Capitalize on Job Descriptions for Remote Work Planning

Most companies do not know where to begin when planning their remote work program. If you are one of our loyal readers, you remember our message that Strategy needs to come first. Determining the Strategy behind why remote work is being considered and implemented, will aid the overall success of the program. Looking at actual job descriptions is a secondary step after Strategy. After the “why” has been determined, focusing on the “who” is next.

Turning to job descriptions is an essential tool to streamline this step. There are many jobs that have specific tasks that can be performed anywhere. There are some tasks that must be performed in the main office location due to the need of equipment, tools, resources, etc. Employees must have the proper tools, equipment, resources, etc. to successfully perform their job. Without them, the success rate is greatly diminished.

Separating job duties into categories of “in-office” and “out-of-office” is necessary. This exercise will help determine which jobs and which tasks can work remote. From there you can determine additional information such as scheduling, work flow, interoffice issues, etc. There is one caveat here, in that you must have detailed and up-to-date job descriptions. If you do not have these items, then it is advised that a thorough review of job descriptions be rolled into the overall remote work program implementation steps. SuiteCommute can assist you with putting comprehensive job descriptions in place. We can also help create job descriptions specific to remote work only positions. It is strongly advised that all these job descriptions be detailed, accurate, and up-to-date. These are extremely useful tools for the overall success of remote work programs, they are a useful communication tool for performance expectations, and helpful for recruiting.

If you would like to have SuiteCommute review your current job description structure, or would like assistance in refining, creating, or enhancing your current job descriptions please let us know. Visit our website for additional information: www.suitecommute.com

100 Best Companies to Work for List

Since the 100 Best Companies to work for list has been published there have been various articles on “why” these companies made the list. Being a Telework promoter, that particular topic was of great interest to me. After some research, it was discovered that 83 companies on the list of 100 offer Telework of some sort. There are numerous other reasons as to why these companies are the best. From employer paid medical benefits, to green friendly benefits, subsidies, employer paid meals, wellness incentives, and many others. Overall, I found it rather refreshing that see that the majority of the companies realize the true benefits of allow employees to work remote.

It is anticipated that employers will also be able to utilize greater tax incentives with formalized Telework programs. Currently there are states that allow up to $20,000 in tax incentives for employers. Employees are also able to utilize tax incentives if the cost of setting up a home office. Some employers subsidize the cost setting up a home office. It is recommended that employees seek the advice of a tax advisor for greater information on utilizing Telework tax incentives.

I have had on-going conversations with people about the benefits of remote work and how it can provide the ability to attract and retain top talent, enhance employee morale, provide a competitive advantage, not to mention creating a strategic tool for business continuity in the event of a disaster. The employers on the 100 Best Companies list understand these benefits and reap the rewards of them. Kudos to the employers making the list! Keep up the great work!

To see a complete list: http://money.cnn.com/magazines/fortune/bestcompanies/2009/full_list/

TOP 10 WAYS FOR EMPLOYEES TO LOSE TELEWORK PRIVILEGES

1. Stop producing work
   

   One of the biggest transitions that must occur with Telework situations is management by output. In Telework situations it is no longer centered on where a person is working, rather the output that is being delivered. If work ceases or is drastically reduced, employees are likely to be asked to return to office full time.
   

2. Lose the trust from your manager
   

   Maintaining the trust of managers is essential in retaining remote work options. Employees generally have the trust from their managers in remote work situations. Keeping that trust is essential. Following the established remote work guidelines, keeping the lines of communication open, delivering work output, and staying connected to co-workers helps maintain trust.
   

3. Forget your professionalism
   

   When employees Telework, they must maintain the same high levels of professionalism as they would working in the office. Working from home or other remote locations may be a less formal environment; however, work is work and professionalism is top priority. Maintaining professionalism is an essential component in remote work situations.
   

4. Confidentiality breach by losing company equipment, documents, laptop, etc.
   

   Employees must use locking features of cabinets, drawers, office doors, etc. in home offices, and remote work locations. Laptops and other mobile equipment must never be left unattended. Confidentiality breaches often result in employee loss of job. Companies go to great lengths to safeguard proprietary information. Remote employees must maintain the highest levels of confidentiality to ensure there are no breaches of information.
   

