Georgia CommuteSmart Telework Training for Teleworkers and Managers

1. Georgia CommuteSmart Telework Training for Teleworkers and Managers

2. What is Georgia CommuteSmart? • A Program for State of Georgia Employees to Improve their Commute Options • An Executive Order issued by Governor Deal-Sept. 6, 2012 • Partnership with The Clean Air Campaign

3. Georgia CommuteSmart vs. Work Away • What has changed between the previous Work Away policy and the new Georgia CommuteSmart telework policy? • Georgia CommuteSmart telework policy is more concise, and user friendly • New participants must sign the new Telework Agreement   • Employees who signed an agreement under the Work Away program are not required to sign a new agreement to participate in the Georgia CommuteSmart program, unless they change their position or have a new supervisor. 

4. The Clean Air Campaign’s Mission: “To motivate Georgians to take action to improve air quality and reduce traffic congestion” Traffic Congestion Air Quality

5. The Metro Atlanta Commute is Painful • 35 miles; 60 minutes round-trip • 18% of household income spent on transportation costs • 240 hours lost each year in commuting

6. Telework Ranks as the Go- To Option for more Commuters in Metro Atlanta 600,000 metro Atlanta commuters telework occasionally (up 20% since ‘07)

7. What is Telework? • Extends the workplace beyond the traditional office • Is a voluntary arrangement, not a benefit or entitlement • Only appropriate when job is right, employee is right, technology works, and manager approves the work arrangement

8. Telework Is Not… • For every employee, every job • Always a full time arrangement • A replacement for child care or dependant care • Sending people home and never seeing or hearing from them again • A substitute for managing personal or other activities

9. Manager Advantages to Telework • Positive employee morale • Increased employee productivity • Less downtime from weather, traffic • Increased employee availability • Cross-training and knowledge sharing • Increased macro view of work • Broader talent pool for recruiting & access to expertise • Reduced absenteeism

10. Adjustments for Managers • Managing by results • Trust • Developing good communication and access procedures • Maintaining team environment • Concerns regarding loss of control

11. Guidelines for Analyzing Job Functions

12. Employee Characteristics for Teleworking • Self-motivated, self-managing • Results-oriented • Conscientious, organized • Independent worker • Flexible • Understands job requirements • Understands organizational policies and procedures • Communicates well with colleagues and clients • Handles change well

13. Analyzing Employee Characteristics for Telework

14. Goal-Setting with Employees • Assist employees in organizing work through one on one meetings prior to teleworking for the first few times • Assigning work to employees • Defining objectives and deliverables • Establishing timeframes • Reviewing status • Coaching employees

15. Establish Communication Standards • Establishing protocol • Schedule • Responding to e-mail and phone calls • Co-workers • Non-teleworkers • Outside contacts: members; vendors • Supervisors

16. Establish Communication Standards • Assess current ways of communicating with employees and how teleworking will change communications • Less impromptu face to face • More e-mails and telephone calls • More saved messages • More scheduled face to face communication

17. Team Building while Teleworking • Keeping the team together • In-office meetings • Teleconferencing • Social activities • Lunches

18. Planning for Success • Act on problems as they arise • Be honest with teleworkers • Ask for input from coworkers • Respect the teleworking arrangement • Maintain scheduled team and individual meetings • Integrate a review process for teleworking • There is an adjustment period

19. Employee Advantages • Increases focus, productivity and work quality; reduces distractions and interruptions • Increases flexibility • Reduces commuting stress, delays, and costs (parking & MARTA) • Improves morale • Accommodates work/life balance • Lower personal costs, e.g., meals, clothing

20. Adjustments for Employees • Impact on teamwork? • How will my manager know that I am working? • Increased isolation from co-workers • Developing good organizational skills • Dealing with distractions in the home environment

21. Teleworkers: Getting Organized • Pick a work location • Establish a routine • Replace ritual of getting ready for office • Organize work the day before • Have an end of the day ritual

22. Teleworkers: Managing Your Work • Maintain contact with coworkers • Have a system at home • Stick to deadlines • Keep your manager informed • Attend scheduled meetings • Schedule meetings with coworkers and others

23. Teleworkers: Training Family and Friends • The message is that you are at home working! • Decide on what interruptions are OK • Set rules for office materials • Don’t telework if there are problems at home • Handle jokes and negative comments

24. Developing Good Habits and Avoiding Bad Ones • Pace yourself • Take breaks • Plan lunches • Keep in touch • Stay productive

25. Successful Telework Programs have Certain Characteristics • There is a transition period! • Are seamless to the world • Plan for flexibility and change • Fit Agency culture • Plan for access and communication

26. Incentives for Clean Commuting • $3 a Day, Up to $100 • $40 and $60 Gas Cards • $25 Monthly Prize Drawings www.logyourcommute.org

27. Next Steps: After receiving approval to begin teleworking from you manager: • Complete Telework Training • Complete Telework Home Office Safety Checklist • Begin Teleworking! • Access documents at: • http://doas.ga.gov/StateLocal/HRA/Benefits/Pages/CommuteSmart.aspx

28. Georgia CommuteSmart Questions?