Flexible Working & Collaborative Technology

Chris.Branney@glasgow.ac.uk HR Policy & Employee Relations Lead

Diane.Montgomery@glasgow.ac.uk 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

/glasgowuniversity

@UofGlasgow

@UofGlasgow

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