May 4-8, 2015 Presented by OPM in honor of your dedication to your country How to Succeed in a Virtual Environment Rebecca S. Ayers, PhD, Manager Performance Management Solutions HR Solutions May 8, 2015 2PM EST
Welcome Rebecca S. Ayers, PhD Manager, Performance Management <birds chirping> ov /HRS 2 www.opm.g2
What is Telework? workplace flexibility arrangement under which an employee performs the duties and responsibilities of such employee s position from an approved worksite other than the location from which the employee would otherwise work. <birds chirping> ov /HRS 3 www.opm.g3
Is That All I Need to Know About Telework? Voluntary <birds chirping> 4 www.opm.gov/hrs 4
Is That All I Need to Know About Telework? Voluntary Can be required for COOP <birds chirping> ov /HRS 5 www.opm.g5
Is That All I Need to Know About Telework? Voluntary Can be required for COOP A Privilege <birds chirping> ov /HRS 6 www.opm.g6
Telework 101 Telework Policy Performance Plan Telework Agreement Successful Telework ov /HRS 7 www.opm.g7
I telework on a regular basis (>/=1 day a week) FEVS 12.5 I telework infrequently (<1 entire day a week) 14.2 26.7 I do not telework because I have to be physically present on the job I do not telework because I have technical issues that prevent me from teleworking I do not telework because I am not allowed to, even though I have the kind of job where I can telework I do not telework because I choose not to telework 34.1 5.5 21.2 73.3 12.5 ov /HRS 8 www.opm.g8
Business Case for Telework Increased productivity Increased morale Increased job satisfaction Reduced absenteeism Reduced real estate costs Leverage talent for your agency Decreased commuter costs Improve work-life balance Lower greenhouse emissions <birds chirping> COOP ov /HRS 9 www.opm.g9
Business Case for Telework 81 79 84 50 41 55 75 65 77 72 63 75 I have a clear understanding of work expectations I feel I have a feeling of empowerment with my work Job satisfaction <birds chirping> I would recommend this agency as a good place to work Teleworkers No Telework Barrier No Telework Choice ov/hrs 10 www.opm.g10
Challenges and Barriers to Telework 1. Management resistance 2. Insufficient or outdated technology 3. Budget 4. Security 5. Office coverage 6. Nature of position 7. Face time <birds chirping> ov/hrs 11 www.opm.g11
Set the Stage for Success Set the stage for successful telework by making sure both supervisor and employee are prepared Discuss eligibility Telework schedule Agency s telework policy Clarify performance expectations Establish norms Be prepared to enforce the policy! ov/hrs 12 www.opm.g12
Prepare for Scheduling Shenanigans Clarify the telework schedule Are substitutions allowed? Approval versus notification Does one have to telework on their scheduled day? Employees can be required to come to the office on a scheduled telework day ov/hrs 13 www.opm.g13
Clarify Performance Expectations Ensure there is understanding the performance expectations you need to achieve during the appraisal period Review the performance plan Supervisor must articulate what performance looks like at the Fully Successful level and employee should take special note ov/hrs 14 www.opm.g14
Become a Telework Pro 1. Don t leave an out of office when you Telework 2. Don t have an email signature giving different phone numbers for different days of the week www.opm.gov/hrs 15
Become a Telework Pro 3. Establish a healthy routine for teleworking days and set boundaries 4. Make use of all technology options to stay connected www.opm.gov/hrs 16
Become a Telework Pro 5. Minimize distractions on telework days 6. Don t hesitate to contact your working colleagues! www.opm.gov/hrs 17
Become a Telework Pro 7. Be presentable for a last minute video call 8. Use the mute button during conference calls www.opm.gov/hrs 18
Become a Telework Pro 9. Work with all of your colleagues not just those in the closest proximity 10.Lock up animals when on calls www.opm.gov/hrs 19
Become a Telework Pro 11. Get up and move! 12. Feel comfortable working independently without close supervision www.opm.gov/hrs 20
Teletrust Teletrust Teletrust occurs in an autonomous environment where employees are expected to Independently work on projects/tasks Meet deadlines Achieve results and performance expectations ov/hrs 21 www.opm.g21
