As the news reports continue to roll in regarding COVID-19, or Coronavirus, more and more employers are urging - and even mandating - telework. Now that the virus has escalated to pandemic status, I'm reminded of a series of blogs on the home office and telework written by individuals in my company over the past few years. Two in particular stand out to me. In September 2017, one of my co-workers published a blog entitled Working from a Home Office: Preparing for the Apocalypse. The following month, another co-worker published a blog entitled Remote Workforce? 5 Disaster Recovery Steps to Take Now. The circumstances my co-workers envisioned included metro shutdowns, hurricanes, floods, and wildfires - not a worldwide viral threat. But their message was spot on: be prepared. (See the end of this article for more blogs on the telework topic.) As the situation evolves, we have quickly gone from "Be prepared" to "Just do it."
And this is exactly what the Centers for Disease Control and Prevention (CDC) and Office of Personnel Management (OPM) are asking organizations to do today, with telework taking center stage. Although telework has become increasingly prevalent in recent years, it is most often viewed as an employee perk, not as a benefit to the organization. As such, its traction has perhaps been somewhat limited. As a matter of fact, telework is often agreed to begrudgingly by management who really want their people – all their people – in the office. Some organizations have even halted their telework practices in recent years. I believe the Coronavirus situation will shine a bright light on the value of telework and the importance of being ready to implement telework at a moment’s notice.
The CDC continues to update the public at large and to provide guidance for ALL employers, emphasizing that while the immediate health risk is low, employers should actively encourage sick employees to stay at home, maintain fair and flexible sick leave policies, and allow for flexible worksites (i.e., telecommuting). With public health officials calling for even more social distancing almost every passing day, employers are implementing more rigorous plans for flexible work hours, staggered shifts, and enhanced flexibility in work leave policies.
Private Organizations
Private businesses are turning to telework in droves amid fears of the Coronavirus spreading. My co-worker's son, who works for an international investment bank and financial services company, was mandated to work from home a week ago - and that was the first instance I had heard of a private organization mandating telework. Fast forward five or six days, and this has become the norm. With so many organizations, including universities and schools, temporarily shutting down, the number of people working from home is skyrocketing.
Federal Agencies
OPM has issued a series of letters in the last two weeks reminding the management of federal agencies that the Telework Enhancement Act of 2010 requires telework as a mandatory element of continuity of operations (COOP) plans. Guided by a National Security Presidential Directive, a COOP plan is “an effort within individual executive departments and agencies to ensure that Primary Mission Essential Functions (PMEFs) continue to be performed during a wide range of emergencies, including localized acts of nature, accidents, and technological or attack-related emergencies.” Due to the Coronavirus crisis, OPM has directed agencies to immediately review their COOP plans to ensure that telework has been fully incorporated and that as many employees as possible are “telework ready.”
In additional guidance put forth by OPM, agencies have been strongly encouraged to sign situational (ad hoc) telework agreements with all those employees who could be deemed telework-eligible, but who did not yet have a signed telework agreement in place. Agencies have also been directed to reassess how telework eligibility is determined in an effort to extend telework agreements to additional employees. OPM has urged agencies to take steps to prepare all telework-ready employees to effectively telework. This includes ensuring that all the policies, work requirements, and communication channels are in place, along with access to agency IT systems and networks.
Have Laptop, Will Telework?
With millions of people flocking to home offices, will certain types of business go on as usual? Is working from home (or another remote location) simply a matter of “have laptop, will travel?” Or, in this case, “have laptop, will telework?” Yes and no. The laptop has certainly made it possible for people to work anywhere, any time. Most of us have had to work on the fly from a hotel, coffee shop, or airport at one time or another. And it’s quite common and simple to dial in to an online training or webinar. But to be successful in extended telework arrangements, where work processes and data must be highly protected, there are many technology, security, policy, and productivity challenges that must be addressed. These challenges range from protecting sensitive data to managing all those cables to maintaining healthy work/home boundaries. As someone who has worked out of a home office for over 22 years, I can attest to the many challenges this set-up brings – though I wouldn’t change it for the world.
Below is a list of blog articles we have written over the past few years with practical advice that can help organizations and individuals telework effectively. My hope is that these articles will help set you up for success, not just during the Coronavirus craze, but as telework weaves itself into the fabric of your organizational culture in the future. If you would like more information, please contact us at (888) 387-7655, or at inquiry@fentress.com, for a complementary phone consultation.
Telework Resources
Technology and Security
Remote Workforce? 5 Disaster Recovery Steps to Take Now – 5 steps managers should take to maximize disaster recovery/business continuity in the future
8 Things to Work Out Before you Work Out of your Home – 8 IT issues to iron out to set a remote worker up for success
8 Essential Technologies for Remote Workers – essential hardware to share data remotely
Consider a Virtual Private Network (VPN) for your Home Office – the security of Internet access in a home office
9 Tips to Protect Remote Workers from Ransomware Attacks – defending your remote workforce against the growing threat of ransomware
There is an App for That: 8 Great Apps for Remote Workers – essential apps to keep your mobile workers organized, connected, and productive
Take up the Slack: Improve Communication for Remote Teams – how one app can help remote teams in the areas of internal communications, file sharing, and message retrieval
What you Need to Know about USB Cables in your Home Office – all about USB cables for the home office
5 Ways to Protect your Company from its Biggest Threat: Remote Workers – securing home office data
Bluetooth: It’s Everywhere in your Home Office – all about Bluetooth for the home office
Videoconferencing – Today’s Telework Conference Room – the importance of videoconferencing for telework
5 Tips for Home Office Security (Infographic) – protecting your home office assets (equipment and sensitive info) from thieves
Policy Guidance
Working from a Home Office: Preparing for the Apocalypse – preparing for successful telework in the event of an unforeseen circumstance
Remote Work Policies Reduce Sick Leave – telework as an alternative to sick leave
A Holistic Process for Managing the Performance of Remote Employees – accountability and transparency in remote work performance management
Success for the Teleworker
Home Office Stress Burning you Out? Six Tips to Reclaim your Sanity – managing stress in a home office
Tips for Avoiding Distractions in the Home Office – 4 common home office distractions and how to avoid them
Tips for Keeping the Home Office Employee Professionally Connected – personal and professional development for the home office worker
Confessions of a Home Office Worker’s Daughter – helpful info for a home office parent
Time Management in the Home Office: Three Mind Hacks – managing your time in the home office, or anywhere
Achieving Zen: Tips for Wellness in the Home Office – practical suggestions to maintain sanity in the home office
The Balance Between Work Life and Home Life – some thoughts on the difficult home office balancing act
