Productivity and Balance Opportunities and Challenges in implementing Flexible Workplace Models

Transcription

1 HOME OFFICE DAY Eie Pblikatio der Stiftg Prodktive Schweiz für de Home Office Day Stdieparter: Prodctivity ad Balace Opportities ad Challeges i implemetig Flexible Workplace Models

2 Prodctivity ad Balace Opportities ad Challeges i implemetig Flexible Workplace Models Table of Cotets... 3 Exective Smmary...4 The beefits of flexible workplace models...6 Family ad Work possible withot cotradictio?...6 Maagig Mobile Work...7 Who beefits from the optio of mobile workig...8 Makig the workplace flexible stmblig blocks ad soltios...10 Home Office legal cosideratios...12 Mobile Work ad Data Secrity...14 Tips for workig at home...15 Ergoomics ad workig from home...16 Workig from home ad stayig coected...18 Checklist for implemetig Work Aywhere...20 Addresses

3 Exective Smmary. Prof. Dr. Gdela Grote, ETH Zrich I today s kowledge ecoomy flexible workplace models are becomig essetial for may compaies i shapig Makig se of Mobile Workig ad partial work from home ad how to avoid them Which directives eed to be give i respect to how employees ca reach each other ad i respect to geeral their kowledge based processes ad for achievig the Key is to ot address the implemetatio of more flexible commicatio patters? How ca the higher eed for ext level of prodctivity ad iovatio. Work ca, ad The most importat reaso to promote mobile work, i- workplace models halfheartedly. Ofte a clearly defied co-ordiatio arisig with flexible work be dealt with is, already happeig aywhere i offices, o the road, at cldig partially workig from home, is lower ecoomic pilot project ca help to collect first experieces before most effectively? Which techical systems, spport of- home. Makig coscios se of this flexibility ad icreas- ad ecological costs, higher prodctivity ad higher attrac- implemetig the model across the whole orgaizatio. ferigs ad traiigs are reqired? ig the competecy i stayig coected eve whe ot tiveess as employer. To avoid the pitfalls, the followig qestios shold always How will a ergoomic desig of the workplace at home i oe place ca be a differetiator as employer ad ca be aswered: be garateed? How mch of the reqired ifrastrctre provide competitive advatage i how kowledge is beig This whitepaper looks at work models that strive to give em- will be provided by the compay? Which spport offer- sorced ad itercoected. ployees more flexibility i choosig where to work, i.e. mod- What type ad degree of flexible workig shold be im- igs ad traiigs will be provided? els i which employees ca work i the office, at the cstom- plemeted? What are the expectatios ad goals arod Which techical meas ad which orgaizatioal rles This whitepaper provides a overview of key relevat er or parter site ad also from home. The paper does ot this? What beefits are expected? are reqired to garatee data secrity? Who is liable if topics that arise whe implemetig flexible workplace look at models where employees work fll time from home. What kid of tasks ad grops of employees will be able there is a breach i secrity? models. It is geared towards decisio makers ad employees to make se of these models? Are there other grops ivolved i projects that are implemetig these ew work models. The biggest stmblig blocks that for good reasos will ot be able to make se of flexible workig? Ca these reasos be easily der- The followig chapters of the Work Aywhere whitepaper provides ipt ad sggestios o fidig the aswers to stood by everyoe ad ca they be clearly commi- above qestios. This Eglish traslatio is a excerpt of a fll paper that Challeges that ca arise whe implemetig or makig cated to everyoe? Why it s worthwhile was created by professors from the followig Swiss Uiver- se of mobile work or partial work from home are: Are the people that will work more with more flexibility May employees i Switzerlad have a very high desire sities ad Gradate Schools: ad their maagers ad colleages able to deal with to work more flexibly. Log commtes to work are tirig, Promotig it for the wrog type of tasks the ew flexibility? What kid of spport or traiig do expesive ad do ot make