How to Negotiate Remote or Hybrid Work: A Step-by-Step Guide

I don’t remember the exact date, but it was sometime between 2010 and 2012 when I first started working from home. It is essential to note, though, that my entire career, from its inception, has been Internet-based. And since the Internet was already in most homes by the time I started my professional journey, even in my country, the prerequisites for remote work had already existed back then, in 2005.

However, nobody considered such a possibility at that time. Those rare occasions when I stayed home to work in the 2010s were probably due to illness or travel. That’s not because the bosses didn’t allow it – that`s just because even the thought of it never even crossed the employees’ minds. It was just something very unusual.

But then COVID-19 erupted in 2020, and that changed everything. I remember when we first started receiving confirmations of the cases in Ukraine, where I live, everyone was still attending the office. However, as the situation progressed, and since I had been tracking the news meticulously, I was one of the first to drop out of the office. I started missing a few days a week at first, then there were just a few that I attended, and eventually, a week came when I didn’t show up at all. That week marked the point of no return for me – from then on, I never returned to the office, at least on a long-term basis.

It seemed that COVID-19 marked the beginning of a new era in labor relations – the era of remote work. However, as COVID faded, company leadership gradually began forcing people to return to offices. It’s worth noting, though, that many employees were actually eager to return to the office themselves, having missed face-to-face interaction. But this euphoria usually didn’t last long, as the benefits of working from home often became apparent. This gave rise to the popularity of hybrid models, where people work from home most of the week and come into the office only on certain days.

One way or another, a gradual shift back to the good old office and open-space environment has begun to take place. And since for many of us who managed to take a breath of freedom, this is not what we would want, in this article, we’ll discuss how to negotiate work from home or hybrid work with your boss.

1. Assess the Feasibility of Working Remotely

While the remote and hybrid work format becomes increasingly popular and feasible, there are still industries and types of jobs that can`t be done without the real-time presence of the worker. And even if you think you could perform your work entirely remotely or at least partially remotely, it doesn’t mean that it is so in reality.

Apart from applying common sense, look at your colleagues or those in similar positions at competitive companies. If people in the same position as you work remotely, this is a good sign and a compelling argument that you can negotiate remote work. On the other hand, if you don`t see such a precedent, I have bad news for you. 

However, the good news is that more and more professions that were previously difficult to imagine as remote are adapting their approaches, creating new opportunities. Let`s take a medicine, for example. How could you have imagined 10 years ago that you wouldn’t need to visit a hospital when you got sick? And now, telemedicine is flourishing.

There may be other constraints, though, apart from the type of work you`re doing. Many companies have strict security requirements and policies in place. An example of such a policy may be a restriction on accessing the company’s resources elsewhere. If this is the case, your attempt to negotiate remote work is doomed to fail. If you work in a field where remote work is generally possible, but it’s not an option at your current company, it may make sense to consider switching companies. (If working from home is something so desirable for you for any reason).

Investigate whether other employees in the company are already working remotely or in hybrid roles. This can give you an idea of how flexible the company is and whether your request is likely to be approved.

When preparing for negotiations about transitioning to remote or hybrid work, it is also important to consider the company culture as a factor. If the company is heavily traditional, such as one that expects five days on-site, your negotiation may face resistance. However, if the company has adopted any hybrid models during or after the pandemic, you have a better chance of negotiating a favorable outcome.

Anyway, before facing your boss, you should definitely figure out upfront if what you’ll be asking is a real possibility in your current situation. 

2. Frame the Discussion Around the Benefits to Your Company

It would be naive to think that your boss should let you work remotely just because you want to. Be ready to compile a list of good arguments that will show your boss what benefits they can get from having you work from home. Let`s think about what kind of arguments they can be.

The first set of arguments can be built around your productivity. For example, you may claim that switching to remote work can increase your overall productivity because of:

• Fewer distractions: Claim that working from home provides a quiet, controlled environment, free from office interruptions. Be ready to prove it.
• More focus on deliverables: Instead of focusing on time spent in the office, remote work can help you concentrate on completing high-priority tasks without unnecessary distractions.
• Save on commute time: Point out that by eliminating daily travel, you save valuable hours each week that can be redirected toward more productive work. Commute-related fatigue and stress are also reduced, allowing you to start the day more refreshed and focused. This will result in improved output and more efficient use of time.

