Telework Strategies for Success

Kathy Kacher, Career/Life Alliance Services, Inc.

Rachel Hastings WFC Resources

Agenda:

11:30AM – 12:00PM Networking

12:00PM – 1:15PM Program

1:15PM – 1:30PM Closing/Networking

Agenda1. Introductions

2. Definitions

3. Policy

4. Technology

5. Communication

6. Training

7. eWorkPlace resources

2

“We like to give people the freedom to

work where they want, safe in the

knowledge that they have the drive

and expertise to perform excellently,

whether they [are] at their desk or in

their kitchen.”

Richard Branson, Founder and

Chairman of Virgin Group

Introductions Kathy KacherPresident, Career/Life Alliance Services, Inc. Cofounder, The SMART WorkplaceSME eWorkPlace MN

Rachel ThiemannVice President, WFC ResourcesProject Leader eWorkPlace MN

Joe SchendelTechnical Development ManagerSRF Consulting Group

3

Who and what is eWorkPlace

eWorkPlace is a program to help Twin Cities metro area employers introduce telework and enjoy its benefits. In the past five years, eWorkPlace has proven itself as a smart business strategy that enables employees to work from home, full-or part-time, and connect to the office and clients via internet, phone, and mobile devices.

More than 40 Twin Cities employers and 4,000 employees have enrolled in eWorkPlace in the past five years. eWorkplace has realized more than a 9 to 1 return on investment, as well as crucial benefits to employers, employees, and their communities.

4

What is Workplace Flexibility?

Flexibility:▪ Employees may make adjustments as needed--when

compatible with business needs--in when, where and how they work to meet their work, family and/or personal responsibilities.

Occasional Flexibility:▪ Flexibility to address unique situations for less than one month

duration.Flexible Work Arrangement:

▪ On an ongoing basis (for more than one month duration), an employee uses flextime, telecommuting, remote work, compressed work week, summer hours, part-time, job sharing to or other type of flexibility meet work, family and/or personal responsibilities.

5

6

Individual Accommodations

Policies and Programs in Place

Flexibility Has Many Faces

New Ways of Working

Special arrangements or “deals granted on a case by case basis and often kept secret

Policies and programs exist, but flexibility is used only in pockets across the organizations

Widespread use of formal and informal flexibility to meet business and individual needs

Results-driven culture where flexible work practices are utilized as a management strategy to achieve business results

Current State of Workplace Flexibility

Did you know?How is this going to

impact your people?

7

1.Where to StartChange is great! You

go first….

8

Flexible Work: Universal Approach

Business Based Framework for Flexible Work▪Business-beneficial▪Consistent ▪Impact-based▪Employee-owner-Initiated▪Manager-Approved▪Measurable▪Tracked

9

Rollout Follow-upDevelop

Policy Must Haves

Considerations when updating/creating policy▪Options▪Eligibility▪Expectation for work hours ▪Equipment and security▪Ending an arrangement▪Policy abuse

10

Rollout Follow-upDevelop

Policy Must Haves

Considerations when updating/creating policy▪Options▪Eligibility▪Expectation for work hours ▪Equipment and security▪Ending an arrangement▪Policy abuse

11

Strategic Rollout Follow-up

Develop a

Strategy

12

Close your eyes and picture your

workplace. What do you see?

13

We don’t have to change our business.

We have to change our mind.

Technology Must Haves

Technology Considerations▪VPN/Remote Desktop/Cloud Based Applications▪Hardware (phones, tablets, laptops, PC’s)▪Office365/Google Drive▪Telephone (soft phone, cell phone, hard wire)▪Meeting collaboration tools (Skype, Webex, Gotomeeting)▪Other?

14

Rollout Follow-upDevelop

Security & Privacy

▪ Encryption (connection & storage)▪ Authentication (two form)▪ Privacy

- Impact on personal devices - BYOD- Printing

▪ Screen privacy▪ Password policy

15

2.RolloutChange is great! You

go first….

16

Volume is Vanity; Execution is Sanity

Rollout Framework ▪Start Small▪Be Realistic▪Brand it!▪Integration▪Be Champions

17

Rollout Follow-upStrategy

Communication Must Haves

Basic Requirements▪Provide employees with what they need to: - tools to determine which work arrangement best suits their role - work efficiently and productively – independent of where they are located

and feel trusted and respected along the way ▪Equip and empower managers to: - help employees determine which work arrangements best suit their teams - lead and collaborate virtually to make geographically diverse teams

function seamlessly▪Standardized tools and processes to support the transition to new work arrangements and support those who are already working nontraditional work styles

18

Rollout Follow-upDevelop

Resources from eWorkPlace Minnesota

Program Services from eWorkPlace▪Wealth of telework information and tools via the eWorkPlace website▪Policy and program development▪Implementation support▪Onsite training and facilitated sessions▪Online training▪Commuter savings calculator

19

20

Resources from eWorkPlace Minnesota

21

Resources from eWorkPlace Minnesota

22

Resources from eWorkPlace Minnesota

23

Resources from eWorkPlace Minnesota

24

$1,500Estimated Accrued Annual

EmployeeSavings

Resources from eWorkPlace Minnesota

25

Resources from eWorkPlace Minnesota

3.Follow-upChange is great! You

go first….

26

How Will You Stay There?

Follow-up Plan▪Goals and Metrics▪Communication▪Logistics▪Customer Satisfaction▪Team Success

27

RolloutFollow-

upDevelop

How Will You Stay There?

Integration is Key!▪Flex must align it with the company mission▪Flex must become part of a bigger process▪Flex must be measured▪Flex must be communicated

28

RolloutFollow-

upDevelop

How Will You Stay There?

These issues have been shown to be challenges for rollouts elsewhere:▪The new process is ignored▪Form, etc. are used as “rubber stamp”, not screen▪Managers do not hold line on “business-beneficial”▪Some units, managers declare process “off-limits”▪Launch gets understood as “new entitlement”▪Arbitrary decision-making continues

29

RolloutFollow-

upDevelop

How Will You Stay There? ▪16% increase in calls answered

▪10% increase in quick call resolution ▪4.5 out of 5 rating for customer satisfaction

30

“Telework is a win-win situation – a good fit for the associate as

well as out department.”

-Ecolab IT Manager

How Will You Stay There?

▪95% case processing rate▪77% decrease in unprocessed in-basket items ▪9% increase in case processing

31

“I have noticed that the response time of my staff has

improved, and this month’s outcome measures have

improved as well.”

-HSPHD Support Manager

How Will You Stay There? ▪95% of participants reported an increase in productivity.

▪95% of supervisor likely to grant requests for extensions beyond the pilot period.▪95% of participants noted seamless customer service between days in the office and telework days.▪76% of pilot participants noted a decrease in stress level.

32

“Teleworking allows me to manage the stress level in my

life providing me the opportunity to approach my daily tasks

more relaxed and refreshed.”

–MnDOT Human Resources

How to Participate▪Go to the eworkplace-mn.com website ▪Fill out the get started form▪Download tools▪Free onsite consultation from flex experts▪Invite employees to take advantage of tools and training

33

How Will You Stay There?

Questions?

34

35

36

37

38