sese from a ecological poit ETH Zürich Isfficiet techical systems or isfficiet media they eed? of view. Istead of ivestig i additioal offices the focs Swiss Federal Istitte of Techology literacy i sig them Are the available systems sfficiet ad ready for the shold be to ivest i people, their competecy, their well- Chair of Work ad Orgaizatioal Psychology Fachhochschle Nordwestschweiz Uclear rles arod how to make se of the high flexibility i workig time ad workplace ew work models? Which additioal systems are reqired? Ca all people se those systems well? What beig ad their developmet. The retr o ivestmet i people is high. These are all good reasos for compaies, Uiversity of Applied Scieces Northwester Switzer- Persoal isses i dealig with atoomy arod choos- kid of spport ad traiig is reqired? maagers ad employees to explore makig more se of lad School of Applied Psychology Hochschle Lzer ig whe ad where to work Isfficiet bodaries betwee work ad private life How are the ew work models represeted i the work cotracts (i.e. is there a miimm presece time i the flexible workplace models. We are cofidet that the iformatio collected i this whitepaper will spport the sc- Lcere Uiversity of Applied Scieces ad Arts Redced social itegratio ad idetificatio with the office? Are there miimal daily workig hors also at cess for implemetig these ad to reap the beefits. Istitte of Maagemet ad Regioal Ecoomics employer home? What cotribtio does the employer make to the Health problems arisig throgh isfficiet care arod physical ad techical eviromet i the employee s Ad a article by: ergoomics of the workplace whe workig mobile or at home office? If these topics will ot be iclded i the home work cotract, what other meas of commicatig the Pro Familia Switzerlad Isfficiet data secrity rles arod this will be chose?) 4 Flexible Workplace Models Flexible Workplace Models 5

4 The beefits of flexible workplace models Prof. Dr. Gdela Grote, ETH Zrich Maagig Mobile Work Prof. Dr. phil. Hartmt Schlzte, Stefaie Gobeli, Fachhochschle Nordwestschweiz The desire to work more flexibly is still very high i Switzer- of oe day a week, i.e. 20% of their work time. Calclatig Traditioal maagemet is based o a vertical, hierarchical Start Phase lad. I the Swiss HR Barometer two thirds of the 1400 some reserves this wold mea 10-15% less space reqired. model that is depedet o cotrol. This cotrol is easier to Targeted team developmet activities. It has bee prov- people srveyed expressed that they wold wat to be able Attetio eeds to be made ot to calclate space too tight. execte whe maager ad employee are i the same place. e, that efforts ad resorces ivested i this phase pay to also work from home. Oly 23% actally have this pos- Comig to the office ad havig to fight for a place does ot Ths i the 1980ies stdies arod mobile work maily back throgh effectiveess ad efficiecy i workig to- sibility. This meas oly a third of people ca actally make promote prodctivity (also cosiderig peak days ad com- showed the disadvatages ad egative effects of mobile gether i the followig phases. se of workig from home. This is however a sbstatial i- pay meetigs whe everyoe eeds to be there). work de to less iteractio ad less itese iformatio Iterestigly some experts recommed avoidig physi- crease from 2002 where oly 11% had this possibility. flow, as well as the higher eed for coordiatio ad trst cal meetigs ad videocofereces too early i the pro- Fewer disrptios drig a workday are a frther beefit. verss cotrol. cess. This maily to avoid visal stereotypig. Istead The reasos to wat to work from home are to avoid com- Each workday i the office cotais at least 30 mites of i- they recommed to bod ad bild trst first via verbal mte times, better coordiatio of work i the differet life terrptios ad 30 mites of dowtime becase of drowsi- Recetly, de to the greater specializatio i the workforce ad writte commicatio before revertig to the ext domais betwee work, family ad hosehold ad deped- ess after lch. These cold be avoided by strctrig the as well as the complexity of tasks at had, the eed for vir- level of iteractio. ig o the sitatio better focs. Research has show that day differetly ad