What Telework Capability Means for Your Business

Having a telework capability can significantly reduce the need for office space, saving businesses up to 50% on real estate costs.

This flexibility also allows employees to work from anywhere, increasing job satisfaction and retention rates.

Studies have shown that telework can increase productivity by 4-6% due to reduced commuting time and distractions.

With a telework capability, businesses can also tap into a wider talent pool, as they're no longer limited to hiring from a specific geographic area.

Telework capability means having the ability to perform essential functions from a remote location. This is critical for Federal agencies, which are required to incorporate telework into their Continuity of Operations (COOP) plans under the Telework Enhancement Act.

Incorporating telework into COOP plans ensures that essential functions continue during disruptions such as hazardous weather, pandemics, or physical attacks. The U.S. Department of Homeland Security's Federal Continuity Directive 1 defines Continuity of Operations as an effort to ensure that essential functions continue to be performed during disruption of normal operations.

To implement telework, agencies need to have a reliable technological infrastructure in place. This includes software and hardware components, such as computers, tablets, and phones, as well as tools like planning software and project management software. A strong technological infrastructure is vital for providing work organization in telework applications and ensuring access to data and synchronized communication.

Here are some key technological infrastructure components for telework:

Having a robust technological infrastructure is essential for telework capability, and agencies must ensure that their employees have access to the necessary tools and resources to perform their duties remotely.

Telework is a critical component of agency Continuity of Operations (COOP) plans. The Telework Enhancement Act requires each Executive agency to incorporate telework into their COOP plan.

Incorporating telework into continuity plans means identifying ways for staff to perform essential functions from a telework location during emergencies. This ensures that essential Federal functions continue during hazardous weather, pandemic, physical attacks, or any other event that would result in the closure of Government buildings.

The U.S. Department of Homeland Security's Federal Continuity Directive 1 (FCD 1) defines Continuity of Operations (COOP) as an effort to ensure that essential functions continue during disruption of normal operations. Requirements for organizations as it relates to incorporating telework into an agency’s continuity plans are found in Annex G of FCD 1.

The Telework Enhancement Act has led to agency leaders incorporating telework into their continuity of operations and emergency planning policies. Many Federal agencies include information about using telework during emergencies in their policies and provide specific training for employees.

In telework, technological infrastructure is a critical factor in providing work organization and access to data and synchronized communication.

Telework applications rely heavily on software and hardware components, including planning software, project management software, web-based applications, and cloud computing.

Digital platforms enable communication and collaboration virtually, while digital adoption platforms simplify software learning for teleworkers.

Data and analytics are introduced to business functions to gain better insight into employee usage and productivity.

Cloud software allows for remote access to business applications.

The technological infrastructure required for remote working includes elements such as fifth-generation mobile network technology, implementation of cyber security measures, interoperability, and integrated systems.

Companies with strong technological infrastructure are better equipped to support telework applications, but even they may experience weaknesses due to deficiencies in technical and technological infrastructure providers.

Creating a culture suitable for telework is a critical factor. Companies should determine humane policies that convince employees of issues open to abuse, such as the overemployment of employees.

The working order should be well described to shape the culture, a soft element of telework. This includes defining the working order in a way that is understandable and applicable to employees.

Classical working habits of employees may be an obstacle in creating a suitable cultural structure for telework. Young employees who have previously experienced telework or live in the age of information and communication have been quickly adapting to telework.

Building trust is another part of the cultural structure suitable for telework. Managers' trust in employees is a critical element for the continuity of telework.

Research shows that small firms have advantages in creating culture, including performance management, collaborative working environment, and designing work by teleworking due to their tiny structure. Companies in cultures with high individualism value trust their employees more.

Trust can be demonstrated by managers supporting employees, and establishing such a culture will help remove barriers to telework.

Remote work arrangements involve an employee working from an alternative worksite, not expected to perform work at an Agency worksite on a regular and recurring basis. This arrangement requires a written remote work agreement.

