Copyright © Noel Hodson, SW2000 Telework Studies, OXFORD, Tel 00-44- (0)1865-760994 email noelhodson@btconnect.com

 

To apply these guidelines in your organisation EDIT->REPLACE -> enter SW2000, ->REPLACE ALL with your company name.

 

Telework-Guidelines  

Updated 18 Sept 2002.

Drafted by Noel Hodson, Telework Consultant, 14 Brookside OXFORD. Tel 01865 760994; email noelhodson@btconnect.com

 

Contents

 

1.   Introduction.......................................................................................................................................................................... 2

2.   Purpose of these guidelines............................................................................................................................................ 2

3.   Definitions............................................................................................................................................................................. 2

4.  Human Resources............................................................................................................................................................... 3

4.1.   Request to telework....................................................................................................................................................... 3

Form SW2000-TW-HR1 - Request to telework & selection criteria........................................................................... 4

4.2.   Training for telework..................................................................................................................................................... 4

4.3. Home visits.......................................................................................................................................................................... 5

4.4.   What you need and what SW2000 may provide................................................................................................... 5

4.5.   Contract of Employment............................................................................................................................................... 6

4.5.a  Model addendum to the Contract of Employment............................................................................................... 6

4.6. Working Hours................................................................................................................................................................... 6

4.7.   Notification of sickness or absence........................................................................................................................... 6

4.8.   Mail – incoming and outgoing..................................................................................................................................... 6

4.9.   Returning equipment..................................................................................................................................................... 7

4.10.   Damage and loss of equipment............................................................................................................................... 7

4.11.   Human Resources Contact........................................................................................................................................ 7

5.   SW2000 Information Technology Department.......................................................................................................... 7

5.1.   Workstation equipment guide..................................................................................................................................... 7

5.2.   Internet connections...................................................................................................................................................... 7

5.3.   Overseas travellers........................................................................................................................................................ 7

5.4.   Person with a disability – equipment and furniture.............................................................................................. 8

5.5.   Briefing for telework...................................................................................................................................................... 8

5.6.   Technical support – SW2000 Help-Desk.................................................................................................................. 8

5.7.       Non-Core hours & saving work onto the C-Drive............................................................................................. 8

5.8.   Transporting equipment............................................................................................................................................... 8

5.9.   Non-SW2000 software.................................................................................................................................................. 9

5.11.   Telephone lines and peripherals............................................................................................................................. 9

5.12.   Telephone lines and telephone services............................................................................................................... 9

5.13.   Telecoms maintenance.............................................................................................................................................. 9

5.14.   Returning Information Technology Department equipment............................................................................. 9

6.   Facilities management...................................................................................................................................................... 9

6.1.       Office furniture........................................................................................................................................................... 9

6.2.   Office layout and installing equipment................................................................................................................... 10

6.3.   Transport and moving home.................................................................................................................................... 10

7.  HSE - Health and safety regulations (following EU rules)..................................................................................... 10

7.1.   EU Health and Safety – your legal responsibilities............................................................................................. 10

Form SW2000-SW2000-TW-HSE1 – safety assessment............................................................................................. 10

7.2.   Advice.............................................................................................................................................................................. 10

7.3.   Electrical......................................................................................................................................................................... 11

8.   Confidentiality - Data Protection Act (DPA) – following UK and EU rules......................................................... 11

8.1.   Your Confidentiality and DPA responsibilities....................................................................................................... 11

8.2.   Papers and manual files............................................................................................................................................. 11

8.3.   Unauthorised persons................................................................................................................................................. 11

8.4.   Breaches of the DPA rules......................................................................................................................................... 12

9.   Insurance and risks......................................................................................................................................................... 12

9.1.   Fire and your home insurance................................................................................................................................. 12

9.2.   Mortgagors, Landlords, Business Rates................................................................................................................. 12

10.   Taxation and financial.................................................................................................................................................. 12

10.1.   Taxation status for SW2000 employees unchanged....................................................................................... 12

