improve your organization s and employees return on...
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e-planning
Telework: Improve Your Organization’s and Employees’ Return on Investment
Elham Shirazi, e-planning
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e-planning
Defining Telework
• Extends the workplace beyond the traditional office
• Is a voluntary arrangement and not an entitlement
• Is a management prerogative
• Replaces business related trips
• Maintains productivity in face of disasters
• Requires planning and consensus building
• Depends on technology
• Depends on management commitment
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e-planning
Teleworking County Code
County Code 5.90 – Title V Personnel – Vehicle Reduction – Ridesharing
“Telework” means an alternate method of work where the employee, also known as the Teleworker, works from home or a location closer to their home like a branch office.
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e-planning
Teleworking is Not…
• Always a full time arrangement
• A replacement for child care or dependent care
• Sending people home and never seeing or hearing from them again
• A benefit
• Work-extension
• Always expensive
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e-planning
Teleworking Succeeds When…
• The employee is right
• The job is right
• The technology works
• And the manager approves of the arrangement
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e-planning
Telework Programs Save…
• Thousands of Bank of America employees get a choice
between working full time from home or getting an office
work station.
• More than 60% of US General Services Administration
employees work during snowstorms from home.
• Sun Microsystems saves $70 million a year in real estate alone
• Dow Chemical saved a third of its non-real estate costs
through telework
• British Telecom, JD Edwards, and American Express show
home-based employees to be 20-40% more productive than
their office counterparts
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e-planning
Return on Investment (ROI)
• Increased worker productivity (10-20%)
• Reduced employee absenteeism (2-4 days)
• Increased employee morale, recruitment, retention (50-65%)
• Extension of work hours without adding staff
• Better communication among time zones
• SOLUTIONS FOR BUSINESS CONTINUITY
• Lowered facility costs, demand for parking spaces (10-90%)
• Environmentally friendly “green” program (priceless)
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e-planning
Fortune 100
• In the 1980’s, only two offered compressed work weeks and only three offered telework.
• In 2013, 80 offer compressed work weeks and 83 offer telework.
0
10
20
30
40
50
60
70
80
90
CWW Telework
1980
2013
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e-planning
WorldatWork Study 2010 Shows Strong
Adoption of Telework Among U.S. Employers
% of Employers allowing the following frequencies of Telework
– Ad hoc telework (e.g. to meet a repair person, care for a sick child) (83%)
– Telework on a regular monthly basis (at least one day per month, but not full time) (85%)
– Telework on a regular weekly basis (at least one day per week, but not full time) (57%)
– Full-time telework (every regularly scheduled work day) (37%)
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e-planning
The Federal Telework Enhancement Act
of 2010
Expands telework opportunities for most federal workers, allowing eligible employees to work remotely from home or an off-site location.
– Establish telework policies
– Designate a Telework Managing Officer to oversee telework in each agency or department
– Determine employee eligibility for telework
– Notify all employees of their eligibility
– Establish telework training programs for workers and managers
– Integrate telework into their Continuity of Operations Planning (COOP), and
– Provide yearly progress reports to the Office of Personnel Management (OPM)
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e-planning
Telework-related Issues
• Selection
• Coverage
• Worker’s Comp
• Technology
• Connectivity
• Training
• Non-teleworkers
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e-planning
Gain Management Commitment
• Convince upper management
• Convince middle management
• Convince employees
• Develop proposal
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e-planning
Upper Management Issues
• Productivity
• Cost
• Coverage
• Bottom-line
• Overhead
• Recruitment / Retention
• Sustainability
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e-planning
Middle Management:
More Sensitive to Day-to-Day Issues
• Performance Issues — “How do I know they are working?”
• Communication Issues — “How will I reach staff?”
• Cost Issues — “How can we afford a telework program?”
• Technology Considerations — “Do we now have to equip the employees at home and at work?”
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e-planning
Middle Management: Other Issues
• Equity/Haves and Have-Nots —
“What about those who cannot
telework?”
• Selection — “How do I select the
right employees?”
• Loss of control and corporate
loyalty — “Will these employees now
start looking for other work?”
• Safety/Ergonomics — “Do we
inspect the home office?”
