If the employee and supervisor/department head agree to a temporary telework arrangement, they must document the arrangement
Documenting the temporary arrangement could include an email or submitting the Flexible Work Arrangement Form. Agreements should be flexible with respect to duration.
- Consult Your Department’s Continuity Plan
- Understand relevant policies - Supervisors should verify that their employees have read and understood this information.
- Review technology needs and resources - Determine whether the tools and resources employees use to complete their work, will be available to them remotely. This includes knowing how to access technical support should they need assistance.
- Ensure employees know how to set up call forwarding and how to access voicemail remotely
- Determine which platform you will use to communicate as a team (e.g., Webex, Skype, Slack, Zoom)
- Clarify expectations for online availability
- Review work schedules - Be clear about your expectations with employees for maintaining their current work schedule or if you are open to flexible scheduling based on employee needs.
- Draft a work plan with your team:
- What routine responsibilities/tasks cannot be fulfilled while working remotely and how will it impact operations or other people?
- What routine responsibilities/tasks require regular communication and collaboration with others?
- How will you communicate your plans with partners and customers.
- Are there upcoming events or meetings that may need to be postponed or canceled?
- Make a communication and accountability plan:
- The supervisor and employees should clarify expectations around work updates and progress (e.g., method, frequency)
- Conduct regular check-ins. Consider starting each workday with a phone, video or instant message chat. Employees will be eager for connection and information during the disruption.
- If you normally make daily rounds to visit employees at their desks, consider a phone call.
- Try to maintain team meetings and check-ins, though the timing may change.
- Be positive and trust employees will work productively - Instead of focusing on how many hours your employees are working, re-emphasize a focus on measuring results and reaching objectives—regardless of work arrangement. The employee’s completed work product is the indicator of success, rather than direct observation.
Debrief after normal operations resume. Employees and supervisors should review progress on work plans and the effectiveness of remote work when work returns to normal.