5. Have family members use company laptop for personal use
   

   Company issued equipment should only be used by the employee and only for the use of work. Allowing family members to use company equipment may result in viruses, lost of information, breakage of equipment, etc. As mentioned above, confidentiality must be maintained at all times. Allowing others to use company equipment, may result in confidentiality breaches as well.
   

6. Completely disappear
   

   When working remote, employees must make it a priority to remain visible. This means coming in the office periodically, utilizing web meetings, conference calls, telephone calls, email, etc. There are many ways to stay visible while working remote. The term visible means allowing others to know you are working, engaged in work, staying connected, and a part of the team. Maintaining visibility also aids in the professional development and upward movement through promotion opportunities.
   

7. Only Telework on Mondays and Fridays
   

   Employees who Telework must be sensitive to those employees who do not have the same work arrangements. When remote employees only Telework on Monday’s and Friday’s, there is the appearance of long weekends and short workweeks. In actuality, most employees in Telework arrangements work more hours on average, than their office counterparts. Remote employees must manage those perceptions and vary their Telework days.
   

8. Disconnect yourself from co-workers
   

   It is recommended that employees not Telework 100% of the time. Rather, utilize remote work options on a part-time basis of 2-4 days per week. Some positions allow for full time remote work situations. If employees are working remote full time, it is important to maintain contact with co-workers back at the office or other remote workers. Engaging in peer interaction eliminates the lack of trust and reduces feelings of isolations with remote work situations.
   

9. Becoming insensitive to others not working remote
   

   “Rubbing it in” often creates tension among co-workers. When the weather outside is 10 below and you are warm, safe, and sound in your home office, while your co-workers are sitting in traffic, does not lend itself well for a team environment. Remote employees must remember that their work arrangements can be easily eliminated.
   

10. Having inappropriate background noises while on business calls, conference calls, etc. (i.e. baby crying, television, dog barking)
    

    Forgetting professionalism is a part of this. The work environment must be free from background noises that would normally not be going in the regular office. Clients, co-workers, peers, customers, vendors, managers, etc. must be allowed to communicate without inappropriate background noises. Always remember your surroundings and be aware of what others may be hearing.

TOP 10 WAYS TO LOSE TELEWORK PRIVILEGES

1. Stop producing work
   

   One of the biggest transitions that must occur with Telework situations is management by output. In Telework situations it is no longer centered on where a person is working, rather the output that is being delivered. If work ceases or is drastically reduced, employees are likely to be asked to return to office full time.
   

2. Lose the trust from your manager
   

   Maintaining the trust of managers is essential in retaining remote work options. Employees generally have the trust from their managers in remote work situations. Keeping that trust is essential. Following the established remote work guidelines, keeping the lines of communication open, delivering work output, and staying connected to co-workers helps maintain trust.
   

3. Forget your professionalism
   

   When employees Telework, they must maintain the same high levels of professionalism as they would working in the office. Working from home or other remote locations may be a less formal environment; however, work is work and professionalism is top priority. Maintaining professionalism is an essential component in remote work situations.
   

4. Confidentiality breach by losing company equipment, documents, laptop, etc.
   

   Employees must use locking features of cabinets, drawers, office doors, etc. in home offices, and remote work locations. Laptops and other mobile equipment must never be left unattended. Confidentiality breaches often result in employee loss of job. Companies go to great lengths to safeguard proprietary information. Remote employees must maintain the highest levels of confidentiality to ensure there are no breaches of information.
   

5. Have family members use company laptop for personal use
   

   Company issued equipment should only be used by the employee and only for the use of work. Allowing family members to use company equipment may result in viruses, lost of information, breakage of equipment, etc. As mentioned above, confidentiality must be maintained at all times. Allowing others to use company equipment, may result in confidentiality breaches as well.
   

6. Completely disappear
   

   When working remote, employees must make it a priority to remain visible. This means coming in the office periodically, utilizing web meetings, conference calls, telephone calls, email, etc. There are many ways to stay visible while working remote. The term visible means allowing others to know you are working, engaged in work, staying connected, and a part of the team. Maintaining visibility also aids in the professional development and upward movement through promotion opportunities.
   

