Telework Tips Telework Tips
Research conducted by the Metropolitan Washington Council of Governments (COG) with local employers in 1996 showed that most telework programs were started as the result of an individual employee's needs or circumstances. In addition, many employers stated that they would seriously consider a well-thought out proposal from an employee if they showed how the organization would benefit from the arrangement. The following information is provided to help you successfully approach your employer about teleworking on a trial basis.
STEP 1. UNDERSTANDING YOUR EMPLOYERS' CONCERNS
Teleworking-working at home or closer to home-is a new concept for many employers. Approach your request to telework from your employer's point of view and understand what his or her concerns are likely to be. Following are some common misconceptions about teleworking and responses to each:
Everyone Will Want to Telework. Many employees prefer going to the office and have no interest in teleworking. A random telephone household survey conducted by COG in 1996 showed that 18% of non-teleworkers in the Washington metropolitan region stated they are interested in teleworking and that parts of their job could be done out of the office.
Teleworking Is a Full-Time Arrangement. Teleworking full-time is the exception, rather than the norm. Most employees telework one or two days per week. Some employees start by teleworking a few days a month to give them and their employer a chance to get use to the arrangement, before they begin teleworking on a more frequent basis.
Teleworkers Are "Out of Sight, Out of Mind." Communication does not stop just because you're out of the office. When you're teleworking, communication with your supervisor, co-workers, and customers still goes on; however, face-to-face interaction is replaced with phone calls, voice mail, and e-mail.
"How Will I Know You're Really Working?" This is the underlying fear that most managers have, even though they may not express it. As someone who wants to telework, it becomes your responsibility to keep your manager informed about your schedule and work activities. This may mean providing your manager with your weekly schedule and reporting on tasks completed on telework days. Many managers find this type of communication very beneficial.
STEP 2. ASSESSING YOURSELF AND YOUR WORK
Now that you understand teleworking from your employer's point of view, you need to honestly assess your characteristics as a potential teleworker and the portability of your work.
Are You Cut Out to Telework? Teleworkers are typically trusted employees with a proven performance record who work well with minimal supervision. Does that sound like you? Really give this some thought before your initiate you request to telework. Some employees have discovered after-the-fact that they really need the structure of the office environment to work most effectively.
Are There Parts of Your Job That Can Be Done Outside of the Office? Identify all of the tasks that can be done outside of the office and estimate how many hours per week, on average, you spend on these tasks. Don't forget to take into consideration the equipment and other resources (like interaction with other staff members) needed to complete these task in determining how portable your work really is.
STEP 3. WHERE'S THE BEST PLACE FOR YOU TO WORK: AT HOME, A TELEWORK CENTER, OR A SATELLITE OFFICE?
Having an appropriate place to work is critical to your success as a teleworker. Do you have a suitable place to work at home, preferable a separate room with a door you can close? Are there other activities going on at your home during the day that would interfere with you working effectively?
If your home is not a suitable place to work, then consider working at one of the 17 telework centers in the District of Columbia, Maryland, Virginia, and West Virginia. The centers provide a fully-equipped office environment with Pentium computers, high-speed modems, Internet access, phones with voice mail, fax machines, and photocopiers. Most of the centers have meeting rooms and videoconferencing capabilities, and are accessible 24-hours a day. Call the center nearest you for information on specific rates and services, or to visit the facility. If your employer has another location closer to where you live, it might be worth asking if you could work there on a part-time or full-time basis rather than commuting to your current office daily.
Many people find working at home works best for them, while others prefer working at a telework center because all of the equipment and technical support services are provided. Consider the advantages of each alternative as you develop your telework proposal.
STEP 4. WHAT EQUIPMENT AND TOOLS DO YOU NEED AND WHO WILL PROVIDE THEM?
At a minimum, most teleworkers need a computer and printer, software that's compatible with what they use at the office, a phone, a second phone line for work-related communications, an ergonomic desk and chair, and appropriate lighting. Fax capabilities, Internet access, and a calling card for long-distance calls are also beneficial.
Make a list of everything you need and identify what items you're willing to provide. Many employers have surplus equipment that can be used for teleworkers, so don't overlook this option.
If you're going to be working at a telework center, all the equipment and tools you'll most likely need are provided in the user fee. The only additional cost is for long-distance calls and faxes.
STEP 5. PREPARING YOUR PROPOSAL
Preparing a brief, one- or two-page, written proposal shows your employer that you have given your request a lot of thought. At a minimum, your proposal should cover the following points:
Why Do You Want to Telework? Explain, on a personal level, why you want to telework. Will it better enable you balance work-and-family demands? Will it help you reduce a long commute? Describe any unique circumstances that apply to your particular situation. For example, will your commute be adversely effected by any of the major transportation construction projects planned for the Washington metropolitan region such as the reconstruction of the I-395/495/95 interchange in Springfield, Virginia, or the replacement of the Woodrow Wilson bridge?
How Will This Arrangement Benefit Your Employer? Research has shown that teleworking benefits employers in many ways such as increased employee retention, decreased absenteeism, and increased employee satisfaction, something that some employers are now measuring. Additionally, teleworkers often report that they get more work done and that the quality of their work improves due to fewer interruptions. Clearly explain how this arrangement will help you do your job better and how your employer will benefit as a result.
Costs. Identify everything you need to do your job remotely, what you're able to provide, and any additional costs that need to be covered. Don't forget recurring costs, like long-distance calls. Many employers only permit teleworking if there is no additional expense to the organization.
Recommend a Six-Month Trial Period. This gives you and your employer the chance to get comfortable with this new working arrangement. Communicate with your supervisor and co-workers frequently during this period to get their input on how things are going and determine if any adjustments need to be made.
Include a Draft Telework Agreement and Safety Check-List for Your Employer to Review (See samples). If your employer hasn't already developed a written telework policy and agreement, then include a draft telework agreement and safety check-list with your proposal. (A written telework policy may not be needed at this point, but should be considered if the organization is going to be offering telework on a larger scale in the future.) The agreement spells out important details like how often you'll be teleworking, the location where you'll be working, what equipment is needed and who is providing it, how often you'll check in for messages, etc. The agreement should also state that teleworking is not a substitute for dependent care and that the agreement can be terminated at any time by either the employee or employer. Since your home office effectively becomes an extension of your employment site, the safety check list helps ensures that you're working in safe surroundings.
STEP 6. PRESENTING YOUR PROPOSAL
After you prepare your proposal, present it to your manager and ask for a meeting to discuss your request. Explain why you want to telework, but stress how the arrangement will help you do your job better. What is the likelihood your request will be approved? That's hard to say, but you won't know unless you ask. Doing your homework, preparing a good proposal, and presenting your request in a professional manner are your best chances for success. Good Luck!
SPECIAL INFORMATION FOR FEDERAL EMPLOYEES
Visit the Interagency Telecommuting Web site (http://www.gsa.gov/pbs/owi/telecomm.htm) for specific information on teleworking in the federal government. For additional assistance, call the U.S. General Services Administration’s (GSA) Office of Governmentwide Policy at (202) 273-4663 for general information on teleworking. For additional information on interagency telework centers, call GSA’s Public Building Service at (202) 208-1585.
Posted November 3, 1999