wold reslt i a prodctivity icrease tal collaboratio has icreased. Key is to establish a rhythm of commicatio, mixig the possibility to work from home ca icrease employee of 12%. Assmig that iterrptios are actally mch more Virtal teams pose ew challeges to maagers. Maagers the differet chaels ad meas of commicatio. satisfactio, motivatio ad performace. freqet tha i the sample above this is a coservative es- i a more virtal cotext have more of a coachig role to Creatio of psychological cotracts with the remote timate. play ad also have the goal to create strctres that pro- workers to create voltary commitmet ad deped- Each trip by car that is avoided helps to redce the CO 2 i the air, every commter less i overcrowded trais ca be Employer attractiveess: the top talet goes to the best mote commicatio ad lateral ad horizotal leadership strctres. A key reqiremet o maagers i this cotext ability withi the team. a relief drig peak hors. Calclatios show that i Switzerlad, people i the workforce cold make se of work places. The possibility to work from home meets the desire of may people i the workforce ad icreases the is the ability to bild trst. Maiteace / exectio phase Feedback is key: workig from home oe day a week. By doig this 4,5 millio mber of applicats for a give job, also becase the geo- Virtal teams with team members workig i differet freqet ad appreciative Feedback car kilometers ad 2.6 millio perso kilometers i pblic graphic reach of the compay icreases this way. Ths the places make high se of iformatio techology to reach established rhythm for process ad reslts feedback trasport cold be saved. As a whole the Swiss ecoomy wold save tos of CO 2 weekly, which wold amot to a savig of tos of CO 2 per year. selectio of qalified applicats ca be icreased ad satisfactio ad wated resigatios avoided. Each resigatio that is avoided ca easily save fraks. their goals. Sice the availability of moder commicatio ad collaboratio techologies as well as a more horizotal maagemet style recet stdies show that place ide- I smmary, key competecies i virtal ad remote maagemet are strog commicatio ad media literacy, as pedece is ot ecessarily a egative factor aymore. well as a low eed for cotrol ad a low eed for avoidig Aother beefit lies i the redctio of office space. Simply calclated: assme employees work from home a average Sorce: 1) Grote, G. & Staffelbach, B Schweizer Hma Relatios Barometer 2010 Arbeitsflexibilität d Familie, Zürich: Verlag Nee Zürcher Zeitg Sccessfl maagemet of mobile workers certaity. Family ad Work possible withot cotradictio? Dr ès sc. Pol. Lcrezia Meier-Schatz, Pro Familia The attitde of yog people today has chaged. Traditioal geder role models are ot valid aymore. I 75% of families today both mother ad father spport the family fiacially. Aother tred is that today more people live otside the cities ad commte times have icreased. A stdy What me wat of the Ceter of Competece for Family Politics of Pro Familia (Jaary 2011) shows that me desire a more balaced life style bt that the offerigs by compaies for me i Switzerlad i this area are laggig behid. The report shows that a large mber of the me srveyed will cosider factors that promote balace betwee work ad family sch as flexible work time ad place models as key whe choosig their ext employer. The stdy ca be dowloaded at or The followig provides a model for sccessfl remote maagemet ad is strctred i phases. I the differet phases the followig thigs shold be cosidered: Cofigratio ad Plaig Phase Select people that are fit for virtal work ad that are motivated by virtal work. Provide a collaborative platform for sychroos ad asychroos commicatio ad collaboratio. Defie tasks that reqire commicatio ad cooperatio processes ad ths create a certai iterdepedecy i the team. Iterestigly it has bee show, that depedet tasks actally promote cotrary to what wold be assmed better teamwork ad collaboratio ad ths better reslts. Provide traiig ad actively implemet the ew workstyle. 6 Flexible Workplace Models Flexible Workplace Models 7