The official worksite for a General Schedule (GS) employee covered by a remote work agreement is the location of the remote worksite. A remote worker's official worksite may be inside or outside the local commuting area of an Agency worksite.

Certain location-based pay entitlements, such as Title 5 locality payments, are based on the location of the employee's official worksite associated with the employee's position of record. Remote work arrangements that do not meet certain requirements will require a documented change in official worksite to the alternative worksite.

To be eligible for remote work, a position's duties and responsibilities must be able to be performed at an alternative worksite without negatively impacting employee performance or Agency operations.

Here are some key points to consider when implementing remote work arrangements:

As a manager, implementing telework arrangements requires a commitment to ensuring that employees are comfortable with the technology and communications methods. This includes testing equipment, technology, and technical support, as well as having employees and managers practice telework to build confidence.

Managers should understand the agency's emergency plans, including the continuity plan and pandemic plan, and their management roles in executing the plan. This knowledge will help them implement telework to the greatest extent possible.

To prepare for emergencies, managers should notify employees designated as emergency personnel and communicate expectations to both emergency and non-emergency employees regarding their roles and responsibilities. This includes establishing communication processes to notify employees of the activation of the emergency plan and the agency operating status.

Managers should also integrate emergency expectations into telework agreements as appropriate, and determine how employees who telework will communicate with one another and with management to accomplish work. Additionally, they should establish a system for maintaining time and attendance.

Here are some key responsibilities for managers to consider:

Hybrid work is a type of remote work arrangement that combines working from home or a remote location with working in an office or shared workspace.

Studies have shown that employees who work in a hybrid model are more likely to have a better work-life balance, with 71% of employees reporting improved work-life balance when working remotely.

Working from home can be beneficial for employees who have caregiving responsibilities, with 55% of employees citing caregiving as a reason for needing to work remotely.

The flexibility of hybrid work allows employees to choose when and where they work, resulting in increased productivity and job satisfaction.

According to a survey, 61% of employees reported being more productive when working remotely, and 63% reported feeling more trusted by their employer.

Hybrid work arrangements can also help reduce the costs associated with commuting, with the average American spending around $1,300 per year on commuting expenses.

By offering flexible work arrangements, companies can attract and retain top talent, with 70% of employees reporting that they would be more likely to choose a company that offers flexible work options.

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Establishing eligibility for telework is a crucial step in determining an employee's ability to participate in telework arrangements. A position's suitability for telework is based on operational needs and the duties and responsibilities of the position as defined in the employee's position description.

To document an employee's telework eligibility, a document called Document Type 120, Multi-Element Update, is used. This document indicates the employee's eligibility to participate in telework, and the valid values for the Telework Eligibility Indicator are Y for yes, eligible to telework, and N for no, not eligible to telework.

The Telework Eligibility Indicator is entered in the field number 000014, and it's essential to verify that the information is correct on IRIS Program IR119, Employee Personnel Data. If the indicator is not Y, a T&A non-fatal error will occur.

Here are the valid values for the Telework Eligibility Indicator:

It's also worth noting that the Transaction Code (TC) 54 is used to record telework hours, and the Prefix field is used to enter the number of occurrences the employee teleworked for the associated hours. There is a maximum of two occurrences per day for Suffix 1, Telework, Situational, which is a maximum of 14 a week and 28 a pay period.

Meeting and reporting are crucial aspects of telework capability.

Effective communication is key to a successful telework setup, and regular meetings can help prevent misunderstandings and ensure everyone is on the same page.

According to the company's telework policy, meetings should be scheduled in advance and include all team members involved in the project.

To facilitate collaboration, consider using video conferencing tools, which can help remote workers feel more connected to the team.

The company's telework policy also recommends using project management software to track progress and share updates.

Regular reporting helps managers stay informed about team progress and identify areas that need improvement.

The frequency of reporting should be determined by the project's requirements and the team's needs, but it's generally recommended to report at least weekly.