7. Only Telework on Mondays and Fridays
   

   Employees who Telework must be sensitive to those employees who do not have the same work arrangements. When remote employees only Telework on Monday’s and Friday’s, there is the appearance of long weekends and short workweeks. In actuality, most employees in Telework arrangements work more hours on average, than their office counterparts. Remote employees must manage those perceptions and vary their Telework days.
   

8. Disconnect yourself from co-workers
   

   It is recommended that employees not Telework 100% of the time. Rather, utilize remote work options on a part-time basis of 2-4 days per week. Some positions allow for full time remote work situations. If employees are working remote full time, it is important to maintain contact with co-workers back at the office or other remote workers. Engaging in peer interaction eliminates the lack of trust and reduces feelings of isolations with remote work situations.
   

9. Becoming insensitive to others not working remote
   

   “Rubbing it in” often creates tension among co-workers. When the weather outside is 10 below and you are warm, safe, and sound in your home office, while your co-workers are sitting in traffic, does not lend itself well for a team environment. Remote employees must remember that their work arrangements can be easily eliminated.
   

10. Having inappropriate background noises while on business calls, conference calls, etc. (i.e. baby crying, television, dog barking)
    

    Forgetting professionalism is a part of this. The work environment must be free from background noises that would normally not be going in the regular office. Clients, co-workers, peers, customers, vendors, managers, etc. must be allowed to communicate without inappropriate background noises. Always remember your surroundings and be aware of what others may be hearing.

Telecommuting ROI

It is difficult for employees to convince employers that implementing a formal Telework program will actually benefit the employer in various ways.  Seeing soft dollar value can be difficult to track; however, it is not impossible.  TeleCommuter Resource offers a wonderful service that allows employers to see and track the return on investment (ROI) with formalized Telework programs.  Their comprehensive on-line programs offer detailed soft and hard dollar benefits based on specific detail within each individual organization.  The program results show savings around space reduction, productivity, turnover, absenteeism, telecommuting deployment benefits, green friendly initiatives with a positive financial benefit, along with green friendly community benefits, deployment readiness details, and even internal attitudes toward Telecommuting.   They offer various reports and tools for measuring other areas for specific ROI on Telecommuting.  If you are seeking a comprehensive analytical tool to assist with measurement implications, I strongly suggest their tool. 

There are various other measurements that can assist with measuring Telework ROI.  Productivity is one strong benefit from Telework.  Employees generally do not want to lose the opportunity to continue their Telecommuting arrangements.  With that said, productivity tends to increase based on that factor alone.  But as we all know, that is not a strong enough selling point.  From a Human Resources perspective, productivity can be measured through some of these factors (as a sample): 

1.    Output/input ratios

2.    Revenue per employee

3.    Cost per employee

4.    Units produced per employee

5.    Profit per employee

6.    Time to fill vacant positions

These measures can be created in-house based on standard operating financials.  There are various other methods to tracking the benefits of formal Telecommuting programs.  It is important to utilize ROI when implementing Telework programs.  Employees and employers that want to implement a formal Telework program, should turn to some of these measures as a selling point. 

Core competencies are essential in business strategy.  When Telecommuting is introduced the need for solid skills is greatly enhanced.  As a manager overseeing remote workers, it is critical to modernize the way employees are managed on a daily basis.  Remote work situations minimize the face-to-face interaction.  With that said, managers must build their skills to include the following areas:   

1. Empower and trust employees
2. Manage by results or output rather than by time spent working 
3. Provide clear and specific expectations and feedback
4. Effective problem-solvers or facilitators
5. Effectively plan and organize work to achieve results
6. Excellent communication and listening skills
7. Keep remote workers involved in the company
8. Provide opportunity for personal growth 
9. Solid delegation ability 
10. Provide on-going coaching and mentoring

If Telework or Remote work programs are being developed within your organization, managers must be up to speed on their expectations for managing remote.  Policies and procedures should be created and developed to include manager expectations in remote work situations.  How to manage virtually requires training, time, and refined skills.  Human Resources should be catalysts for ensuring managers are properly trained and able to manage without seeing employees on a regular basis. 

Training programs around managing remote employees is an often missed component when implementing formalized Telework programs.  These training programs should include practical hands-on exercises, and classroom instruction for how to manage remote employees.  This instruction should include these 10 essential topics.  The success of remote work programs depends on it.