5 Who beefits from the optio of mobile workig Prof. Dr. rer. Pol. Jes O. Meisser, Hochschle Lzer O a orgaizatioal level mobile workig makes sese for: Kowledge based processes Work that is place idepedet Work that ca legally be doe otside the office (i.e. cosideratios o data secrity) Orgaizatios that are competet i dealig with itellectal property to esre its safety Compaies who are desiged for decetralized work (i.e. delegatio to the operatioal level) Compaies where a trst based cltre is desired or exists Compaies that are maagig or aim to maage by objectives Compaies i which the whole leadership spports mobile workig (icldig the leadership of departmets where mobile workig is ot applicable) Maagers who are traied i maagig decetralized kowledge work Employees who have the ecessary competecy ad traits for distribted work O a persoal level, mobile workig reqires three key skills that ca be leared: Networked thikig: mobile workers eed to be aware of the overall cotext of the work they do ad of iterdepedecies with others i order to be able to fid the right mix of idepedet ad collaborative work whe beig i a separate locatio. Ability to create a workig eviromet that spports them i effective workig: mobile workers do ot eed to be workplace experts bt it is ecessary that they kow the basic ergoomic priciples to avoid damage to the body ad to avoid stress. Ability to set bodaries: mobile workers eed to be able to set bodaries to esre a certai delimitatio betwee private ad bsiess ad to avoid the effect of beig always o always coected while at the same time ot beig aywhere really with their attetio. 8 Flexible Workplace Models Flexible Workplace Models 9

6 Makig the workplace flexible stmblig blocks ad soltios Prof. Dr. Rer. Pol. Jes O. Meisser, lic. Phil. Daiel Boos, Hochschle Lzer Potetial stmblig blocks ad how to address them Topic Problem Soltio «Gettig Coected» «Wrog Place» «Catch me if yo Ca» Fidig the right chael amog the may i se today Isses with virtal meetigs a competecy that eeds to be bilt (today i some virtal meetigs p to 50% of meetig time is spet fiddlig with tools) Too mch mobility ca lead to stress for example those days where there is oly 15 mites betwee sitatios whe oe ca regrop ad relax Cosider for example the sitatio of parets with their child i the playgrod makig phoe calls for the office drig the whole time this «ot really beig there» ca leave a bad feelig with family members A team or orgaizatioal it ca experiece so mch mobility that people do t kow ay more whe to reach each other Spotaeos meetigs do ot happe aymore Normalizatio (selectio ad agreemet) arod which chaels to se for which kid of commicatio Do oe or two virtal meetigs with the sole prpose of learig how to do good virtal meetigs Focs o where yo are Pla for eogh qiet ad o-mobile times i yor week Agree o the «physical miimm» where the team is i oe place or reachable Use presece stats otificatios to keep people iformed where yo are Esre eogh reachability i yor plaig people get frstrated if they ca oly speak to mailboxes ad get o replies What compaies shold avoid i geeral: Lack of commitmet: allowig oly flexibility o a certai day ad oly o that oe. Flexibility is maily the sefl whe it serves a prpose ad that prpose is ot ecessarily tied to a specific day. Cotrol sch as prohibitig iteret browsig or se of social media: derstad why social media sage is too heavy if that is a problem ad fix it Differet attitdes towards mobile work i the orgaizatio: for example oe maager forbids mobile workig while the rest of the maagemet allows it Not ivolve people cocered: givig directios while at the same time ot listeig or leadig by example Not reqestig ay physical presece at all: for example ot providig certai gidelies at all for fixed iteractio poits withi a team or orgaizatioal it Oly havig short focs widows: oly plaig for mobility bt ot for log eogh qiet phases i betwee mobile phases What to do: It s ot a either or decisio allow a mix of mobile ad o-mobile work ad decide o the amot of virtal collaboratio that makes sese for the type of goals to be achieved. Adopt techology as a key competece. Work towards a trst-based optimistic cltre; provide extra service for ew mobile workers Commicate more ad reflect o sitatios that arise determiig what works, what does ot work ad adaptig