Implementing Flexible Modern Working Practices

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Implementing Flexible Modern Working Practices

• Terry MooreExecutive Head of Information and
  Support ServicesLondon Borough of Sutton
• 5 April, Local e-gov EXPO 2006

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People Issues

• Why do it?
• Formal versus informal
• Health and Safety implications
• Providing the means to do it
• Risks
• Management
• Co-worker issues

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People Issues

• Why do it?
• Why home work? Business efficiency and flexible
  working, suitability of job (e.g. Contact Centre)
• Who home works? Eligibility/selection,
  suitability of person
• Where do they home work? Suitability of
  accommodation
• Dont necessarily treat equally, but treat fairly
• Tool for managers
• ACAS, Unison, CBI/TUC/CEEP all advocate formal
  policies.

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People Issues

• Formal versus Informal
• How formal should home working practices be?
• What size is your organisation?
• How many / what proportion of employee do you
  have working from home
• What about the future?
• How is your IT support structured?

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People Issues

• Health and Safety Implications
• Establishing the Health Safety implications of
  home working
• Employer has duty to protect the health, safety
  and welfare of their employees, so far as is
  reasonably practicable
• Employee must also take reasonable care and must
  co-operate with their employer on HS
• Needs training and risk assessment of home
  workplace BEFORE the home working starts
• Can adapt current risk assessment template and
  ask employee to carry out
• Manager and employee must discuss assessment
• Manager and employee to assess the level of risk
  and how to resolve
• Once agreed, home worker undertakes not to alter
  the work area.

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People Issues

• Providing the means to do it
• Equipment for home workers who should provide
  what?
• IT Options
• Our standard kit and our standard connections
• Their non-standard kit and our standard
  connections
• Our standard kit and their non-standard
  connections
• Their non-standard kit and their non-standard
  connections
• Data security and IT support are key
  considerations
• Vulnerability of data and systems, downtime if
  unsupported kit or connections stop working
• Personal connections not to be used for business
• Estimated set-up capital costs 1,750 per
  employee
• Estimated ongoing revenue costs 700 p.a. per
  employee
• Hidden costs IT support costs and downtime

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People Issues

• Providing the means to do it
• Other equipment
• Desk / table, chair, lockable storage,
  stationery, suitable lighting
• Document holder, footrest, shredder
• Depends on what they already have at home.
• Not prescriptive, but will provide if necessary
• Important that employee and manager sign an
  inventory, and that the employee agrees to return
  all equipment if they leave the home working
  arrangement or it is ended.

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People Issues

• Risks
• What are the likely risks?
• DSE workstation, manual handling, electrical
  wiring and equipment
• Size of work area, furniture
• Heating, lighting and ventilation
• First Aid and fire prevention smoking policy
  not enforceable!
• Security and personal safety
• Isolation and stress includes working time
  regulations
• Other family members and visitors
• HSE Home working guide www.hse.gov.uk/pubns/indg
  226.pdf
• www.projectnomad.org.uk/organisationalchange/human
  resources

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People Issues

• Management
• What will help your managers?
• Business Case
• Eligibility and selection
• Attendance
• Kit and connections
• Health and safety
• Data and personal security
• Financial Issues
• Training
• Technical Support
• Formalising / ending the arrangement

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People Issues

• Co-worker issues
• Dealing with issues from co-workers back in the
  office
• Why them and not us?
• What are they DOING at home?
• Why do I have to take their phone calls if
  theyre working?
• Involve all co-workers from the start, consider
  knock on effects
• Be open and transparent about eligibility,
  selection and how the arrangement works
• Be prepared to be firm and to have to justify
  your decision
• Listen to concerns, monitor and evaluate
• Encourage electronic diaries, phone and social
  contact

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So what have we done?

• Single assessment mobile workers
• Home-working via VPN
• Home working pilot
• Call Centre at home
• Mobility in the office Emergency Planning
  wireless
• Network support staff home working
• Support for housebound workers
• StreetScene mobile workers
• Blackberry mobility
• Outsourcing for 24x7 working and business
  continuity
• Accommodation planning Nomad review

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Example policies

• Network now!
• LB Sutton
• LB Tower Hamlets
• RB Kensington and Chelsea
• LB Waltham Forest
• LB Bexley
• Bracknell Forest District Council
• Lancashire County Council
• Surrey County Council
• Project Nomad website www.projectnomad.org.uk
• IDeA also researching flexible working in local
  authorities

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More Information

• Nomad Website
• www.projectnomad.org.uk
• (GuidancegtOrganisational ChangegtHuman Resources)
• info_at_projectnomad.org.uk
• debbie.whitton_at_sutton.gov.uk
• terry.moore_at_sutton.gov.uk