COVID-19: MAXIMIZING SUCCESS FOR A REMOTE WORKFORCE

ü Tools and policies in place to be successful?ü Cyber Security – “CRITICAL”ü Managing Your Teamü Communication & Connectivity is Keyü Running Effective Meetingsü The Importance of Performance Measurements ü Ongoing Remote Operations - New Normalü Managing Distractions

WELCOME & TODAY’S AGENDA

Build Trust1. Manage Performance - Clear Expectations &

Feedback2. Coordinate Teamwork – Understand & Support

different ways of working & ensure remote workers have their needs met to get the work done

3. Effective Communications – be proactive & intentional

IMPLEMENTATION CONSIDERATIONS

https://www.ccohs.ca/oshanswers/hsprograms/telework.html

ADVANTAGES DISADVANTAGESIndividual • Less co-worker distractions

• More flexibility with personal time management

• Savings in commuting time and cost• Higher job satisfaction• Savings in childcare

• Isolation• Inability to separate home and work• More family distractions• Potential for excessive work hours• Less organizational connection and awareness• Fear of being “out of sight, out of mind.”• Potential lack of tools and support

Organization • Improved employee retention• Often higher productivity• Less lost hours due to late arrivals• Reduced absenteeism• Cost savings on overhead• Increased talent pool• Less illnesses due to decreased

transmission potential• Opens up the selection of employees able

to apply to the role

• Potential for decreased productivity• Difficulty maintaining contact and open

communication• Possible delay in service due to childcare

responsibilities• Loss of control over activities and time

management of staff

WORKING FROM HOME – PROS/CONS

Do you have…

Ø Necessary tools for teams to work from home?Ø Policies on acceptable use of information, software and equipment?

Ø Security of employer’s equipment & information flow

DOES YOUR TEAM HAVE THE TOOLS TO BE SUCCESSFUL?

Meeting Software

CollaborationSoftware

Cloud File Storage

Back up Software

ü GoToMeetingü Zoomü Google Hangoutsü Webex

for more security

ü Microsoft Teamsü Slackü Trelloü Atlassian –

Confluence

ü Google Drive / Team Drives

ü Microsoft Share Point /One Drive

ü Backblazeü Carboniteü Degoo

TECHNOLOGY FOR WORKING REMOTELY

TECHNOLOGY IS CHANGING THE

WAY WE DO BUSINESS

1.Support your team/organization, keep them safe, and build a back-up plan for key roles.

2.Establish clear roles and responsibilities across IT to help the organization respond rapidly.

3.Communication and training/re-training on remote working technology is critical.

YOUR CIO/IT HAVE A HUGE ROLE TO PLAY

PROTECT CORE IT OPERATIONS & IT PROCESSES

Manage short-term surge in demand for key systems & processes

Deploy some of your IT Staff

Keep projects & priorities moving forward

Don’t just survive… thrive!

CYBER SECURITY - CRITICAL

1. Protect your Organization2. Protect your Data3. Do not Download Software

or apps4. Do have Safe Online Practices

ü Working from Homeü Security and Use of Organizational Property ü Reimbursement for Home Office Expensesü Healthy Workplace in a Pandemic (if employees need to go to

the workplace)ü Pandemic Crisis Supportü Working Safely from Home (i.e. ergonomics)ü Overtimeü IT Policies

ENSURING PROPER POLICIES ARE IN PLACE

RESPONSIBILITIES AT HOME

Ø Does your team have a clear understanding of their role during the pandemic?

Ø Are lines of communication and reporting clear?Ø Do they understand what the expectations are of them

to complete their day to day work?

DOES YOUR TEAM UNDERSTAND WHAT TO DO?

Ø Be available and communicate OFTENØ Create a sense of community amongst team membersØ Establish “Rules of Engagement”Ø Determine clear expectations, deliverables, and prioritiesØ Be flexibleØ Find opportunities in times of change

MANAGING YOUR REMOTE TEAM

ü Use online team communications toolsü Connect with your entire team remotelyü Timeliness of communicationü Develop weekly progress reports on

deliverablesü Confidentiality ü Feedback is crucialü Look for signs of struggle

COMMUNICATION & CONNECTIVITY IS KEY

ü Set a clear agenda and communicate in advanceü Appoint a moderator and note takerü Ensure everyone’s computers are set up ü Set time limitsü Minimize distractionsü End with clear action items ü Distribute meeting notes for follow up

Business.com

TIPS FOR RUNNING EFFECTIVE ONLINE MEETINGS

ü Employees are more engaged and productive

ü Supervisors can ensure that their most valued resources (people) are being used effectively

ü Increased transparency = increased accountability

ü Supports planning and increased ability to reprioritise work to respond to emergent issues

THE IMPORTANCE OF PERFORMANCE MEASUREMENTS

Performance measures should be:

• Relevant to the employee’s position

• Aligned with organizational goals

• Easily understood

• Measurable

• Achievable

WHAT MAKES A GOOD PERFORMANCE MEASURE?

üCreate a workspaceüCreate a scheduleüStay professionalüTake advantage of extra timeüSocialize remotelyüMinimize distractions

TIPS FOR ADJUSTING TO THE NEW NORMAL

KNOW YOUR DISTRACTIONS

TIPS TO MINIMIZE DISTRACTIONS

ü Communicate your schedule with family and colleaguesü Use a calendar or ‘to do’ listü Use visual tools to stay organizedü Stay healthy – take breaksü Deal with your phone & social media

ABOVE ALL – BE OPEN

Realize that not everything will be perfect at the start of this transition.

And there is help out there!

www.tsi-inc.cawww.omli.ca