accordigly. Move to a more otpt based maagemet it is acceptable if work goes faster at home to make alterative good se of the additioal time. Esre mtal respect betwee mobile ad o-mobile workers. Highlight the beefits of both as differet styles oe is ot better tha the other (i.e. office jobs vs. prodctio jobs) Trai media literacy do t expect everythig to be established with oe traiig make the workig together ad the meas to work together a topic i reglar itervals ( sharpe the saw ). Have all cocered i mobile workig create a code of codct; have the people cocered develop this. 10 Flexible Workplace Models Flexible Workplace Models 11

7 Home Office legal cosideratios Ueli Grüter, LL.M., Hochschle Lzer I Switzerlad workig at home is govered by laws that were created at the begiig of the last cetry. The term work at home was mostly sed whe speakig abot wome doig sowig work i the home. Swiss Law sees three types of work at home: Otsorcig performed by a legal etity Freelacig performed by a idepedet worker Workig at home performed by a employed worker The differece betwee freelacer ad homeworker depeds how strogly the perso is itegrated ito the strctres ad processes of the employer. Freelacers eed to arrage their ow israce (Swiss AHV, ALV, UV, BV), whereas the homeworker s israce eeds to be arraged by the employer. The case we are discssig i the sbseqet sectio is for a perso that ca at least partially decide where to work bt derlies the athority of the employer ad is itegrated at least virtally ito the employer s eviromet. It does ot matter whether the home worker is permaetly or oly part time i the home office. Laws that apply The relevat laws are fod i Art 351ff of the Swiss Code of Obligatios (hereafter amed: OR). The geeric work laws (Art 319ff OR) ca be applied as well (Art 355 OR). Importat cosideratios for the work cotract Sice flexible workplace models are icreasig it is strogly recommeded to iclde a clear statemet arod them i the cotract of employmet. If a employee ca work from home the it mst be stated explicitly. The same applies if the employee is ot permitted to work from home; it mst be explicitly metioed to avoid legal certaity. This esres, that i case the employee works at home withot beig permitted, the legal sitatio ad resposibility is solely with the employee. Workplace Art 321d OR states that the employer eeds to provide a workplace to the employee bt gives the employer the right to assig ay reasoable workplace. The employee eeds to adhere to the workplace the employer assigs. Workig Tools ad Compesatio Art 327 OR, Art 327a OR: if employees se their ow tools they basically have a right to be compesated for this. This ca also apply for office space. If employees are ot compesated the they ca dedct the costs from taxes. Sice the law foresees this, it is strogly advised to defie a mothly, qarterly or yearly lmp sm for this (Art 327a Paragraph 2 OR). It is recommeded to create a ivetory of what tools the employer provides ad what the employee provides. I this cotext it is recommeded to also reglate the process of retrig the assets i case of termiatio of cotract. This serves to avoid legal certaity ad the sitatio where all work assets are held by the employee til the legal sitatio is resolved. Ideally for iformatio maagemet tools, it is recommeded to esre sesitive data is oly hadled o the compay s servers ad ot locally o the mobile workers machie. Or if hadled locally that adeqate ecryptio is esred. Trade Secrets Oe of the most difficlt legal areas is that of legally protected trade secrets Art 321a Paragraph 4 OR, Art 162 of the Swiss Peal Code (hereafter: StGB). This obliges the employee to maitai trade secrets. However, sice may employees will ot be coscios of this obligatio we recommed to clearly state this obligatio i the work cotract. To make this more effective a pealty ca be iclded i case of breach. Liability ad Israce Liability rests with the employer towards third parties, with optio to take recorse to the employee. Be aware that der Swiss law workig at home is cosidered a extraordiary sitatio with higher risk (i.e. maiteace of trade secrets, data secrity see also ext sectio) ad ths is