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e-planning
Manager Advantages of
Teleworking
• Positive employee morale
• Increased employee productivity
• Less downtime from weather, traffic
• Increased employee availability
• Cross-training and knowledge sharing
• Increased macro view of work
• Broader talent pool for recruiting & access to expertise
• Reduced absenteeism
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e-planning
Adjustments for Management
When Teleworking
• Managing by results
• Trust
• Developing good communication and access procedures
• Maintaining team environment
• Concerns regarding loss of control
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e-planning
Telemanaging through Goal-Setting
with Employees
• Assist employees in organizing work through on one meetings prior to teleworking for the first few times
• Assigning work to employees
• Defining objectives and deliverables
• Establishing timeframes
• Reviewing status
• Coaching employees
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e-planning
Establish Communications
Standards
• Assess current ways of communicating with employees and how teleworking will change communications
• Less impromptu face to face
• More e-mails and telephone calls
• More saved messages
• More scheduled face to face communication
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e-planning
Establish Communications
Standards
• Establishing protocol
• Schedule
• Responding to e-mail and phone calls
• Co-workers
• Non-teleworkers
• Outside contacts: members; vendors
• Supervisors
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e-planning
Analyzing Job Functions for
Telework
Job Function Always Sometimes Never
Tasks can be done independently
Work completed is measurable based on Deliverables
Quality and quantity of work are measurable
Non-teleworker functions are minimally affected
Need for specialized material or equipment is minimal
Deals with confidential and proprietary information
Requires teamwork
Need for face-to-face interaction can be managed
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e-planning
Eligibility Factors
• Performance rating
• Tenure
• Grade level
• Position description
• Organizational structure
• Other ________________
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Employee Characteristics
• Self-motivated, self-managing
• Results-oriented
• Conscientious, organized
• Independent worker
• Flexible
• Understands job requirements
• Understands organizational policies and procedures
• Communicates well with colleagues and clients
• Handles change well
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e-planning
Analyzing Employee Characteristics
for Telework
Characteristic 1 2 3 4 5
Self-disciplined
Experience and skill level
Past and current performance productivity levels
Organizational skills
Communication skills
Relationships with others
Relationships with clients
Ability to be flexible
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e-planning
Every Employee is Different
• Directing
• Coaching
• Advising
• Delegating
• Developing trust
• Managing electronically
• Asking questions
• Encouraging independence
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e-planning
Team-Building While Teleworking
• Keeping the team together
• In-office meetings
• Teleconferencing
• Social activities
• Lunches
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e-planning
In-person Meetings While
Teleworking
• Meeting for the first time
• Kick off meeting for complex project
• Delicate issues (body language)
• Social reasons
• Team-building
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e-planning
Planning for Success
• Act on problems as they arise
• Be honest with teleworkers
• Ask for input from coworkers
• Respect the teleworking arrangement
• Maintain scheduled team and individual meetings
• Integrate a review process
• There is an adjustment period
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e-planning
Employee Advantages
• Increases focus, productivity and work quality; reduces distractions and interruptions
• Increases flexibility
• Reduces commuting stress, delays, and costs
• Improves morale
• Accommodates work/life balance
• Lower personal costs, e.g., meals, clothing
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e-planning
Adjustments for Employees
• Impact on teamwork?
• How will my manager know that I am working?
• Increased isolation from co-workers
• Developing good organizational skills
• Dealing with distractions in the home environment
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e-planning
Teleworkers: Getting Organized
• Pick a work location
• Establish a routine
• Replace ritual of getting ready for office
• Organize work the day before
• Have an end of the day ritual
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e-planning
Teleworkers: Managing Your Work
• Maintain contact with coworkers
• Have a system at home
• Stick to deadlines
• Keep your manager informed
• Attend scheduled meetings
• Schedule meetings with coworkers and others
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e-planning
Ergonomics • Your Desk
– Be sure your desk is a comfortable height for you (29 in. high)
• Your Chair
– The seat should be adjustable, both for height and angle to provide support. Find a chair that is comfortable for you
• Lighting
– Light should be directed toward the side or behind your line of vision. Try not to use direct sunlight on work surfaces
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e-planning
Ergonomics
• Safety
– Be alert to electrical support needed for your equipment when configuring your space
– Cover interconnecting cables, and avoid tripping
– Place equipment close to electrical outlets. Use surge protectors.
– Place heavy items on sturdy stands close to walls
– Provide sufficient air space around computer. Keep out of direct sunlight and away from heaters
• Noise
– Note that your professional image may be affected by the sounds of crying children, barking dogs, vacuum cleaners, etc. You may be able to shut a door to eliminate noise.
• Office Supplies
– To be decided between you and your manager
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e-planning
Teleworkers: Training Family and
Friends
• The message is that you are at home working!
• Decide on what interruptions are OK
• Set rules for office materials
• Don’t telework if there are problems at home
• Handle jokes and negative comments
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e-planning
Developing Good Habits
and Avoiding Bad Ones
• Pace yourself
• Take breaks
• Plan lunches
• Keep in touch
• Stay productive
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e-planning
Successful Telework Programs
Have Certain Characteristics
• There is a transition period!
• Are seamless to the world
• Plan for flexibility and change
• Fit Agency culture
• Plan for access and communication
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e-planning
Successful Telework Programs have
Certain Characteristics
• Initial pilot
• Top level commitment
• Planning and selection process
• Seamless
• Flexible
• Fit corporate culture
• Plan for access and communication
• Expandable
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e-planning
Organizations with Successful
Programs
• GE Energy
• IBM
• Federal Government
• Delta Airlines
• Bank of America
• Home Depot
• Kaiser Permanente
• MetLife
• State of Georgia
• Sun Microsystems
• Cisco
• Hewlett Packard
• Intel
• Solvay Pharmaceuticals
• County of Los Angeles
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Contact Information
Juan Arredondo
Countywide Employee Transportation Coordinator
Chief Executive Office, Workplace Programs
Kenneth Hahn Hall of Administration
500 W. Temple St., Room B-1
Los Angeles, CA 90012
W – 213-974-1182
F – 213-633-4694