Workshifting How-to Kit for Executives

Transcription

1 Workshifting How-to Kit for Executives Creating a workshifting website Workshifting allows employees to move work to more optimal and convenient times and locations, whether in next-generation workspaces in and around the office campus, or working outside the office at places such as home, branch offices, customer sites, cafés and airports. Information and communication are essential elements of every successful workshifting program. An internal website can make it simple for employees and contractors to learn about the program, understand its premise and benefits, enroll online and realize benefits such as increased productivity and job satisfaction. You should decide first whether you will create two separate websites one with information about work anywhere workshifting outside the office, and another for the next-generation workplace itself or include information on both workstyles within the same site. While this document focuses on the latter approach, the content discussed can easily be divided across two sites if you prefer. Your workshifting website should include the following elements: General information about your workshifting program. This includes details about work-anywhere opportunities as well as your next-generation workplace. A mechanism to apply for the work-anywhere element of your workshifting program. Program guidelines for both work-anywhere and the next-generation workplace. A community-based social collaboration tool to provide feedback, raise concerns, share stories and disseminate news. Below is an example of the Citrix facilities website that includes information relevant to the Citrix Work Anywhere program. Workshifting How-to Kit Creating a workshifting website Page 1

2 General information Your website should provide information about both work-anywhere opportunities outside the office and your next-generation workplace. Details for employees considering work-anywhere participation List program eligibility requirements. Include information on position suitability, guidelines for employee suitability and employee performance requirements. Provide an overview of program guidelines. You should highlight the expectations of availability and communication for people working from alternate locations, outline the suggested frequency for working from alternate locations, and encourage workers and managers to come to an agreement first before workers seek official program approval. If you are offering financial assistance for the setup of a remote office, present the amount, eligibility and approval process. You may also want to summarize the tax consequences of this assistance, or recommend that participants seek their own counsel in this area. Include information about the revoking of privileges and the participant s responsibilities should this occur. Maintain a FAQ. Share and update frequently asked questions about the program and participation. Details of the next-generation workplace Explain why the next-generation workplace exists. Discuss benefits such as increased collaboration, spaces designed for specific teams or tasks, recreational spaces and other ways the workplace will help increase productivity and worker experience. Discuss the program s impact. Provide information such as which workspaces have already been created, plans for new workspaces, timelines and who will be affected. Workshifting How-to Kit Creating a workshifting website Page 2

3 Make documentation available. Create documentation on the policies and guidelines for the workspaces being made available in the next-generation workplace. This may include information on where people will sit during the construction of new workspaces. Maintain a FAQ on the spaces available and their use. Here is an example of the landing page for the Citrix Work Anywhere or workshifting program website. It provides information about the program, guidelines for participating employees and the technology that can be leveraged. Application mechanism for work-anywhere Offer an online approval system where employees, after discussing the program, can review details and eligibility with their manager and can gain formal approval to enter your work-anywhere program. The system should trigger manager approval and a notification to IT and HR when someone has been approved, and participants should also receive confirmation of enrollment. As part of the application process, participants should be required to acknowledge the program s terms, as in the following example. Workshifting How-to Kit Creating a workshifting website Page 3

4 Program guidelines Going beyond the overview in the General Information section above, this content should provide detailed information to help participants realize the full benefits of work-anywhere opportunities as well as the nextgeneration workplace. This includes practical guidance for working productively from home or other remote locations, and for staying connected with colleagues via videoconferencing and other tools. Participants and managers should also learn about techniques for remote management and communication, performance tracking and review processes for remote workers and remotely accessible training opportunities. This is an example of training for flexible workstyles and providing guidelines for managers leading workshifting teams. Workshifting How-to Kit Creating a workshifting website Page 4

5 Summarize technology and security requirements. IT should provide access to all approved users to enable them to workshift from various workspaces and locations inside and outside the office. Offer information on corporate-provided desktops, applications and data, and the access methods available based on the task the user is trying to achieve or location they are accessing from. You should also provide: A secure method for accessing desktops, apps and data from remote locations. How-to documents on setting up or accessing wireless in various locations, printer setup and user support. Communication and collaboration tools, with an explanation of their best usage scenarios. A description of the technologies and peripherals available in the next-generation workplace. Provide space usage documentation and etiquette guidelines for each type of workspace provided, including a discussion of workspace cleanliness and common courtesies. Here is an example of the program, eligibility and participation information provided to Citrix employees on the workshifting website. Workshifting How-to Kit Creating a workshifting website Page 5

6 Here is an example of Citrix web content covering the policies and guidelines for use for various workspaces. Workshifting How-to Kit Creating a workshifting website Page 6

7 The Citrix workshifting website also details recommended technology usage based on the task at hand. Social collaboration Give participants an online space where they can share thoughts and tips, converse with or ask questions of other program participants, and receive program updates and additional information. Teams such as HR, facilities or IT should be encouraged to post surveys to understand the work-anywhere and next-generation workplace experiences at your company in order to continually provide improvements. Make sure to provide guidelines and policies on etiquette for the social collaboration tool itself, which can be viewed by all employees. At Citrix, participants can use a blog created for feedback and communication around the Citrix workshifting program. Workshifting How-to Kit Creating a workshifting website Page 7

8 2012 Citrix Systems, Inc. All rights reserved. Citrix is a trademark or registered trademark of Citrix Systems, Inc. and/or one or more of its subsidiaries, and may be registered in the United States Patent and Trademark Office and in other countries. All other trademarks and registered trademarks are property of their respective owners. Workshifting How-to Kit Creating a workshifting website Page 8