Mobile Work: Flexibility and Freedom in the Modern Working World

Mobile working allows professional tasks to be completed flexibly outside the office. Unlike a fixed home office, it does not tie employees to their residence. It offers companies and staff more freedom, productivity, and cost benefits, but requires clear rules on working hours, ergonomics, and data protection to avoid issues like isolation or security risks.

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The world of work has changed – fundamentally. While most employees commuted to the office every day just a few years ago, much has changed today. Mobile working is now part of everyday life for more and more people. Whether on a train, in a café, or even from abroad: the boundaries between a fixed workplace and flexible working are increasingly blurring. 

But what exactly does mobile working mean? And what legal framework applies in Germany? This article sheds light on all the important aspects of mobile work and shows how both companies and employees can benefit from it.

Definition of mobile working

Mobile working refers to the ability to perform professional tasks outside of a fixed business premises – specifically at changing locations. Unlike in a traditional working from homesetting, you are not tied to a specific place, but work wherever it is convenient at the time.

What is mobile working?

With mobile working, your employees carry out their duties from anywhere – simply by using mobile devices. The decisive Difference between mobile working and home office: Work typically takes place at changing locations and is not limited to one's own home. The only important thing is that availability is ensured. 

This distinction is not only relevant in terms of terminology, but also has legal consequences. 

Legal foundations for mobile working

In Germany, employees can generally express a wish to work mobile at any time – for example, from home or while on the move. However, there is currently no legal entitlement to this. If you enable mobile working, you do so on a voluntary basis and can therefore agree on the framework conditions individually with your employees.

It is important to note: even though mobile working is not legally defined, this by no means implies that no rules apply. On the contrary – you as the employer remain responsible. The Occupational Health and Safety Act (ArbSchG) applies without restriction, as does the Working Hours Act (ArbZG).

In concrete terms, this means:

• In accordance with Section 5 (1) of the Occupational Health and Safety Act (ArbSchG), you must carry out a risk assessment to identify potential hazards and determine appropriate protective measures.
• You are obligated to ensure ergonomics at the workplace and to guarantee the safety and health of your employees even outside the business premises.
• Requirements regarding working hours, rest breaks, and rest periods, as well as the prohibition of work on Sundays and public holidays, apply regardless of the place of work.

A key difference from telecommuting is that the Workplace Ordinance does not apply to mobile working. It only applies to permanently established workstations, such as those in a home office or company premises. Incidentally, separate regulations apply to mobile working in the public sector.

Mobile working in a hybrid work model

Most companies today no longer rely on an either-or approach, but on a both-and strategy: employees work partly in the office and partly from home or while on the move. This hybrid model brings noticeably more satisfaction and productivity, as it combines flexibility with structure.

Thanks to high-performance laptops, secure cloud solutions, and BYODBYOD (Bring Your Own Device) concepts, working from any location has long since become part of everyday life. Nevertheless, the office remains the place where focused work, creative exchange, and data protection best come together. It’s all about the mix: mobile work provides agility, while the office provides stability and a sense of team.

Hybrid models also offer interesting opportunities for employers: when not all employees are in the office at the same time, the required office space can be significantly reduced. This saves considerable costs for rent, energy, and infrastructure. Flexible desk-sharing concepts therefore allow you to use your space more efficiently in the context of mobile working. 

However, it is important that you establish clear rules if you allow your teams to work remotely: When are in-office days expected? How is collaboration organized? What technical equipment is provided? 

Tax returns for mobile working

A topic that should interest your employees is tax deductibility. Since 2023, there have been two ways for employees to deduct their costs for mobile working from their taxes.

First, they can use the home office flat rate and claim up to 1,260 euros per year (or 6 euros per mobile working day) for tax purposes—though for a maximum of 210 days per year. The daily flat rate is entered in Form N by specifying the number of days spent in the home office.

Second, if a dedicated home office has been set up within their own four walls, there is the option to claim the actual costs. However, these must be documented and verifiable.

In addition, your team members can also deduct costs for professional travel, such as travel expenses for client visits. Filing a tax return for mobile working can therefore be well worth it and should be addressed in your communications with your employees.

