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Let's Telework - Managing Distributed Teams

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Lorree Mickenhime

on 8 August 2012

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Transcript of Let's Telework - Managing Distributed Teams

Let's Telework Lorree Mickenhime
lorree.mickenhime@gsa.gov Questions about Telework? Focus on outcomes not physical presence
Make the transition from office to telework seamless for internal and external customers
Ensure your alternate workspace facilitates work results Talk to your team Are you prepared? Your Managing Distributed Teams "Work is what you do not where you are." Preparing for Telework! Do you have access to Citrix or VPN?
What projects do you have for your telework day?
What do you need to take home (i.e. , , )
Does your alternate work site allow you to fully perform? Tools for Seamless Telework Performance TeamWork If one person on the team is teleworking, the entire team is teleworking
Be flexible, needs may change
Be transparent with your team and colleagues in the office Communication Know how to forward your desk phone
Use Google Chat for instantaneous communication
Using Cisco IP Communicator eliminates the need to forward your desk phone. Digital Connectivity Understand how to access wireless networks on your laptop
Know how to access GSA's intranet Information Sharing Ensure accessibility to shared drives to remotely upload and retrieve documents
Use shared drives or service portals to share documents
Use collaborative tools such as Google docs Set up online meetings to share documents and information with in-office or virtual attendees
Conference in teammates teleworking for face-to-face meetings with others
When leading a meeting share your screen with in-office and virtual attendees if applicable Meeting Remotely and on the Phone Facilitate conversation to identify your team norms and protocols for teleworking
Reinforce telework, its just work
Reach consensus on what "teleworking as a team" means
Invite and encourage consistent feedback from teammates, including management Build Trustworthy Relationships Use telework as an opportunity to foster trust among employees, managers, and fellow teammates Monitoring Performance Staying Connected Ensure all team members know the best and expected method of communication
Commit with each other an acceptable communications timeframe Collaborate Host check-in opportunities
Hold in-office and teleworking employees equally accountable
Give equal treatment to in-office and teleworking employees Managing Distributed Teams Use technology to share documents, calendars, data, and memos
Design meetings for both in-office and teleworking employees using a bridge line and online tools such as webex Managing Distributed Teams Manage by Results Give clear definitions of expectations and performance indicators
Monitor deliverables and provide training as needed
Consider the need of the business and your team while teleworking
Emphasize your continued dedication to achieving results and exceeding expectations Be Transparent Managing Distributed Teams Use email, voicemail away messages, desk signage, shared calendaring, and instant messaging status to inform your community of your team's presenence or work status
Discuss with employees how they can enhance their performance in a mobile environment through modern work practices Dena Monroe
dena.monroe@gsa.gov Or AWS Schedules
An employee works 80 hours biweekly in eight 9 hour days, one 8 hour day and gives the employee one non-work day each pay period.
AWS day can be any day of the pay period but it is usually a Monday or Friday
The employee's start and stop time, as well as the non-work day, are fixed.
Work schedules must be between 6 a.m. and 6 p.m. 5/4/9 Compressed Work Schedule Flexible Schedule and Telework An employee chooses their arrival and departure time and works 8 hours each work day
No fixed times of arrival and departure
Must complete a flexitime register
Employee works 8 hours a day (unless authorized leave is taken), arriving no earlier than 6:30 a.m. and must not work past 5:30 p.m. Flexitime Flexitime Time Bands Morning flexible arrival time band from 6:30 a.m. - 9:00 a.m.
Afternoon flexible departure time band from 3:00 p.m. - 5:30p.m.
Middle of the day flexible time band from 11:00 a.m. to 2:00 p.m., which includes the time for lunch (minimum a 30 minute lunch) Core Time Core time - 9:00 a.m. - 11:00 a.m.
“Flexible” Time Band - 6:30 a.m. - 9:00 a.m.
Core time - 2:00 p.m. - 3:00 p.m.
“Flexible” Time Band - 3:00 p.m. - 5:30 p.m.
All employees are expected to be on duty during core time. Time off work during core time must be charged to the appropriate leave category Leave Agency Policy Requesting and obtaining approval of leave remains the same, teleworking or not Overview Telework preparedness
Telework Toolbox
Managing Distributed Teams
AWS Schedules/Flexitime
Leave & Telework An employee works four 10-hour days in each of the two weeks per pay period.
requires a fixed arrival and departure time four days per week and includes one fixed non-work day each week
The employee's start and stop time, as well as the non-work days are fixed
All 4/10 work schedules must be between 6 a.m. and 6 p.m. 4/10 Compressed Schedule AWS Schedules Alternative Work Schedules and Telework Alternative Work Schedules (Includes Compressed Schedule) Employees may work approved AWS in combination with telework without restriction to either arrangement (telework/AWS) if consistent with organizational and work team needs. Need to review your employee's telework agreement(s)? Supervisors will have the option to select "My Telework Agreement" or "Employee Telework Agreements."
Selecting "Employee Telework Agreements" will give them access to review the submitted Telework Agreements of their individual employees and approve or reject them. http://insite.staging.gsa.gov/portal/content/529642
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