by Debra Dinnocenzo
Storms like the unprecedented blizzards that knocked out power, roads and transit lines in many parts of the country this winter didn’t manage to shut down the workplace for everyone. Even when workers can’t get to the office, some businesses maintained operations and productivity by extending the workplace into the homes of their employees.
Getting work done is more about the process than the place.
Plan ahead for situations like inclement weather. When the weather or another emergency, such as a flu outbreak or a terrorism threat, turns your employees into accidental telecommuters, your organization—and the teleworkers—will be better off if they’re prepared to work from home.
Your best bet: Before the next weather emergency hits, develop systems and start training your employees to work productively from remote locations. Teach managers how to supervise from afar. Here are guidelines that have worked in organizations around the country:
1. Identify available communication methods—phone, e-mail, text, the Internet—that will still be accessible for keeping in touch with co-workers, clients and your organization’s information systems during an emergency.
2. Fill communications gaps. Work with IT staff to set up remote Internet access to your servers and phone systems.
3. Determine alternative locations where employees can work if getting to the office isn’t an option. Tip: Don’t assume it’s at home. In a state of emergency, schools are closed and finding quiet space at home could be a challenge. Help employees choose a location that has Internet access and is conducive to productive work, phone conversations and teleconferences. That might be a coffee shop or library close to home.
4. Help potential teleworkers set ground rules they can present to their families on days when they have to get work done at home. Figure out how they will keep interruptions and distractions to a minimum. This is a challenge for parents with young children, but it’s necessary to carve out quiet blocks of time when work must be done.
5. Focus on critical tasks. When employees must work remotely, managers and teleworkers both should emphasize the most essential work that can be accomplished while telecommuting.
Examples: Writing projects, e-mail and phone calls are compatible with the circumstances most teleworkers face when they don’t have the resources of their offices at their fingertips.
6. Set up systems so teleworkers can stay in touch with team members, clients, partners and colleagues. This is especially important for employees who work in areas unaffected by the emergency. Your snow day is just another workday for colleagues across the country or on the other side of the ocean. To keep the work flowing, teleworkers must be available and responsive to them.
Telecommuting works best when managers and employees both see the benefits, and when everyone is well prepared. When everyone realizes that work can still get done even though roads and offices are closed, telework is a powerful tool for business continuity.
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Author: Debra Dinnocenzo is president of VirtualWorks!, a training and consulting firm that specializes in the virtual workplace. Dinnocenzo’s most recent book is Emergency Telecommuting, available at www.emergencytelecommuting.com. Contact Dinnocenzo at debra@debradinnocenzo.com or (412) 855-6777.
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