potetially exclded from the corporate or private third party liability israce. It is therefore importat to clarify which israce policy covers which sitatio. Work time, Salary ad Vacatio The same reglatios apply as with other work models. To cosider: Salary paymets cotie oly i the case of iterrpted home office whe employee is ot workig i case of illess or other abseces (Art 324a OR, Art 353b OR, Art 353a Paragraph 1 OR). Workig hors ad time trackig The recommedatio is to base this o trst. Ay moitorig of the employee permaetly sig digital meas is illegal. It is permitted to perform radom checks. The most sesible soltio is likely a time trackig system. The time trackig soltio ad freqecy shold be iclded i the work cotract. Be aware that people i flexible models ca potetially work more tha is allowed. If this is ot moitored ad cosidered, reqired overtime paymets ca amot to hge sms. If the mobile worker agrees, it ca be agreed to compesate overtime hors with the same amot of free time. If the mobile worker istead demads paymet for the overtime, the employer is obliged to add a srcharge of at least 25%. Workig times stated by law: Work mst ot start before 6:00 or cotie after 23:00 There caot be more tha 14 hors each day; there mst be daily dowtime of at least 11 seqetial hors; Maximm workig time: 45h/week accordig to Art 9 Paragraph 1 of Swiss Employmet Legislatio (hereafter: ArG). If work time exceeds this, the employer ca be pished. Breaks: oe 15 mite break i ay day of more tha 5.5. h total of 30 mites of break time i day of more tha 7h total of 1h if workig day more tha 9h Work betwee Satrday 23:00 ad Sday 23:00 is ot permitted If workig hors cover more tha 5 days per week the there mst be at least 1 half day free per week. Tax relief If a worker gets expese reimbrsemets the there is o tax dedctio for the employee. The employer carries the reimbrsemets as a expese. If the employee receives o reimbrsemet, he or she ca dedct expeses from taxes if the employee ca prove rooms or work assets are reqired for the work. However, oly the proportio sed for bsiess prposes ca be claimed. 12 Flexible Workplace Models Flexible Workplace Models 13

8 Mobile Work ad Data Secrity Prof. Ursla Sry, Hochschle Lzer Tips for workig at home Prof. Dr. rer. Pol. Jes O. Meisser The geeric aspects of data secrity are the same i the office ad whe workig flexibly: Dealig with persoal iformatio Esrig data itegrity Esrig data secrecy Safegardig eterprise kowledge assets The key fact to cosider is that maagemet is resposible to esre correct hadlig of data by traiig employees, leadig them i the sage ad esre their safekeepig. If workers work otside the office, maagemet is reqired to defie additioal, clear rles to gover this. The liability of the worker is govered i Art 321e of OR (OR, SR 220) statig they are liable if they kowigly or egligetly case damage. Resposibility for damage that is created becase of lack of data secrity lies with the eterprise or the employee. Severe pishmets ca be the coseqece i form of idemificatios or pealties (see Art 35 DSG or Art 102 ad Art 144 of StGB; SR3111.0). Therefore it is importat for eterprise maagemet to derstad that by allowig people to work aywhere, they lose part of the cotrol over data ad employee. This reqires maagemet to cosider this ad adjst with appropriate measres. These measres ca be: Atomatic cotrol of data itegrity whe data is exchaged o memory sticks or set by . Esrig appropriate access to data spported by idetity maagemet systems. Classificatio of data ito differet categories i.e. pblic, iteral ad cofidetial ad to defie which kid of data ca be hadled at home ad otside the ormal workplace. Make the obligatios clear: Which data (electroic or physical) ca be sed otside the office Mobile data carriers have to be kept p-to-date with secrity mechaisms sch as ati-virs, firewall, atomatic password protectio i stadby mode, scree privacy films, etc. How to deal with data otside the office, i.e. ot to work where athorized third parties cold see data ad to, for example, protect data with a password or physically lock it away How to behave whe phoig i pblic. Phoig i pblic caot be forbidde bt alert the