11.   Recording and evaluating the Pilot programme................................................................................................... 13

11.1.     Teleworkers Diaries – typical contents............................................................................................................. 13

11.   Appendix A – Characteristics associated with teleworking............................................................................... 14

12.   Appendix B – agenda items for briefing sessions................................................................................................ 15

Selecting the teleworkers..................................................................................................................................................... 15

Consult the Households and discuss:................................................................................................................................ 16

Review the Contract of Employment.................................................................................................................................. 16

13. Appendix C – Letter to appoint pilot teleworkers.................................................................................................... 17

14.  Appendix D  – Equipment from departmental budgets........................................................................................ 18

 

 Copyright © Noel Hodson, SW2000 Telework Studies, OXFORD, Tel 00-44- (0)1865-760994 email noelhodson@btconnect.com

 

****************

1.   Introduction

 

SW2000 will conduct a Pilot programme of about 25 people working at their homes for 12 months and will evaluate the programme to consider if telework could be and should be offered generally.

 

Telework is working at home using computers and telecommunications connected to the SW2000 Local Area and Wide Area Network. SW2000 and its teleworkers may benefit from:

 

q       Increased flexibility and the capability to work outside SW2000 core-hours.

q       Increased work satisfaction and improved performance.

q       An improved work/life balance.

q       Reduced work-related costs.

q       A contribution to traffic decongestion, creating environmental benefits.

2.   Purpose of these guidelines

 

These guidelines provide advice and guidance to SW2000 employees about how to telework and the SW2000 procedures and contacts during the first pilot period of teleworking. Some 25 employees will be invited to telework for twelve months and the results of this pilot programme will be evaluated.

3.   Definitions

 

q  RAS – Remote Access System - is the software and hardware required to remotely connect to the SW2000 Systems network.

 

Copyright © Noel Hodson, SW2000 Telework Studies, OXFORD, Tel 00-44- (0)1865-760994 email noelhodson@btconnect.com

 

 

q  CITRIX – A system that transfers work from networked computers to the central server.

q  HOME-OFFICE – SW2000 or self-equipped office or your own “workstation” - at home.

q  DSE - Display Screen Equipment

q  PAT  - Portable Appliance Testing - certifying electrical equipment  (based on EU regulations)

q  HSE - Health and Safety Executive (based on EU regulations) or OSHA in the USA

 

**********

4.  Human Resources

4.1.   Request to telework

You Supervisor’s authority to telework is necessary. Various departments will need to see a copy of the authorisation to enable you to telework and to report the outcomes.

 

There are few personal barriers to telework. The authorisation and selection criteria questions are on Form SW2000-TW-HR1. TO APPLY - Complete the form on-screen or on paper, print a copy, obtain your Supervisor’s signature, keep the original form and ensure copies are sent to the relevant departments. Retain the original signed form for audit purposes.

 

4.1.1      Type of work suitable for teleworking.

 

Most desk work and work normally done on computers or by telephone, is suitable for telework. A study by The Henley Centre for Forecasting, London, in 1987, found that most office work could be teleworked and they have published forecasts that 60% of all days-worked will be teleworked. Recent USA Government reports define 70% of all work as “knowledge work”, most of which can be done remotely. In 2002, where even medical and dental procedures are sometimes tele-controlled at a distance, it is simpler to list tasks that cannot yet be performed from a remote location. These include:

 

o       Transport and travel – vehicle drivers and assistants such as air stewards.

o       Physical labour – on traditional farms and in some primary industries.

o       Personal services – hairdressing, massage, most medical procedures.

o       Most sport and leisure activities – sports coaching, ski-ing instructing etc.

o       Stage and Club performances for live audiences.

o       Hotel and Restaurant work.

o       Collaborative work at technical complexes such as CERN or in film studios.

o       Retail distribution – shop assistants and goods carriers.

o       Politics – where elected representatives are required to attend centres.

o       Teaching school children – though distance-learning is growing rapidly.

