Flexible Working & Collaborative Technology
[email protected] HR Policy & Employee Relations Lead
[email protected] Assistant Director Information Services
Session Overview
• Flexible Working (Context)
• And Support for Carers
• Introducing Microsoft Teams
• Learning from Teams Pilots
• Over to you…
• What next?
Definition(s)
Flexible Working
“Flexible working describes a
type of working arrangement
which gives a degree of flexibility
on how long, where and at what
times employees work” (CIPD)
Agile Working
“Agile working is a way of
working in which an organisation
empowers its people to work
where, when and how they
choose – with maximum
flexibility and minimum
constraints – to optimize their
performance and to do their best
work” (British Computer Society)
University StrategyPeople
• “World-class working environment”
• Employer of choice
• Bring the best to Glasgow
• Greater equality & diversity in
appointments, particularly at the
senior level
• Staff engagement
Operational Changes
• Requirement for greater flexibility…
• New buildings (opening hours?)
• New ways of working? (e.g. agile)
• More online/blended learning (any
time, anywhere)
• IT developments (enabler)
Staff Survey 2018
• Overall engagement score (65%)• Proud to work here (81%)
• Would recommend as great place to work (57%)
• Strong sense of belonging (55%)
• Makes me want to do the best work I can (66%)
• Wellbeing & work-life balance
• Supported to have a good work life balance (49%)
• Able to handle conflicting demands (51%)
• Put in a lot of extra time to meet demands (59%)
• Often worry about work outside working hours (59%)
• Feel unduly stressed by my work (36%)
Wider EnvironmentThe job market and next generation
• 87% of people want to work flexibly,
but only 11% of jobs are advertised
as being flexible (Timewise Flexible Jobs
Index, 2018)
• 92% of ‘young people’ want to work
flexibly (UKCES, 2014)
• Government Flexible Working
Taskforce
Policy Proposals (Carers)
• Recognition of our carer population
• Definition
• Carers’ Register
• Signposting to support
• Proposal for new paid leave*
• Entitlement to request from first day
Policy Proposals (Flexible Working)• ‘Principles-based’ model
• Value outputs and results
• Two-way flexibility
• Informal vs formal flexibility
• Entitlement to request from first day
• New guidance/toolkit
New ways of working…?
Introducing Microsoft Teams Digital workspace
Collaborate with integration
Office365 appsBuilt-in Office apps like Word, Excel, PowerPoint
and OneNote give you access to files and tools in
one place, as you stay in your workflow.
Collaborate in real-time using Office Online,
automatic version control protects collaboration
One place for conversations,
meetings and filesChat privately or as a group with threaded and
contextual chat. Join meetings from anywhere with
HD audio and video all in one place, instead of
using multiple apps. Record and store in the
channel where you need to.
Tailor your workspaceCreate channels and add tabs to link up other
resources/content of interest, e.g. web pages or a
specific Moodle course
Work with confidenceTeams is integrated into UofG Office365, which
means you can rely on enterprise-grade security
and compliance you need.
designed for education and the workplace, all in one place wherever you go
Using teams reduces scope for human error, e.g. sending confidential email to an unintended person
“Anyone” Team supports secure collaboration with Externals
Microsoft Teams
Communicatethrough chat, meetings & calls
Collaboratewith deeply integrated Office 365 apps
Customize & Extendwith 3rd party apps, processes, and devices
Work with confidenceenterprise level security, compliance, and manageability
Desktop Mobile Web
iPhone Androi
d
iPad
OS X
10.10+
Windows
7+
Stay connected - consistent experience across devices
Edge
Chrome
Web UI with highlightTeams features reviewFeatures overview
Tech Tip:
Guidance for
Setting Up
Teams,
Channels and
Tabs
https://www.y
outube.com/w
atch?v=hjJWt
oaRJeE&featu
re=youtu.be
Create Teams for different needs, e.g. direct
working group or cross-organisational
project work
AI in Teams – available today
Mobile
Companion
Mode
Inline Message
Translation
Meeting Recording
Transcription
Background
Blur
Teaching Pilots running over the last year
Student: I want to use Teams for all my group workStaff: it is working remotely without any barriers
Student: I’m addicted to Teams (in semester 2 after moving from facebook)
How students used Teams
How staff used Teams
Impact expanded to other courses, student driven
Improved staff:student communication – especially important for the online course
Research & Services staff pilots
Research pilotsEngineering Dr Helen Mulvana & Dr Caroline Gauchotte-Lindsay VisNET. Industry Atkins/Nokia/Thales, HEIs Glasgow, Edinburgh, Strathclyde. EPSRC. Data residency UK ☺Virtual in situ networking to reinvent the rules of international collaborations and reduce gender differences in academic careershttps://gow.epsrc.ukri.org/NGBOViewGrant.aspx?GrantRef=EP/S012079/1