employee to the risk of disclosig compay secrets. Poit ot that the employee is reqired to maitai cofidetial password ad access codes. We recommed to specify these obligatios i the work cotract or i specific reglatios ad to verify compliace with these reglarly. Frthermore the employer shold reserve the right to verify compliace i the hadlig of eterprise data also at the employee s home. A srveillace system is oly permitted however, if this is doe withi the ecessary legal cotext or with permissio of the employee. I case of ocompliace, the employer ca take actios sch as issig a warig, blockig access to iteral databases or issig a fie. All these measres ca be part of a Iteral Cotrol System (ICS). Beefits of Workig at Home Less iterptios. Work i blocks make se of the fact that there will be less iterrptios (93 mails / day average US Kowledge worker; it takes a average of 8 mites to get back ito work after a iterrptio). Bed / Bath / Bs. A kow paradigm states that these are areas where ideas come more easily. They are all sitatios where the persoal ad bsiess cotext mixes. Relaxig yor workig life. Avoidig commtes takes stress ot of the workig life. Tips for workig at home Defie a rotie of set bodaries: Time by defiig clear blocks of time for work Spacial set bodaries to the home office with a door or by assigig a specific corer Work cotet defie what kid of work ca be doe at home Techical what techical systems ca be sed at home Agree o times ad how yo ca be reached Focs o self-maagemet Brig the iformal aspects of office work also ito the home office Collaborate with a appreciative ad trstig attitde 14 Flexible Workplace Models Flexible Workplace Models 15

9 Ergoomics ad workig from home Stefaie Gobeli ad Prof. Dr. phil. Hartmt Schlze, Fachhochschle Nordwestschweiz There are two key health risk areas whe workig mobile: damage to the mscloskeletal system ad stress. Key isses for the body are: poor positioig of the scree poor positioig of the mose ad keyboard icorrect seat height bad lightig itesive work at the PC with o breaks Stdies show that workig i a home office decreases stress by providig a better balace of private ad work life with less iterrptios ad throgh icreasig the decisio power over whe ad where to work. Noetheless there are areas that ca also icrease stress: Lack of bodaries Lack of spport, especially techical Too itesive work (becase of ot takig eogh breaks whe workig aloe) Beig always o (for example: readig critical mails before goig to bed ca lead to bad) Lack of feedback Recommedatio for a ergoomic workplace: Separate room or if ot possible the a assig a specific corer as the place to work withi the home Provide ergoomics traiig o positioig of eqipmet to employees The key recommedatio is to prepare the orgaizatio for mobile workig. The beefits of doig this are: Employees lear abot challeges ad potetial soltios before they arise All ivolved ca voice ad clarify cocers before startig Expectatios are clarified ad ths chaces for satisfactio o all sides icreased Clear derstadig of setp, processes ad rles esres a smooth operatio IT traiig ad spport avoids frstratio ad helps to clarify isses qicker Recommedatios to redce stress: Maagemet by objectives (stdies show this leads to great satisfactio ad performace of workers) Provide feedback ofte, agree o feedback rhythms ad mechaisms 16 Flexible Workplace Models Flexible Workplace Models 17

10 Workig from home ad stayig coected Prof. Dr. phil. Hartmt Schlze ad Stefaie Gobeli, Fachhochschle Nordwestschweiz Social iteractios ad relatioships are a kow key factor to icrease performace ad help deal with stress i the workplace. This is reflected i the followig facts: Prodctivity ad satisfactio with work icrease p to 2.5 days of workig at home, the they platea, ad decrease with more tha three days of remote work. Other stdies show that with more tha two days away from office the qality of peer relatioships deteriorates. Iterestigly, a cosolidated aalysis of 47 stdies did ot cofirm the thesis that the relatioship betwee worker ad maager deteriorates whe workig remotely i fact it was the cotrary. This seems de to the fact that for sitatios with remote work mostly