Employers responsible for well-being of teleworkers

Teleworking where people work at a distance from their employer or customers is on the increase. Technologies such as personal computers, laptops, modems, faxes, answerphones, mobile phones and the Internet provide distance working opportunities that would have been impossible a few years ago.

Some teleworkers are employees who work from home all or some of the time. Others are the self-employed who provide a service to their customers. A third category involves mobile workers who use laptop computers and mobile phones to communicate with their employer or customers. A further category is based in call centres.

Ms Imogen Bertin, of the European Telework Development (ETD) helpline (1800 225070), says one person could move between these categories in the course of a working week.

Employers are obliged by law to ensure the safety, health and welfare at work of all employees.

IBEC states in its recent guidelines on teleworking: "The employer continues to be responsible for health and safety even in a home office or mobile office." Employers are also responsible for the safety of people such as visitors, customers and cable installation operatives in the home office.

IBEC says the home office can be covered by the company's insurance policy or by an extension of that policy. Failing this, "an arrangement where the employee takes out a home office policy and the employer reimburses the cost may be appropriate".

Every home office should have a written safety statement which identifies hazards and assesses the risks posed to health and safety. The statement should identify who could be injured or made ill and determine preventative measures. Findings should be recorded, acted on, reviewed and updated periodically.

The Communications Workers Union (CWU), which represents the interests of teleworkers, says "home visits or inspections may be needed so the employer can ensure worker safety".

IBEC concurs and adds: "Appropriate periods of notice before a home visit should be agreed." Ms Bertin says a fortnight's notice could be appropriate. Employers need to be sensitive to the fact that the office is in a private home.

IBEC also says: "As a general principle, the employer should provide equipment and ensure that the equipment is inspected and checked on a regular basis, in accordance with the company's on-site policy".

The CWU believes that the employer should also accept legal responsibility for accident or injury in the teleworking room during work operations. It holds that health and safety union advisers should be able to visit teleworkers. Inspectors from the Health and Safety Authority already have a statutory right to visit the workplace of any teleworkers, including those who work from home.

Health and safety issues of particular relevance to employers of teleworkers and teleworkers themselves include:

Equipment: Employers must ensure that the equipment supplied to the teleworker is adequate for the job and that it is checked regularly to prevent injury to the teleworker or others. Office equipment should be maintained as frequently as if it were in a conventional office. The employer should also ensure there are a sufficient number of electrical sockets. The chair, desk, heating and lighting should also be adequate for the work. Teleworkers on the phone constantly should have headsets rather than hand-held phones to prevent musculo-skeletal problems in the neck and shoulders. Workspaces must be designed according to sound ergonomics to reduce worker's exposure to injury.

Isolation: An isolated worker can become de-motivated. Homeworkers should visit the office perhaps once a week or once a month.

Work training: Teleworkers must be trained to use equipment safely and in a manner that doesn't damage their health. In particular, computer users should be trained how to prevent repetitive strain injuries. Employers can be held responsible for workers' injuries if they result from inadequate training.

Fire precautions: Home offices should have adequate precautions such as smoke alarms, fire extinguishers and escape ladders.

Safety training: Workers should be taught the basics of safety such as unplugging unnecessary electrical equipment at night; good housekeeping to reduce slips and trips; proper manual handling of loads; safe storage of chemicals or hazardous materials away from children; the provision of an adequate first aid kit; and procedures for reporting injuries or dangerous occurrences.

Insurance: If the teleworker will receive have any visitors, public liability insurance should be in place, paid for by the employer if the teleworker is an employee.