Norms Telework demands Teletrust Teletrust occurs in an autonomous environment where you are expected to Independently work on projects/tasks Meet deadlines Achieve results and performance expectations Individual and team norms are important www.opm.gov/hrs 22
Individual Norms Follow norms your supervisor establishes that will facilitate good performance/conduct when teleworking. Some of these norms may include 1) Communication Provide updates on projects Respond to emails/phone calls in a timely manner Email/videoconferencing etiquette Ask team lead/supervisor for clarifications regarding projects or assigned work www.opm.gov/hrs 23
Individual Norms 2) Commit to assigned goals Understand the importance of goals Ask team lead/supervisor for feedback 3) Monitor performance Keep track of projects and results of projects Record progress towards goal achievement 4) Continuous improvement Identify trainings or other developmental opportunities Celebrate accomplishments and improvements www.opm.gov/hrs 24
Team Norms Team charters help teams agree on communication rules and expectations Intact teams should work together to formalize and adopt team charter Meeting times, content, participation Work assignments, monitoring performance, continuous improvement, communication The charter includes agreed upon team norms to determine: Roles Protocols Technologies www.opm.gov/hrs 25
Team Norms Team norms include Calendaring Document sharing Out-of-office messages Reaching consensus Frequency and content of team meetings Response time to phone calls and emails www.opm.gov/hrs 26
Team Norms What norms are already in practice Should they continue as is? Do they need alteration? What new norms should be established? Recommendation: Use a staff meeting to develop a team charter. Start by identifying what is in place and what needs to be added. www.opm.gov/hrs 27
Encourage Virtual Communication Useful tools for effective communication while teleworking Instant messaging Teleconferencing Document sharing Scheduling/Availability tools Recommendation: Try a remote staff meeting to experiment with virtual meetings in a lower stakes environment. www.opm.gov/hrs 28
Virtual Communication Etiquette As a meeting participant Speak up, don t multitask Join the meeting on time or a few minute early Limit background noise If you join late, wait for the meeting presenter to ask who joined Mute your phone when not speaking Never put your phone on hold Make sure you are clear on any items assigned to you www.opm.gov/hrs 29
Virtual Communication Etiquette As a meeting coordinator Send out a meeting agenda prior to the meeting If sharing your screen, make sure you only share that document Keep your attendees engaged Review action items at the end of the call Provide an opportunity for Q&A at the end of the call Start and end the meeting on time If using a collaboration tool (e.g., Live Meeting), practice beforehand www.opm.gov/hrs 30
Common Conflicts Involving Technology Uneven knowledge dissemination Mistrust Misinterpretation Relaxed inhibitions Reaching consensus is more difficult Using the wrong tool for the wrong task www.opm.gov/hrs 31
Termination Circumstances Termination Circumstances: 1. Conduct: Employee fails to adhere to the terms and conditions of the telework agreement 2. Performance: Falls below the fully successful level 3. Organizational Needs: Arrangement no longer meets organizational needs 4. Request: Employee requests termination of the arrangement 32 www.opm.gov/hrs 32
Termination Circumstances Terminating an agreement is easier on both manager and employee if: 1. The employee understood the telework agreement 2. The performance plan contained clear performance expectations 3. There were frequent reviews to discuss performance 33 www.opm.gov/hrs 33
Summary Take-Aways The key to telework is to know what results are required and producing that work Telework requires trust: supervisors and employees contribute to the trust relationship Deliberately communicate Establish team norms Telework is for business reasons www.opm.gov/hrs 34
Contact Info Rebecca S. Ayers, PhD Rebecca.Ayers@opm.gov (919) 362-1439 www.opm.gov/hrs