Revised 4/3/2017

MANAGER/SUPERVISOR TELEWORK PACKET

Inside:

Manager Document 1: Assessing Positions for Telework

Manager Document 2: Telework Program Position Assessment

Manager Document 3: Procedures for Requesting Telework

Manager Document 4: Manager/Supervisor Assessment of Employee’s Suitability to Telework

4/3/2017

ASSESSING POSITIONS FOR TELEWORK Manager Document 1

Here are some general guidelines for managers who are reviewing positions to determine if Telework is a reasonable option. Not all positions are right for Telework. A position is suitable for Telework if some or all the items listed below are applicable to the employee:

a. Has enough tasks appropriate for Telework.

b. Can schedule face-to-face meetings on non-Telework days.

c. Is able to meet client and co-worker needs when Teleworking.

d. Can schedule use of resources that must stay at work (e.g.,

sensitive hardcopy files, shared resource materials, or large

equipment).

e. Is free to manage his or her own work flow.

f. Can benefit from quiet or uninterrupted time.

g. Can be evaluated on their work performance.

h. Can keep information secure and confidential.

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TELEWORK PROGRAM POSITION ASSESSMENT Manager Document 2

Department: _____________________________ Division/Section: ________________________ Position/Job Title: ____________________________ Work Location: ______________________

POSITION ELIGIBILITY CRITERIA

Position eligibility evaluation should be based on the position duties rather than the job title, grade, type of work schedule, or employee.

Base the determination on the current duties of the position. This determination may change if the duties change (e.g., mission, special projects, details).

If a position is not 100% Telework eligible, consider if a portion of the position’s tasks can be performed via Telework on a limited basis. Workload management and adjustment may play a part in your assessment. In some cases, it may be possible to restructure position duties to allow for Telework.

QUESTIONS YES NO

1. Does the position require the Teleworker to report daily (i.e., every day) to the Main Worksite?

2. Does the position require continuous on-the-job training or close supervision?

3. Does the position require daily use of special facilities or equipment that the organization cannot provide to the Teleworker or is not available at the Remote Work Location?

4. Does the position involve tasks that require daily face-to-face contact that cannot be achieved through alternate communication tools (e.g., email, telephone, online meetings, electronic file transfer) with:

a. Supervisor(s)/manager(s)? b. Colleagues/team members/co-workers? c. Customers? d. General Public?

5. Does the position involve tasks that require daily access to materials or equipment that cannot be moved from the Main Worksite or accessed outside of the Main Worksite such as unique reference materials or special tools?

6. Does the position involve tasks that require daily access to systems, networks, computer applications that cannot be accessed at the Remote Work Location?

7. Would the performance of position duties at a Remote Work Location result in a measurable decrease in the level of service provided to customers (e.g., delays in processing work, inhibiting customer access to the employee)?

If the answer is YES to any of the above questions the position is typically not eligible for Telework.

If the answer is NO to all of the above questions, the position may be eligible for Regular or Situational Telework once employee eligibility is determined.

4/3/2017

PROCEDURES FOR REQUESTING TELEWORK Manager Document 3

Employee’s Responsibility Eligible employees requesting to work a Telework schedule must:

1. Review the information in this form. 2. Complete the Request to Participate in the Telework Program form. 3. Complete the Employee’s-Assessment for Telework Suitability form including specifying the requested

Telework work hours. Specify the requested fixed day(s) off. 4. Sign/date both forms and forward to their Supervisor for review.

Supervisor’s Responsibility The Supervisor must evaluate and recommend approval/denial of the Employee’s request to work a Telework schedule using the following criterion:

1. Operational requirements must be met. 2. The implementation of the proposed work schedule must not adversely affect or diminish the Department’s

ability to provide services during normal business hours. 3. The implementation of a Telework schedule must be cost-neutral to the Department. 4. The Department must establish the work hours and work days predicated on the criteria documented above.

The Supervisor must review the employee’s forms, complete the Manager/Supervisor Assessment of Employee’s Suitability for Telework form, and meet with the employee to discuss the request. The supervisor must then either:

1. Recommend approval to the Department Director; 2. Recommend denial to the Department Director; 3. Suggest modifications for consideration by the employee; or 4. Submit an alternate recommendation to the Director for review.