What are the advantages of mobile working?

Mobile working brings numerous benefits for both employees and companies. Let’s take a closer look at the most important ones.

Higher productivity and better focus

Many employees report that they can work more efficiently remotely than in an open-plan office. Without constant interruptions from colleagues, complex tasks are easier to complete. The productivityquality of work increases because you can choose your own work environment – whether it's a quiet café, your own home, or a hotel lounge. The only important thing is that the technical equipment is right, data protection is ensured, and you are able to concentrate.

More flexibility and work-life balance

Mobile working makes it easier to balance professional and private life. Anyone who doesn't have to commute to work every daysaves time and nerves. Instead of spending two hours a day in traffic jams or on crowded trains, you can use that time more meaningfully. This leads to less stress and a better quality of life. However, work-life blending – the blurring of work and private life – can also become a burden if clear boundaries are not set, especially when working remotely.

Cost savings for companies and employees

For your company, mobile working means you can reduce costs. Less office space, lower energy costs, fewer expenses – it all adds up quickly. Employees also save money: commuting costs are eliminated, meals are cheaper, and you can be more relaxed about the dress code. 

Access to a larger talent pool

When the workplace is flexible, you can recruit talented professionals from other cities or even countries, as geographical restrictions are removed. This increases the chances of finding the best talent – an advantage that should not be underestimated, especially in times of a skilled labor shortage.

Increased employee satisfaction and retention

New Work studies Studies show: Anyone who work flexibly can work remotely is more satisfied with their job. Employee satisfaction increases, and turnover decreases. People appreciate being trusted and being able to decide for themselves where they want to work. This strengthens their bond with your company and makes you more attractive as an employer.

What are the disadvantages of mobile working?

As positive as mobile working is, there are certainly challenges you should consider if you are thinking about this option:

Limited social interaction

Spontaneous exchanges in the breakroom, informal conversations after a meeting – all of this is missing when working remotely. The social component of work is partially lost, which can have a negative impact on team spirit and corporate culture company culture. After all, video conferences and virtual meetings can only partially replace face-to-face contact.

Technical and ergonomic challenges

Internet connections are not stable everywhere, and not every mobile workspace offers good ergonomics. Working long-term from a sofa, café, or kitchen table risks back pain and muscle tension. Health in the home office and during mobile work should not be neglected. 

Data protection and security risks

Anyone working abroad or on a train must pay special attention to data protection. Open Wi-Fi networks are a security risk, and screens can be viewed by outsiders. Therefore, you should communicate clear security guidelines and provide technical solutions such as VPN connections – ideally, you should also record this in an agreement.

Checklist for mobile work

What should you prepare in advance so that your employees can work remotely? After all, the goal is to minimize the challenges just described. Good planning is essential. The following checklist for mobile work will help you ensure nothing is forgotten:

• Define the type of mobile work (e.g., at home or at changing locations? One-off, occasional, or regular?)

Set up a secure VPN connection

• Ensure access to all relevant systems and tools

• Make contractual agreements regarding mobile work

• Clearly define working hours and availability

• Communicate data protection guidelines

• Conduct a risk assessment in accordance with the Occupational Health and Safety Act

• Schedule regular virtual team meetings

• Designate a contact person for technical issues

• Provide guidance on ergonomic working and, if necessary, grant subsidies for ergonomic equipment

• Conduct training on the secure handling of data

• Establish guidelines for the use of public Wi-Fi networks

• Ensure encryption of sensitive data

• Regulations for workationorworking from abroad define

• Regularly gather feedback and adapt processes

This is how you ensure that everything is handled correctly when implementing mobile work in your company and that you can fully leverage the benefits.

Conclusion

Mobile work is more than just a trend – it is a lasting change in our working world. The flexibility this form of work offers benefits both your company and your employees. You can reduce costs, use your office space more efficiently, and simultaneously become more attractive to talent. At the same time, your employees benefit from more autonomy, less commuting time, and a better work-life balance.

At the same time, however, the challenges should not be underestimated. Anyone who wants to successfully implement mobile work should rely on a well-thought-out strategy. With the right preparation and a checklist for mobile work, Work 4.0 nothing stands in the way.