A question that I often receive is, “what does it take to be a successful remote worker?”  There is no magic answer, as everyone is different, and every company is different.  What I can answer is around what competencies or skills aid in successful remote work results.  From what I have uncovered, and from studies conducted, the following are the most identifiable skills one must possess to be a successful remote worker.  (This does not mean that if someone does not possess all of these skills then they would not be successful, rather these enhance the success rates for remote work arrangements):

Competencies/Profile

1.  Independent Worker – Takes independent action to resolve problems; goes beyond what is expected; seeks resources to improve results.

2.  Well-organized – Is able to handle large amounts of information; is able to handle multiple projects simultaneously; sets appropriate priorities and deadlines; takes steps to ensure effective implementation of a plan.

3.  Self Motivated – Accepts own responsibilities; demonstrates consistency in work performed; sets appropriate priorities; seeks activities to enhance own skills.

4.  Flexible – Modifies approach to work based on new information; is able to modify work and work locations to produce established work goals and objectives.

5.  Dependable – Meets deadlines; accepts own responsibilities; accepts assignments willingly.

6.  Trustworthy - Demonstrates required knowledge and skill to perform job with limited supervision; respected and trusted by co-workers and supervisor; viewed as an asset to the organization.

7.  Adaptable – Uses past learning to understand and handle new situations; recognizes and accepts change as a challenge, not an obstacle; demonstrates ability to work in an environment or job with unclear boundaries; works comfortably without direction or little direction.

8.  Results-oriented – Sets specific goals; works to exceed standard, beats deadlines, or outperforms others; develops better, more efficient ways of doing things.

9.  Comfortable with Technology – Ability to perform all the essential functions of equipment including computer, telephone, troubleshooting problems.

10. Effective Communicator – Listens effectively; organizes and presents ideas effectively in written and oral form; treats sensitive information appropriately.

As Telework gains momentum within the Federal Government and corporate America, the following 5 components must be included in these formal programs to ensure successful results:

1. Strategy

2. Policies/Procedures

3. Training

4. Technology

5. Metrics/Measures

Strategy forces the “why” and creates the necessary “business case” for establishing a formal Telework program. It is the direction and foundation for the entire purpose. Establishing strategy requires multi-dimensional views. Different perspectives throughout the strategy portion, creates a more robust program resulting in a greater success rate during implementation and execution of these programs. The strategy portion includes the establishment of “who”, “what”, “when”, “where”, “why”, and “how”.

Policies and Procedures provide the “structure” with these programs. These ensure that everyone is aware of expectations, the same as an employee handbook, guidebook, contract, etc. They greatly limit liability for both employer and employee. They provide a sound basis for successfully working with and within a Telework program.

Training provides the “how to” of Telework. Too often this piece this overlooked and/or completely avoided. Training is essential to the success of any Telework program. It provides an understanding of the established policies and procedures, how to work remote and remain productive, how to set up a remote office, work flow, etc. Also, training provides a necessary piece for how to manage remote workers. The question often arises, “how do I manage my employees when I don’t see them?” Training creates a basis of understanding for managers and employees prior to being placed in these situations.

Technology is a support function for the individuals who are working remote. It is a tool that must be readily available, functioning properly, and user friendly. Technology has created the ability for employees to work from anywhere. It is a wonderful and essential tool. Connectivity must be considered, as well as, security measures to ensure confidentiality of propriety information. Mobile equipment must be secure at all times. There have been numerous laptops, PDA’s, external hard drives, memory sticks, etc. that have been lost or stolen, which contain confidential information. Technology hardware, software, handling, security, troubleshooting, etc. must be clearly addressed in a robust Telework program.

Metrics/Measures are essential to ensure “tracking” of program results for monitoring success rates. Examples of metrics include tracking productivity through the measurement of revenue per employee output, standard input/output ratios, standard employee measures, turnover costs, OSHA incident rates, job satisfaction, absenteeism rates, cost per employee (typically are reduced in Telework situations), etc. These are critical to ensure Telework is meeting the strategic objectives for which the program was implemented initially. It is the monitoring of overall success in the meeting and achieving outlined objectives.