maagemet by objectives is applied, which icreases performace ad satisfactio. Commicatio techologies, itegratig Phoe, Video, Desktop Sharig, Istat Messagig ad Presece Idicators are key. Stdies show that the availability of Presece Idicators is a importat factor to spport the feelig of beig coected whe workig remotely. Obviosly adeqate etwork coectio, preferably broadbad ad wireless, is a basic reqiremet. I the cotext of techology the so called «etiqette» (covetios which media to se ad how to commicate with these) becomes icreasigly importat. Ultimately, the optimal degree of mobile work depeds o the idividal perso. We therefore recommed to allow for differet models ad to actively fid the right approach for both maager ad employee. Aother key sccess factor is access to good ICT spport ad seamless access to data ad iformatio. Here Uified 18 Flexible Workplace Models Flexible Workplace Models 19

11 Checklist for implemetig Work Aywhere Defie Visio ad Goals Defie Rles of Egagemet Defie Visio ad Goals What is the visio ad why does the orgaizatio provide a flexible workplace model? What are the qatitative goals (redctio of travel costs ad time, savigs i space, prodctivity icrease)? Defie Rles of Egagemet Have times for physical presece i the office bee defied (as a whole ad o a team level?) Does a etiqette or code of codct exist for virtal collaboratio? Do the rles exist for the sage of virtal commicatio ad collaboratio tools? What are the qalitative goals (employer attractiveess, diversity, cltre)? Ivolve Maagemet Ivolve Employees Ivolve Maagemet Does the whole maagemet team carry the cocept? Have opportities ad threats bee discssed? Have the maagemet model ad rles bee adapted to virtal maagemet ad Ivolve Employees Has the Kick-off for everyoe ad i the teams bee doe? Is there ad offerig for ergoomics traiigs ad coachig? Do the traiigs cover media literacy ad competecy i virtal collaboratio? maagemet by objectives? Have employees completed a data safety ad secrity traiig? Have the maagemet ad compay cltre bee defied ad adapted? Is the distribted maagemet ad work cltre explaied ad derstood? Verify Feasibility Measre Sccess Verify Feasibility Have work cotracts, israce ad legal framework bee defied? Is techical coectivity esred? Is commicatio ad access to data also possible from home ad o the road? Measre Sccess Are reglar measremets plaed? (Realize that there will be cycles of refiemet) Is feedback from maagemet ad employees arod the effectiveess of the itrodctio of flexible workig beig collected, aalyzed ad acted po? Also i respect to the Have gidelies bee defied for which roles mobile workig applies ad has this bee compay cltre ad effects o the cltre? trasparetly commicated? Are the resltig beefits beig commicated ad best practices beig shared? Have the hardware ifrastrctre ad ergoomics bee adapted to mobile workig? Do work cotracts ad israce iclde mobile workig? Implemet ew Rles Implemet ew Rles Do the iteral cotrol systems cosider data secrity ad safety for mobile work sitatios? Have the ew reglatios bee commicated? Do the measremet criteria to measre sccess exist ad has a baselie measremet bee doe? 20 Flexible Workplace Models Flexible Workplace Models 21

12 Adresses. Stdy Parters Pblisher ETH Zürich Swiss Federal Istitte of Techology Chair of Work ad Orgaizatioal Psychology Krezplatz 5 CH-8032 Zürich Telefo Web Swiss Prodctivity Fodatio c/o Walder Wyss AG Seefeldstrasse 123 Postfach 1236 CH-8034 Zürich Telefo Web Fachhochschle Nordwestschweiz Uiversity of Applied Scieces Northwester Switzerlad School of Applied Psychology Riggebachstrasse 16 CH-4600 Olte Telefo Web Hochschle Lzer Lcere Uiversity of Applied Scieces ad Arts Istitte of Maagemet ad Regioal Ecoomics Zetralstrasse 9 CH-6002 Lzer Telefo Web Microsoft Schweiz GmbH Richtistrasse 3 CH-8304 Walliselle Telefo Web Pro Familia Schweiz Marktgasse 36 CH-3011 Ber Telefo Web Imprit Pblisher: Swiss Prodctivity Fodatio Desig: diamod:dogs switzerlad gmbh Prodctio ad prit: diamod:dogs switzerlad gmbh 2011, 1. Editio Reprodctio or re-se of parts of this whitepaper is permitted if the sorce is metioed. 22 Flexible Workplace Models Flexible Workplace Models 23