Remote Work Guidance for Employees

This page outlines key considerations, best practices, and agency guidance for remote work in response to COVID-19.

Advanced planning for integrating remote work into a business continuity plan is key to a successful implementation. Suddenly switching employees to remote work with no clear communication, tools, or processes in place can be challenging for both managers and employees. During and after remote work implementation, consider what was learned and whether remote work can be leveraged on an ongoing basis in new and creative ways.

Key Considerations Checklist

Feasibility
Supervisors and employees will evaluate the feasibility of working remotely for their particular job assignments and develop individual arrangements. Feasibility will be based upon evaluation of the work to be accomplished, interactions required between the employee and other staff members or clients, and demonstrated skills of the employee. The agency encourages supervisors to afford maximum flexibility during this time to help minimize the spread of the illness.
Remote Work Plan
Supervisors, in partnership with their employees and HR, are responsible for the remote work plan for each department/team.
Schedule
Determine how schedules and availability will be known and communicated to coworkers, clients and others.
- Consider alternating or rotating schedules for your team where possible and re-evaluate this approach on a weekly basis. The idea is that, in general, team members could share on-site responsibilities but not all members would need to be on-site every day.
- Experiment with different schedules. If you try something one week that does not work for your team, adjust the following week.
Technology & Internet Connection
Identify who has an Agency laptop. For employees who do not, find out if one is available. If their only option is to use a personally-owned computer, laptop, or other device, they are still responsible for following all agency practices and policies to maintain security on their device.
- Employees must use a secure internet connection, either wired or wireless, at all times when working remotely. The use of public wi-fi networks are prohibited.
- Personal computing devices used for remote work must be password protected and have anti-virus software installed.
- Employees must use an Agency laptop and VPN software when accessing the Agency’s file server and/or any protected information remotely.
- Employees may not use personal devices to access the Agency file server or any protected information.
- See Tools for Working Remotely
Remote Agreements & Expectations
A temporary Remote Work Policy and Agreement are available for review. Electronic signatures from every agency employee and their direct supervisor will be collected using DocuSign. Supervisors are encouraged to discuss the agreement with the employee.
Meetings
Determine what tools you will use to hold meetings virtually. Identify which upcoming meetings can/should be rescheduled if necessary. Practice holding meetings remotely before increasing remote work use.
- See Work Remotely with Zoom
Collaboration/Communication
Determine what the preferred group communication and collaboration tools are and ensure all team members have access. Determine how frequently you as a supervisor will connect with your team members.
- See Tools for Working Remotely
Accountability/Performance Measurement
Supervisors and employees will confirm the tasks or scope of work to be completed at the alternate work site, the time frames for completion, and how work will be reviewed, reported, evaluated and measured.