and shipping equipment can be expensive, especially if you have a large global workforce.
Provide a Stipend or Reimbursement for Employees' Home Office Setup
Offering a stipend for employees to furnish their home office allows them to select the furniture and tools that best meet their needs.
When allocating the funds, it's essential to provide clear guidelines on the types of tools and equipment eligible for purchase, which may vary depending on their role. These could include:
- Desktop computer or laptop
- Standing desk
- Monitor(s)
- Keyboard
- Laptop stand
- Ergonomic chair
- Mouse
- External hard drive or cloud storage
- Noise-canceling headphones
- Printer
- Webcam
- Microphone
- Headset
- Surge protector
- Software subscriptions, such as for a VPN
- Internet connection service, signal boosters, routers, or portable WiFi devices
- Mobile phone
- VoIP service
- Other office supplies (notebooks, pens, envelopes, stapler, etc.)
Another approach is to offer equipment reimbursement. In this scenario, workers purchase the equipment they need upfront and submit receipts for compensation. As with a stipend, setting a clear reimbursement limit and outlining which items qualify for coverage is essential.
However, keep in mind that while stipends and reimbursements give workers flexibility, this can sometimes lead to inconsistencies in hardware and software and may require additional IT support.
Work With IT Asset Management Providers
Another option to consider is outsourcing your equipment needs to an asset management company. These IT providers streamline the procurement, deployment, and maintenance of essential hardware and software, ensuring remote employees have what they need.
In addition to providing, updating, and maintaining equipment, many IT asset management companies offer various other services, such as network monitoring and patch management, which are crucial for remote operations.
Using an asset management company is an effective way to ensure that remote employees receive standardized, secure, and up-to-date equipment.
Implement a Bring Your Own Device Policy
Some companies allow remote employees to use their personal devices for work, which is known as a Bring Your Own Device (BYOD) policy.
This is certainly a cost-effective approach. A Cisco study found that permitting employees to use their personal laptops, tablets, smartphones, and other devices can save up to $350 per employee annually.
However, one of the most significant drawbacks to a BYOD policy is the security risk involved. While 82% of companies allow BYOD policies to some extent, they admit they have concerns regarding potential issues with sensitive information, such as:
- Data leaks
- Employees downloading unsafe apps
- Unauthorized access to company data and systems
Without strict security policies — such as mandatory VPN usage, requiring multi-factor authentication, and endpoint encryption — sensitive company data could be exposed to hackers.
Other challenges with a BYOD policy include IT support and compliance. IT teams may struggle to provide consistent support and troubleshooting when employees use devices with different operating systems and software versions
In addition, it can be more difficult to enforce regulatory compliance (GDPR or HIPAA, for example) when employees use personal devices, as companies may have limited control over how data is stored and transmitted.
Also, while some employees may feel more comfortable working from their own devices, others report that using their personal equipment for work blurs work-life boundaries.
Partner with an Employer of Record for Global Equipment Management
Managing equipment logistics for an international workforce can be complex, especially when employees are spread across multiple countries with varying import regulations, tax considerations, and shipping challenges.
Ensuring remote workers receive the tools they need while also maintaining security and compliance requires a well-structured approach. One way to streamline this process is by partnering with an Employer of Record (EOR).
Beyond handling HR, global payroll, and compliance for international remote teams, many EORs also oversee employee onboarding, including the procurement, distribution, and maintenance of essential equipment. They can coordinate the purchasing and shipment of laptops, monitors, and other necessary tools while ensuring compliance with local labor laws and tax regulations.
Additionally, EORs can facilitate the secure return of company-issued equipment during employee offboarding. They can manage device retrieval, data security protocols, and even refurbishment or redistribution, helping companies minimize costs and reduce logistical headaches.
By leveraging an EOR's expertise, businesses can streamline global equipment management, ensuring employees are well-equipped while maintaining operational efficiency and compliance.
Let RemoFirst Take Care of Your Hiring and Equipment Needs
There's a lot to consider when hiring and providing equipment to remote workers across the globe. RemoFirst can simplify the process.
We help companies compliantly employ, pay, and manage remote workers in more than 185 countries, including shipping any necessary equipment.
Schedule a demo to learn more about how we can simplify your global hiring process.
