In Chapter 3, we reviewed the role of the supervisor in selecting candidates for telework opportunities. This is one aspect of your responsibility as a supervisor in making telework a success. You might feel somewhat overwhelmed initially with the changes and challenges that you face. If you approach this in a gradual fashion, giving yourself time to work through new issues, success is very likely. Interestingly, not all employees really want to telework. Many recognize their inability to work in a non-structured environment. Others express concerns about social isolation. If you ask employees why they are not interested, typically they will identify a concern or shortcoming in one of the factors included in the telework assessment (Appendix G).

Helping Employees Change

When initiating a telework arrangement, you need to help your employees adapt to this culture change in the beginning stages of implementation. This can be accomplished by sharing information and ensuring that employees receive training so they become familiar with some of the typical telework challenges and solutions. Your agency should provide you with step-by-step guidance in the implementation process, including necessary training materials and forms.

You need to make certain your staff has an opportunity to review this material and raise issues before they come to a decision about whether or not they want to be considered as telework candidates. Once they make that decision and you review the assessment survey with them, a determination can be made about whether or not they should begin to telework.

The Telework Agreement

Your agency should provide you with its recommended telework agreement between supervisor and employee. This agreement should be written so everyone has a clear understanding of the program parameters (see Appendix H). It needs to identify the work products that will be completed during the telework arrangement with expected delivery dates for each product. If status reports on projects are required, they should be stipulated in the agreement. The telework time schedule should be clearly noted, including core days and hours, and the telework site should be identified.

Review the list of items your agency is willing to provide for the employee and determine which ones the employee will need. These may include additional phone lines, office connectivity, a computer, software, and a printer. It is best if these are written out and the employee can select from the list. It is also beneficial if safety guidelines (see Appendix J) are attached to the agreement. It is essential to review each of these documents with the employee and make certain both employee and supervisor agree on the contents.

Maintaining Balance in the Office

It is important to address issues of concern expressed by employees who do not telework. There may be issues regarding fairness and equity in work assignments and ensuring that office personnel are not expected to undertake all new tasks that arise during the course of the day. Teleworkers may fear being forgotten or overlooked for choice assignments, training opportunities, or promotions. These issues should be discussed as frequently as necessary at staff meetings with everyone in attendance.

The use of group email notifications is important since they minimize the risk that someone will be left out of the communication loop. Obviously supervisors need to ensure adequate office coverage at all times. A computer-based schedule for all employees to input scheduled events, leave, telework days, etc., can be most useful. It will give everyone access to a master schedule and help make certain office coverage is in place. Meetings should be held on the core day when everyone is in the office. The supervisor's challenge is to ensure balance between the needs and desires of employees who telework and those who do not.

As the supervisor, you must clearly articulate the rules for use of leave and the leave approval process. Teleworkers are expected to adhere to the same policies and procedures as non-teleworkers, including those that address overtime.

The supervisor's roles are teacher, coach, and mentor. They provide guidance and reassurance and make certain communication channels are open. They also have the responsibility of periodically reviewing the status of staff members and making certain they are meeting their performance standards. If necessary, they provide guidance for improving performance. Supervisors should make certain that the entire staff has the computer skills necessary to telework. Ultimately, they determine if a teleworker is complying with policy and procedures and should terminate the process if the teleworker is not doing so.

The result should be a positive work environment for everyone. Supervisors should also expect to see benefits such as decreased use of sick leave, decreased unscheduled annual leave, a decrease in workers' compensation cases, and improved morale.

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