 

 

Copyright © Noel Hodson, SW2000 Telework Studies, OXFORD, Tel 00-44- (0)1865-760994 email noelhodson@btconnect.com

 

There are few tasks that SW2000 staff could not perform, wholly or partially, from mobile or home offices.

 

4.1a.  Eligibility to join the telework pilot.

           

[1]   Participants must be residents of An EU country and live within commuting distance of SW2000 HQ.

[2]   Participants must be fixed-term staff members with a minimum of two satisfactory performance appraisals (i.e. must have been employed with the SW2000 for at least two years).

[3]   Participants must be performing tasks that are suitable for teleworking, i.e. the majority of the tasks do not require the staff member to be present at the SW2000 premises. [4]   The agreement of the staff member as well as both 1st and 2nd level supervisors is required for participation in the pilot.

[5]   Teleworkers must have their own computer and equipment (printer etc) required to perform their work at home.

Form SW2000-TW-HR1 - Request to telework & selection criteria.  

 

4.1.b  Suitability for teleworking

 

Type of Work          : Successful candidates for pilot teleworking are most likely to be drawn from mid-level grades P3 to P5 and from those with jobs such as:

 

Medical Professional

Typing

Editorial

Translation

Secretarial Support

4.2.   Training for telework

 

4.2.1   Initial Briefing - The first purpose of the briefings is to highlight the main issues for teleworkers and for their Supervisors. These issues include:

 

For Teleworkers:

o       Negotiating boundaries with the family or household

 

o       Installing electronic equipment in a home-office

 

o       Using facilities in accordance with these and other SW2000 guidelines

 

o       Safe-keeping and sensible use of all SW2000 equipment

 

o       Reporting any breaches of these guidelines to your Supervisor

 

Copyright © Noel Hodson, SW2000 Telework Studies, OXFORD, Tel 00-44- (0)1865-760994 email noelhodson@btconnect.com

 

o       Productivity issues

 

o       Communications with colleagues and tele-communications

 

o       Isolation

 

For Supervisors:

o       Co-ordinating dispersed teams. Supervisors and teleworkers need to understand the differences between co-ordinating team members at a distance and when they physically attend central office.

 

o       Reporting on telework arrangements – supervisors will need to collect data in anticipation of requests for reports.

 

o       Co-ordinating teleworkers with their core-team colleagues.

 

4.2.2   The second purpose of the briefings is to ensure that SW2000 re-states its obligations as an employer and that teleworking employees are fully aware of their responsibilities.

 

4.2.3       The briefings: These identify the issues that might arise. Teleworkers are invited to raise matters that concern them and request help as needed. A list of agenda items that you might wish to raise with your Supervisor or with your usual HR contact are listed in appendix A:

 

4.2.4       From dialogue and from notes taken at the briefings, a teleworker’s training/briefing schedule will be designed and agreed.

4.3. Home visits

Equipment Maintenance:  In the event of equipment failure, other than in exceptional circumstances, repairs will only be made by return of the faulty SW2000. equipment to central-office. SW2000 Telephone Services or EU or France Telecom engineers may visit your home by appointment to undertake repairs.

Supervisors & colleagues normally will not visit your home-office:  In exceptional circumstances, SW2000 Supervisors and colleagues may visit by prior appointment and mutual agreement for business meetings and/or to ensure that local health & safety guidelines are being applied. 

 

Both parties, the teleworker and the visitor/s, should conduct themselves in a businesslike manner as they would at any SW2000 central-office.

 

 

 

 

 

 

 

Copyright © Noel Hodson, SW2000 Telework Studies, OXFORD, Tel 00-44- (0)1865-760994 email noelhodson@btconnect.com

 

4.4.   What you need and what SW2000 may provide

During the pilot period the teleworkers must provide their own computer and peripherals. Teleworkers can apply to their departments for home-office or portable equipment to be supplied on their departmental budget.

