Ten Things to Think About Before Launching a Telecommuting Program

Ann Shawver City of Roanoke VGFOA Spring Conference June 9, 2011 Welcome to Roanoke

2 The largest man-made illuminated star in the world!

“The Star City of the South”

Read more about our star at http://www.roadsideamerica.com/story/22333 Roanoke’s Organization

„ Finance Department (24) „ Management/Administration (5) „ Accounting (7) „ Accounts Payable (3) „ Payroll (3) „ Financial Systems (3) „ Retirement (3)

4 American workers in general have less time for their families and less time for themselves than perhaps ever before.

Your Place or Mine? Telecommuting and the Finance Officer, Government Finance Review, December 2002

5 Telecommuting allows workers to better manage work-life responsibilities, increases job satisfaction and productivity, and reduces the cost of sick leave and property management.

According to a study by the International Telework Association and Council, 1999

6 Telecommuting ~ Telework ~ Flexiplace

Code of Virginia - Title 15.2 Counties, Cities and Towns

§ 15.2-1512.3. Telecommuting by local government employees

Each local government is authorized and encouraged to establish and implement a telecommuting policy under which eligible employees of such local government may telecommute to the maximum extent possible without diminished employee performance or service delivery. (2001)

7 VGFOA Telecommuting Survey

„ Localities that offer some telecommuting „ Town of Leesburg „ Loudon County „ City of Roanoke

„ Localities that offer flexible and/or compressed schedules „ Facquier County „ Franklin County „ Gloucester County „ Town of Vienna 8 Positives of Telecommuting

„ Reduced transportation costs „ Reduced time and stress of commuting „ Reduced vehicle traffic, improved air quality, energy conservation „ Greater employee control over working conditions „ Increased privacy, fewer interruptions „ Enhanced job opportunities for physically challenged workers „ Expands labor pool for employers by including workers who require flexibility „ Higher employee retention rates „ Increased job satisfaction „ Increased employee productivity „ Reduced sick time, absenteeism „ Reduced office space requirements

From “Your Place or Mine? Telecommuting and the Finance Officer”, GFR, Dec 20029 Negatives of Telecommuting

„ Employees may feel lonely or isolated „ Not all jobs or employees are good candidates for telecommuting „ Telecommuters may become workaholics „ Jealousy among employees „ Reduced participation in office culture „ Limited access to office forms „ Employee fear of being left out of communication circles „ Employee fear of being passed over for promotions „ Loss of managerial control over employees „ Employee abuse of flexible work situations „ Decentralization

From “Your Place or Mine? Telecommuting and the Finance Officer”, GFR, Dec 102002 Roanoke’s Telecommuting Guidelines

Components „ Pros and Cons „ Introduction „ Work Criteria Required Agreements „ Employee Criteria „ City of Roanoke „ Equipment & Supplies Telecommuting Agreement „ Confidentiality „ Work Environment „ City of Roanoke Privacy and Security Agreement „ Work Schedule „ Trial Period „ Miscellaneous

11 Pros and Cons Identified in Roanoke Telecommuting Guidelines

„ Pros „ Cons „ Recruiting a strong „ Employee isolation workforce „ Employees feeling „ Attracting quality out of the loop recruits „ Cost „ Retaining key „ Loss of control employees „ Limited promotional „ Improved opportunities productivity „ Loss of „ Reduced accountability absenteeism

12 Facquier County’s Telecommuting Policy „ Purpose „ Scope „ Definitions „ Procedures „ Department/Agency Responsibilities „ Related Policies „ Determining Positions Which Are Appropriate for Telecommuting „ Employee Qualities Which Are Appropriate for Telecommuting „ Telecommuting Work Agreement „ Safety Checklist 13 Determining Positions Which Are Appropriate for Telecommuting „ Require independent work „ Require little face-to-face interaction „ Require concentration „ Result in specific, measurable work products „ Can be monitored by output, not time spent doing the job

Facquier County’s Telecommuting Policy

14 Employee Qualities Which Are Appropriate for Telecommuting „ Are able to work productively on their own „ Are self-motivated and flexible „ Are knowledgeable about the job „ Have a low need for social interaction „ Are dependable and trustworthy „ Have above average performance records „ Are organized „ Have good communication skills

Facquier County’s Telecommuting Policy

15 Loudon County’s Telework Procedural Guidelines „ Criteria for Participating „ Eligibility Requirements „ Identifying Suitable Positions and Tasks „ Determining Employee’s Suitability „ Equipment and Supplies „ Continuity of Operations Plan „ Work Guidelines for Telework „ Authorized Workweek „ Work Hours „ County Closure and Unscheduled Leave „ Telephone or Internet Service Outage „ Compensation, Benefits and Taxes

16 Loudon County’s Telework Procedural Guidelines, continued „ Work Guidelines for Telework, continued „ Safety Checklist „ Liability „ Vehicles „ Mileage „ Confidentiality „ Communication „ Dependent Care „ Job Performance „ Consistent Customer Service „ Modifying, Renewing and Terminating the Agreement „ The Evaluation Process

17 Goals of Telecommuting

The goals of the Loudon County telework program are to improve the quality of work/life, improve productivity, achieve savings in office space cost, reduce absenteeism, decrease turnover, and increase job satisfaction. It is an effective program to provide greater flexibility and lower stress for employees, while helping the community meet the challenges of reducing air pollution and traffic congestion.

18 Roanoke’s Telecommuting Program

„ Roanoke guidelines issues in 2008 „ Two employees enrolled in pilot program „ Both Senior Accountants on Accounting team „ One telecommuted on Wednesday; the other on Thursday „ One later promoted to a supervisory position at which point telecommuting continued

19 The 10 Things

20 #1 - Customer Service

“Days spent and work accomplished from a remote location should appear seamless to the public.” Roanoke’s Telecommuting Guidelines

21 #2 - Ability of Individual to Successfully Telecommute

From Roanoke’s Telecommuting Guidelines: ~ to work independently ~ to prioritize effectively ~ meeting deadlines; communicating proactively ~ disciplined, reliable, professionally motivated, high sense of responsibility ~ performance that “exceeds expectations”

22 #3 - Productivity

23 # 4 - Expectations About Meeting Attendance

24 #5 - Technology and the Home Set Up

25 #6 - Who’s Involved, Who Isn’t, and How This Impacts Your Program

26 #7 - Communication, Communication, Communication

27 #8 - The Blurred Lines of Fairness

28 #9 - It’s a Privilege, Not a Right

“Telecommuting is a privilege, not an entitlement; … it in no way changes the terms and conditions of employment with the City of Roanoke” Roanoke’s Telecommuting Guidelines

29 #10 - Measure It, Talk About It

30 Final Thoughts

„ The workplace is going to continue to change! „ Are we ready for this? „ Flexible hours, flexible days „ Communication devices „ Work hours „ Attire, headphones „ Child care issues „ Pets at the office

31 With Thanks

To Loudon and Facquier Counties for sharing their materials!

To all who responded to the VGFOA List Serve Questions

To City of Roanoke Finance staff who responded to the survey

32 Comments & Discussion

33 Ann H. Shawver, CPA Director of Finance 215 Church Avenue SW Suite 465 Roanoke, Virginia 24011 www.roanokeva.gov

O (540) 853-2970 C (540) 580-6162 [email protected] 34