yes, virginia – they really are working remote supervision of employees lsc technology initiative...
TRANSCRIPT
Yes, Virginia – They Really are Working
Remote Supervision of Employees
LSC Technology Initiative Grant ConferenceAllyson2
January, 2009
Our Roadmap
What is remote supervision? The challenges Why it is an inevitable shift Technology tools Staffing considerations Policies that work
What is Remote Supervision?
Any situation where the supervisor is supervising a staff member who is working from another physical location - A senior attorney with expertise in a subject
matter supervises a junior staff member in another office
Supervision of a staff member who works from home – either full-time or occasionally
Supervision of a circuit riding attorney Remote interns
What are the challenges of supervising someone working off-site?
(Or reasons why your Director thinks it is a bad idea.)
Challenges
How do you really know the employee is working? (A trust issue)
How do you track productivity? How do you encourage collaboration
between on-site and off-site employees? Will this increase my supervision work? How do you know the employee is wearing
clothes?
Of course, there are challenges to supervising on-site employees as well…………
It is an Inevitable Shift
Inevitable Shift for Employees Meet generational expectations of
younger work force Attract and retain the best staff Save on commuting and relocation
costs (and it’s green too!)
Inevitable Shift for Employers
Save on office overhead costs Accommodate part-time workers and
offer flexibility Challenge can actually be boundary issue
for employees Provides opportunities for partnerships Offer after-hours intake
Technology Tools to Facilitate Remote Supervision
Computer (cat and coffee pot optional)
“Must Have” Tools
High Speed Internet Connection (reliability, speed, mobility, cost concerns)
Telephone Access to shared files via:
Direct Connection to Network (VPN), or Web-Based Applications
Critical Tools
• Instant Messaging System – Can give off-site workers
that “just down the hall” feeling of presence
– Encrypted vs. not
Critical Tools…….
Legal Meetings/GoToMeeting Employee task training Use for collaborative work on documents Meetings that require demonstrative materials Remote employee “surprise” party
Critical Tools . . .
Project Management Software – use to track projects and as a communication tool Central Desktop (www.centraldesktop.com) Basecamp (www.basecamp.com) Microsoft Sharepoint Resources on www.lsntap.org on project
management tools
Project Management Software is a: Tool to set clear expectations regarding
performance by employees Tool to track deadlines Tool to track tasks and check-in when
meetings are not practical Tool to build network for employees in
different offices within the agency working on the same projects
Example - Central Desktop has: Ability to create, share and replicate task lists Ability to create on-line documents and share
documents that can be edited by all workspace members
Ability to track versions of a document Ability to capture discussions instead of
losing them in email
MLSA examples of using Central Desktop for supervision and collaborative work: Track status of repetitive tasks, like setting up
Board meetings, scheduling annual training, or administrative deadlines
Use on-line document to capture issues for meeting agendas, or supervisory reviews
Use Discussions and on-line documents to supervise short-term interns based on Reservations
More MLSA examples:
Use to coordinate group projects, like MLSA Green Team, MLSA Community Outreach Project or MLSA Forms Project.
Provide for knowledge transfer between employees when there is turnover – gives electronic vehicle for keeping notes, tasks, web links, and research all in one place for project.
Important Tools
• Web Cams/Video Conferencing– Important for non-
verbal communication
– And to make sure staff is still bathing
Other Important Tools . .
Social Networking Twitter, Yammer
Training, training, training Tracking Software (we do not recommend) Others????
Staffing Considerations
Characteristics of a Good Remote Employee
Have work that is portable Take initiative when a task needs doing Highly self-motivated and self-disciplined Highly organized Able to set own priorities and boundaries Do not mind working in isolation sometimes
Can set up a workable home office space Not need much immediate supervision and
feedback Are effective communicators in writing and by
phone
Characteristics of a Good Remote Employee
Characteristics of a Good Remote Supervisor Sets clear expectations regarding
performance Available by phone, IM or email Sets regular meetings to go over tasks,
deadlines and check-in Can be flexible when appropriate Builds network for employee within the
agency to combat isolation of off-site work Focuses on office communication
Remote Supervision Policies
Remote Supervision Policies that Work
Set clear expectation for employees (including the hours they will be working and reachable)
Set clear supervision expectations for managers
Off-Site Work Policies for Success Set clear policies on file and equipment use
and security Dedicated and program managed equipment (no
kids allowed) Clear policies on data management and back-up Keeping the data on your network and not on the
remote laptop or desktop makes security and back-up easier
Policy Examples
Sample hiring letter for off-site worker Sample electronic communication protocols Sample policy on setting up on-line office LSC/Flexiplace Policy
Questions? Let’s discuss!
Thank you!
Alison Paul, Deputy Director
Montana Legal Services Association
[email protected] Allison McDermott, Deputy Director
Pro Bono Net
****All Photos courtesy of flickr.com, used with permission under a creative commons license. Except for on-site employee desk photo, that one came from MLSA. Really.