Department Director’s Responsibility The decision of the Department Director is final. The Department Director must review the work schedule recommendation and either:

1. Approve the request; 2. Deny the request; or 3. Suggest modifications for consideration by the supervisor/employee.

The Department must then:

1. Give a copy of the Department Director’s decision to the employee. If the request is not approved, the employee must be informed of the reason for denial.

2. Ensure a copy of the request and supporting documentation is placed in the Department’s Telework Coordinator operating file.

3. Send a copy of the request and supporting documentation to telework@montgomerycountymd.gov. If the request is approved, the employee must complete training and the Telework Agreement before starting Telework.

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MANAGER/SUPERVISOR ASSESSMENT OF EMPLOYEE’S SUITABILITY FOR TELEWORK

Manager Document 4

Instructions When you receive the Request for Participation in the Telework Program form from an employee eligible to apply to Telework, you will need to complete this assessment. The purpose of this assessment is to evaluate the employee’s readiness for Telework. Once completed, you must meet with the employee to discuss the results of this assessment. After your discussion, you will recommend or not recommend that the employee participate in the Telework Program. The assessment should then be forwarded to the Department Director or his/her designee, who will then approve or deny the recommendation.

Employee Name: _____________________________ Position Title: __________________ Manager/Supervisor Name: _____________________ Department: ___________________

PART I. Manager/Supervisor Assessment In the following five categories, rate your employee on each of the factors below by selecting the appropriate amount of points. Add up each column and calculate the grand total for each of the four factors. This assessment instrument is for the sole purpose of gauging the employee’s ability to be successful in a Telework environment. This is not to be used to evaluate their work performance. 1. Job Characteristics (check one box for each job characteristic)

Job Characteristics Low 3

points

Medium 2

points

High 1

point

Amount of face-to-face contact with co-workers or team required

Amount of face-to-face contact with customers/clients required

Degree to which communications via office phone is required

Degree to which communications via e-mail is required

Degree to which communications via office fax is required

Amount of in-office reference materials, databases, or other resources required

Amount of work done using confidential information

Totals: (7 - 21)

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2. Skill Factors (check one box for each skill factor)

Skill Factors Low 1

point

Medium 2

points

High 3

points

Organizational and planning skills

Project management skills

Time management skills and ability to structure time in an unstructured environment

Ability to set goals for self and follow through on them

Self-discipline/ability to manage potential friction between personal and work commitments

Communication skills: verbal

Communication skills: written

Ability to initiate contact with Manager or Supervisor

Level of technology literacy

Totals (9 - 27)

3. Work Style Factors (check one box for each work style factor)

Work Style Factors Low 1

point

Medium 2

points

High 3

points

Ability to work productively without needing supervision or frequent feedback

Ability to ask for advice or input when needed

Discipline regarding work commitments

Ability to thrive in isolated work environments with no co-workers

Ability to avoid procrastination – self-motivation

Ability to work productively in a non-office environment

Ability to self-manage - independence

Ability to manage and/or supervise staff remotely (if applicable)

Ability to meet deadlines

Reliability regarding work commitments

Totals (9 - 30)

4. Attitude Factors (check one box for each attitude factor)

Attitude Factors Low 1

point

Medium 2

points

High 3

points

Desire for schedule flexibility

Willingness to try new ways of working

Interest and enthusiasm about Teleworking

Totals (3 - 9)

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5. Overall (check one box for the Overall)

Overall Low 1

point

Medium 2

points

High 3

points

Adaptability of current job to Telework

Totals: (1 – 3)

Maximum Score 90 / Teleworker Score (totals from all four areas) _____

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PART II. Interpreting the Score Score Recommendation <50 Your employee needs to develop his/her skills extensively and gain experience on the job before starting a Telework Arrangement. 50 – 70 Your employee has good potential to be successful in Telework, although he/she may

need training, support and/or experience to overcome any personal or other barriers before starting to Telework.

71 - 90 Your employee should be solidly successful in Telework and his/her success is likely to

increase over time as he/she gains experience and overcomes any personal barriers.

PART III. Manager/Supervisor Recommendation to Telework and Attend Telework Training _____ Recommend _____ Do Not Recommend If not recommended, please state reasons(s): ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ________________________________ _________________ Manager/Supervisor Signature Date ________________________________ Print Name

PART IV. Department Director Approval/Denial _______ Approved _______ Denied __________________________________ _________________ Department Director Signature Date ________________________________ Print Name