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Working through COVID-19

Teleworking during COVID-19

• Rochester Regional’s commitment to safely and effectively meeting the public health challenge presented by COVID-19 extends to ensuring that employees can work from home or another remote location whenever necessary in the coming weeks.

• Teleworking arrangements are not new, but because they may be unfamiliar to employees and managers who have never done so, this toolkit will help you and your team navigate potential teleworking scenarios.

• This toolkit:• Contains tips for managers and employees designed to help set up temporary remote work

arrangements quickly and successfully.

• Serves as a supplement to existing IS&T, Compliance & Privacy, as well as local operational policies as it relates to working from home or another remote location.

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Teleworking: General Guidance

• What is teleworking and how does it differ from other forms of remote work?

• Teleworking is a work arrangement in which some or all of the work is performed from home or another off-site location. In general, regular office hours are worked and deviations from that schedule require manager approval.

• Which jobs are suited for teleworking?

• Teleworking is easiest to implement for jobs or tasks that require reading, writing, research, working with data and talking on the phone. In general, and at manager’s discretion, a job is suited to teleworking if the job or some components of it can be done off-site without disruption to the flow of work and communication.

• Which jobs are not as well suited for teleworking?

• Positions that require patient contact/customer service, direct delivery of patient care, or that rely upon specific equipment or supplies to work on site.

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A word from our IT Security and Compliance & Privacy partners…

• As part of the healthcare industry, we work with Protected Health Information (PHI) and Personally Identifiable Information (PII) on a frequent basis.

• Reduce the chance of a breach:• Keep all equipment and documentation secure while in transit or at home.

• Dispose of confidential paperwork at RRH confidential recycling reciprocals and not at home.

• Do not leave your computer logged in and unattended while working off RRH premises, including at home.

• Work in a secure area out of sight and earshot of others.

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Tips for Managers

1. Determine priorities and define essential work.

2. Review technology needs and resources.

3. Review work schedules.

4. Create a work plan.

5. Conduct regular check-ins.

6. Debrief after normal operations resume.

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1. Determine priorities and define essential work.

• Set priorities and scope essential work required for business continuity.

• Inform your employee what work should be prioritized or de-prioritized to make room for COVID-19 activities as deemed essential.

• Consider responsibilities and requirements of the types of positions on your team; considering customer/collaborator impact and feasibility of completing some or all of the work remotely (with or without adjustments).

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2. Review technology needs and resources.• Confirm that employee(s) authorized for telework, at minimum, have a

home computer running Windows 7 or greater, internet and phone access– as well as other requirements as specified in IS&T “Technical Reference Guide for Telework.”

• Understand relevant policies. Review IS&T, as well as Compliance & Privacy policies (e.g. Cybersecurity Assurance Techniques & Standards). Managers should verify that their employees have read and understood this information.

• Advise employee(s) to consult with their internet/cell provider about their plan(s) to ensure that employee(s) will not experience any overage fees. • Rochester Regional does not cover the cost of home internet and phone and does

not insure personal technology.

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3. Review work schedules.

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• Telework may sometimes be confused with flex arrangements. Be clear about your expectations with employees for keeping their current work schedule (e.g. telework is not an alternative to child/family care).

• A note regarding non-exempt employees: Non-exempt employees must clock in1; please ensure that employees have access to and understand how to use PC Timestamp.

1 All non-exempt employees authorized to work remotely should be paid for hours worked at their regular hourly rate of pay. Overtime must be approved in advance. Exempt employees will receive their regular pay

4. Create a work plan.

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Review below questions with staff and work through answers together.• How often should updates be sent as it relates to progress of work items and

what should those updates include? Follow existing protocols and departmental requirements.

• What routine responsibilities/tasks require regular communication and collaboration with others? Determine the optimal method(s) of communication while the team is working remotely – in part or as a whole.

• How quickly should employees be expected to respond while working remotely? Manage availability of employee/manager to minimize disruption.

• What events or meetings are scheduled during the time in which the temporary telework arrangement is in place? Determine if meetings will be postponed or canceled, or be conducted using technology instead.

5. Conduct regular check-ins.

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• Maintain regular team meetings and one-on-ones.

• Start each work day with a phone or instant message chat. Your employees will likely find it helpful to connect and receive information from you during this time and the structure will help everyone create a positive routine.

6. Debrief after normal operations resume.

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Employees and managers should review work plans when work returnsto normal, assess progress on the employee’s work plan and prioritizeany unresolved or new work that resulted from temporary operationaldisruption.

Tips for Employees

1. Establish your workspace.

2. Master the basics.

3. Set daily goals, track them and share your progress.

4. Eliminate distractions.

5. Prioritize privacy.

6. Stay connected.

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1. Establish your workspace.

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• It can be easy to sit on the sofa with your laptop and expect to get work done. Experienced teleworkers will tell you they tried that and it simply doesn’t work! We are creatures of habit and many of us are used to lounging with our laptops to read the news, watch TV, play games and chat with loved ones. Establishing a workspace, even if it is your kitchen table, gives your brain a cue that it is time for work and not play.

• Also, dress for work! Just like sitting on the couch can make us feel a little too relaxed, wearing pajamas all day makes it hard to get into work mode. Dressing casually is definitely a perk of working at home but getting “ready for work” is a daily ritual that many teleworkers swear by.

2. Master the basics.

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• Keep your calendar up to date.

• Know how to access your voicemail from home and check it regularly.

• Understand how to remote into the Rochester Regional network and other online tools you regularly use. Reference IS&T “Technical Reference Guide for Telework” for additional details.

• Use Lync or Skype for Business to stay connected to colleagues.

• Plan for teleconferences by making sure you know how to turn on your computer’s microphone and being aware that your colleagues may be able to hear background noise around you.

3. Set daily goals, track them and share your progress.

You may be surprised by how differently the work day passes withoutthe comings and goings of an office to break things up or influencewhat you do next. Start each day of telework by writing down what youneed to achieve and then track your progress. Pay attention to howlong tasks take you and start adjusting your daily goals to match yourcurrent rhythm. Communicate with your manager and/or colleagues ifyou think your telework plan needs to be adjusted.

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4. Eliminate distractions.

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If home is where your heart is then telework can mean that others inyour home, pets, or a favorite hobby are only a few feet away.Depending on your living arrangement, you may need to hang a “donot disturb” sign so you are not interrupted. Pets often need a closeddoor to keep them away and you might need headphones to block theneighborhood noise.

5. Prioritize privacy.

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Whether you are in your home or a common area, take five minutes toassess the privacy of your workspace. Can someone standing behindyou read your computer screen? Are your windows open so yourneighbor can hear your phone call? What information do you need tosecure before grabbing a cup of coffee or heading to the restroom?Your personal privacy matters too, so see if there anything around youthat would not want visible during a video conference with yourmanager.

6. Stay connected.

Many people say they do not call or instant message colleagues whoare teleworking because they don’t want to bother them. Remember,they are working, not vacationing at home! You should feel confidentabout calling or messaging an employee who is teleworking anytime –just as you would walk to their office while they are on premise.

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