Services pilots• Research Excellence Framework, privacy. Teams/Forms/Video/Audio. listen, edit & review live
together. Collecting high-risk data securely, Related “committee” work in Teams• Many areas across the university, project and on-going groups
Onto sharing our learning and co-designing adoption• with teaching, research and services staff….switching on Teams self-create in Nov 2019• designing adoption resources that will be published on gla.ac.uk/it/office365• putting the Flexible working policy into practice co-working with HR and dialogue with colleges
about the approach to adoption
What’s next at UofG
Privacy, data protection & cyber threats▪ familiarising our DP staff with new tech▪ cyber threats to UK universities & academiahttps://www.ncsc.gov.uk/report/the-cyber-threat-to-universities
Communication, diplomacy & empathy▪ move from personal productivity to collaborative▪ Office365 tools – new features coming▪ MyAnalytics (contact Diane if you’d like to try it!)https://www.youtube.com/watch?v=J9sokkEjGaE
Beyond the humans▪ moving away from legacy H/J drives and phones
▪ devices v £, azure desktop or citrix▪ BI,EI,AI – Business Intelligence, Enterprise
Integration, Artificial Intelligence
Workplace Culture
Physical Environment
Digital tools and devices
Technology can either help or hinder us at work: it can distract us – or help us focus; it can make us feel disconnected (as when working remotely, without the right tools or emotional skills) or help us connect to people around the world. It won’t be enough to have the best technologies in the world if we can’t also be intentional about the way we interact with those technologies and with each other.
Much depends on the wisdom of its design and of its use – and the wise use of technology in the workplace means the strategic deployment and continuous development of emotional intelligence. How do we build a culture that combines the wise use of technology and the cultivation of key emotional skills?
white paper https://gla-my.sharepoint.com/:b:/g/personal/diane_montgomery_glasgow_ac_uk/EXk6f35apOdEi7wdv9bgKwsB2e0AhDyqnPeoDn5RxSDzwg?e=y5b5VC
Technology & Emotional Intelligence
Using MS Teams – Good Practice
• Think about how your teams wants to work, what
channels will organize your content best. Also, talk about
what will you stop doing too.
• Try it out ! New resources available from early
November. Set up the App on your phone
• Agree Team “house rules” and ways of working
• Use @mentions
Flexible Working – Good Practice
• Be transparent about arrangements
• Maintain visibility (using tech & time together)
• Utilise collaborative technology
• Focus on outputs
• Respect individual differences
Over to you
How might you/your team work
differently?
Are there barriers?
What support is required?
Thank you
Interim Teams Resourcesgla.ac.uk/it/office365 in early November 2019
linkedIn learning pathways will be recommended
adoption will be co-designed
Thank youYou can
• Pull together a team, including external guests
• Use chat instead of email. • Securely edit files at the same
time. • See likes, @mentions, and
replies with just a single tap. • Customise it by adding
channels, notes, web sites, and apps.
• Schedule your meeting and hold them online Video/Audio from anywhere, and record in the channel
• Talk privately using chat • Download the mobile App • In Education, create a “Class”
team for working with students
❑ Teams Interactive Demo walks through the layout of using team, keep going at next
for the interactive bit! https://teamsdemo.office.com/
❑ Overview of Teams and Channels 4 minute video
https://www.youtube.com/watch?v=hjJWtoaRJeE&feature=youtu.be Owners should
read this to set up channels to organise content the way you want
to https://docs.microsoft.com/en-gb/microsoftteams/teams-channels-overview
❑ Teams Videos short how-to clips https://support.office.com/en-gb/article/microsoft-
teams-video-training-4f108e54-240b-4351-8084-
b1089f0d21d7?wt.mc_id=otc_home&ui=en-US&rs=en-GB&ad=GB
❑ Hendrick Motorsport using Teams 2 minute video 2 minute video for ideas
https://www.microsoft.com/en-us/microsoft-365/blog/2019/02/15/nascar-racing-team-
hendrick-motorsports-finds-competitive-edge-with-microsoft-teams/
❑ Microsoft End User Training video clips https://docs.microsoft.com/en-
us/microsoftteams/enduser-training Quick start PDF link
http://download.microsoft.com/download/D/9/F/D9FE8B9E-22F5-47BF-A1AB-
09539C41FCD0/Teams%20QS.pdf
❑ Microsoft Instructor Led Training sign up for different live tutorials (and/or
recordings!) https://docs.microsoft.com/en-gb/MicrosoftTeams/instructor-led-training-
teams-landing-page
Thank you
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