1 [EMPLOYER LOGO] Telework Orientation &Training [Date]

2 Agenda EMPLOYER Telework Policy Training Objectives & Concerns Telework Basics & Trends Telework Assessment Successful Teleworking Managing Teleworkers Resources Wrap Up

3 Telework Policy [Customize by including information about the EMPLOYER’S Telework Policy and Agreement]

4 Training Objectives Understanding the EMPLOYER’S Telework Policy and Agreement. Understanding critical success factors for teleworking. Creating a safe and productive home office. Managing remote workers.

5 ________________________ What do you want to get from today’s training???

6 _________________________ What are your concerns about teleworking???

7 Telework Basics Teleworking – a work arrangement where managers/supervisors permit employees to perform their usual job duties away from their central workplace, in accordance with their same performance expectations and other agreed-upon terms. Alternate Work Location – an approved work site, usually the employee’s home or a telework center, where official business is performed.

8 Telework Trends Washington Metropolitan Area

9 Telework Assessment Job Assessment Employee Self-Assessment Manager Assessment Home Office Assessment

10 Job Assessment Job FunctionYesFrequencyNo Task or functions can be performed independently of others. Need for face-to-face interaction is minimal (can be replaced by phone and ). Need for access to on-site materials is minimal. Quantity and quality of performance are measurable.

11 Employee Self-Assessment Employee CharacteristicsYesNo Work can be performed autonomously. Good organizational and time management skills. Does not require a lot of interaction with others. Self-directed – does not require a lot of supervision. Performance is at least fully successful. Familiar with task/job requirements.

12 Manager Assessment Manager CharacteristicsYesNo Delegates work easily. Results oriented. Trusts employees ability to work independently. Able to establish clear goals/objectives. Communicates well with employees. Flexible – open to new ideas. Supports flexible work arrangements.

13 Home Office Assessment Home EnvironmentYesNo Home is a suitable place to work (no conflicting activities). Suitable place in home to work (spare room, etc). Access to high-speed Internet connection (DSL, cable, etc.) Suitable dependent care arrangements

14 Successful Teleworking Building Trust Planning and Organizing Telework Days Home Office Set Up IT Considerations Safety Tips Employee Effectiveness

15 Building Trust Communication (frequency, tools). Accessibility (phone, , IM). Accountability – RESULTS!

16 Planning and Organizing Telework Days

17 Planning and Organizing Telework Days Eliminate the BIG 5 Productivity Killers Poor planning Personal disorganization Procrastination Overworking Distractions

18 Planning Tips Identify tasks in advance that you can accomplish remotely. Maintain a daily planner including tasks to accomplish and those completed. Keep deadlines with supervisor and coworkers and communicate progress and delays.

19 Planning Tips Be prepared for technology “glitches.” Have non-computer dependent work with you (reading, editing, etc.) Take more work with you than you think you’ll be able to finish.

20 Getting Organized Establish a routine. Create a daily schedule. Quit multitasking!!! Keep home office supplied with the things you need - phone numbers, resource materials, and office supplies. (Avoid creating additional work for others in the office.)

21 Avoiding Procrastination Set deadlines for yourself. Tackle difficult task during your “peak” hours. Break large projects down into discreet tasks.

22 Resist Overworking “Overworking” does not make you more productive! Take regular breaks. Shut down at the end of the day!

23 Possible Distractions… Family Members Neighbors Chores Pets Weather Television The Refrigerator Know YOUR “triggers” and set ground rules with others!

24 Home Office Set Up

25 Home Office Set Up YOU are responsible for setting up a safe and functional office environment. Establish designated work area. Location – Away from other household activity/traffic. Preferably a separate room with a door you can close. Lighting – Natural light vs. task lighting. Noise – Avoid distracting background noise (radio, pets, etc.).

26 Home Office Set Up Review the Home Office Safety Self-Certification Checklist. Keep office free of clutter. Have things within easy reach. Review ergonomic guidelines. Invest in a GOOD chair.

27 Ergonomic Chair Diagram

28 Ergonomic Diagram

29 IT Considerations Security - equipment and information Backups Surge protectors Remote access [Customize by including specific information and/or requirements as indicated by the organization’s IT staff or department]

30 Safety Tips Install a smoke detector in home office. Have a fire extinguisher handy. Have two ways to safely exit the work area. Don’t use space heaters or leave anything unattended on the stove.

31 Safety Tips Radon Gas The Health Hazard with a Simple Solution Radon is a cancer-causing natural radioactive gas that you can’t see, smell or taste. Its presence in your home can pose a danger to your family's health. Radon is the leading cause of lung cancer among non-smokers. Radon is the second leading cause of lung cancer in America and claims about 20,000 lives annually. See

32 Managing Remote Workers “How will I know if you’re really working if you’re not in the office???”

33 Today’s Workforce “Office Bound” Employees – Actual occupancy of commercial office space in US between the hours of 8-5 is 30-50%. “After Hours” Workers – employees who work at home nights, weekends, holidays. “Teleworkers” – Employees who work at home during normal business hours. Mobile Workers – Employees equipped to work where ever they may be.

34 The Manager’s Role Understand how telework can benefit the organization and management. Know your telework policy and process. Determine employee eligibility. Act promptly on telework requests. Base denials on legitimate criteria. Use good performance management practices (manage by results).

35 The Manager’s Role Communicate expectations. Adapt communication as needed (F2F, , conference calls). Remain equitable when assigning work and passing out praise. Facilitate provisioning of equipment based on resources.

36 The Manager’s Role Trust your employees. Encourage use of weekly planning and communication tool. Be accessible to teleworkers. Provide feedback – good and bad. Deal with performance issues promptly.

37 Resources [Customize by adding additional resources and organization contacts (HR, IT, etc.) as needed]

38 Wrap Up Familiarize yourself with the EMPLOYER’S Telework Policy Assess Suitability Build Trust Plan and Organize Telework Days Create a Good Work Environment Maintain/Enhance Effectiveness