It would also be a good idea to agree with your boss on some KPIs or other criteria to measure your productivity over time. For example, it may be a number of story points you are able to complete during the Sprint. Don`t fall short on it during the very first Sprint if you are allowed to work from home. Because if you fail, I guarantee that you will return to the office the very next day after the Sprint Review meeting  🙂

3. Bring Data to Support Your Argument

It would be very helpful to support your request with strong arguments, such as research, data, or an existing precedent. Try finding some research (better a few) from a credible source proving that remote work increased productivity, cut costs, or whatever.

Check your competitors’ open positions and look for remote vacancies that match your skills. If you find one, bring it to the boss as a valid precedent of remote work in your sphere. Be careful with this trick, though, because it can be taken as a hint that you’re considering changing companies (unless you don’t want to give this hint, of course). 

If you’ve worked remotely before, provide metrics on increased productivity, completed projects, or any performance improvements you can bring to the table. For instance, explain how working from home allowed you to finish projects earlier, reduce errors, or increase client satisfaction.

4. Be Ready to Address Objections

As I already mentioned, it is pretty naive to think that your boss will accept your offer immediately, otherwise, you would have already been working remotely. Definitely, your boss will have objections, so you need to be prepared to address them.

Here are the most common objections most bosses around the world have against remote work:

• Team collaboration: Offer solutions for staying connected with your team, such as regular virtual meetings or collaboration tools like Slack or Microsoft Teams. And definitely coming to the office for important events and meetings
• Availability: Ensure your boss that you will maintain clear communication and be easily reachable during work hours via online communication channels. You may provide a list of channels, including primary ones such as online messengers, and reserve ones, such as a mobile phone number.
• Security: If your job involves handling sensitive information, be prepared to discuss cybersecurity protocols for remote work, ensuring that company data remains secure and protected.

For your convenience, I prepared a sample spoken script for negotiating remote work.

5. Pick the Best Time To Bring Up Your Request 

Seasoned negotiators recognize that timing is one of their most valuable allies in negotiations. The right timing can significantly improve your chances of achieving your goal in negotiations. Unfortunately, the wrong timing can ruin everything, and negotiations about remote work are no exception. 

Such stages and milestones as a job offer, promotion, and performance review (only if you’re completely confident it will be positive) are all examples of the right timing for negotiating transferring to remote work.

If you negotiate working from home as part of the job offer, mention it after salary and benefits have been discussed. This shows that you’re serious about the job, and this flexibility is the final piece to accepting the offer.

So, if you’re really into working from home, don’t miss the opportunity to negotiate remote work during the interview or at least at the job offer stage. Remember that the timing strategy is key.

6. Formalize the Agreement

Once you have successfully negotiated a remote work arrangement, make sure that it is formalized in writing. Whether it’s included in your employment contract or a separate agreement, having written confirmation protects you from various unpleasant situations in the future and prevents you from interpreting the rules in various ways by different parties. I guess, that in most cases, even a simple email highlighting the main points sent to all the major stakeholders will work.

The agreement should include details like:

• Number of remote workdays each week.
• Hours of availability when working remotely
• Primary and reserve communication channels to ensure a timely response
• Expectations for in-office meetings or events.
• Criteria for success to ensure both parties are aligned on what constitutes effective remote work.

… and anything else that is specific to your company and role.

This step is crucial if you aim to negotiate a remote work schedule in detail or seek permanent work-from-home status.

Summary

Negotiating remote work or hybrid work arrangements requires preparation, clear communication, and a thorough understanding of the company’s culture. By following these strategies, you can create a compelling case that not only meets your needs but also benefits the employer. Whether you’re negotiating remote work at your new job, discussing flexibility in your current role, or figuring out how to negotiate a work-from-home arrangement for just a few days, approaching the conversation with confidence and professionalism will significantly increase your chances of success.

And if you’re one of the lucky ones who already work from home due to a previously successful negotiation with your boss, you’re welcome to share your tips and tricks in the comments.