In some cases your department may agree to provide telework equipment; but in most cases you will be expected to provide your own equipment. A pilot teleworker will need to ensure they have:

q       Information Technology – a computer, software, equipment and peripherals.

q       Telephone Systems - telephone line/s for work purposes. SW2000 will reimburse the business call and internet connection charges.

q       Facilities Management – Sufficient space, furniture, office equipment and transport for equipment if required.

q       Self-Assessment Health & Safety checks (on the form provided). 

q       Stationery, paper and other consumables, drawn as usual from your own department.

4.5.   Contract of Employment.

These guidelines are in addition to and are not a replacement for the SW2000 policies and guidelines or for the contract-of-employment. Breaches of these guidelines or excessive demands for support may result in the option for an individual to telework being withdrawn. SW2000 at all times reserves the right to cancel any telework programme.

 

When you are authorised by your Supervisor/s to telework, Human Resources will write a pilot telework arrangement confirmation letter that will include:  

q       Defining  your home-office as a SW2000 workplace

q       Agreeing proper access to SW2000 systems and data from the home-office

q       Compliance with these guidelines.

q       A formal review 3 months after the date of the confirmation letter.

q       Ceasing telework and reverting to central-office.

q       Ceasing employment and returning SW2000 equipment and data.

You are required to agree and to counter-sign the letter. You will be given a copy and a copy will be placed on your personnel file.

4.5.a  Model addendum to the Contract of Employment.

 

An example of a letter that will be written to appoint pilot teleworkers is set out in appendix C, below.

4.6. Working Hours

Your working hours and days as set out in your employment contract are unchanged unless varied by agreement with your line-Supervisor. See the advice in Paragraph 5

 

 

Copyright © Noel Hodson, SW2000 Telework Studies, OXFORD, Tel 00-44- (0)1865-760994 email noelhodson@btconnect.com

 

“Information Technology Department” below, about working outside of core-hours, SW2000 Help-Desk services and the potential risks to your work/files.

4.7.   Notification of sickness or absence

If you are scheduled to work at home but cannot work due to sickness or some other cause you must notify your Supervisor, by telephone or email that you will not be working and follow the usual procedures for any absence from work.

4.8.   Mail – incoming and outgoing

Consult your Supervisor about incoming and outgoing post. Do not invite SW2000 business contacts to write to you at home. You must follow normal authorisation procedures for issuing SW2000 documents, printed or electronic. The general principle is that external SW2000 contacts should not know that you are working at home.

4.9.   Returning equipment

If you leave SW2000, it is your responsibility to ensure all SW2000 equipment and data is returned in good working order. Inform SW2000 Telephone Services to ensure any telephone lines provided by SW2000 are discontinued.

Also see Information Technology Department, Section 5, and Facilities Management, Section 6, of these guidelines.

4.10.   Damage and loss of equipment

You must immediately report any loss or damage of SW2000 equipment or unauthorised access to SW2000 data to your Supervisor and in the event of theft or criminal damage you must report to the local police and obtain a Police Reference Number. See the Insurance and Risks section of these guidelines for instructions and advice.

4.11.   Human Resources Contact

 Authorisation, equipment and training matters must be discussed with your Supervisor. For advice on HR issues contact your usual HR representative.

 

***************

5.   SW2000 Information Technology Department

5.1.   Workstation equipment guide

If your department offers to equip your home-office; to obtain your SW2000 computer and peripherals from SW2000 Information Technology Department you will need your Supervisor’s signed authority to telework (FORM SW2000-TW-HR1).  Take the original form signed by your Supervisor to SW2000 Information Technology Department and SW2000 Information Technology Department will complete the telework equipment supply process.  (Also see the Facilities Management Section (FM) for furniture, telephones and other supplies).

 

 

 

Copyright © Noel Hodson, SW2000 Telework Studies, OXFORD, Tel 00-44- (0)1865-760994 email noelhodson@btconnect.com

 

If you have questions about the telework equipment and services from SW2000 Information Technology Department contact MR/MS ************ , Information Technology Department Service Development Supervisor, Tel. Extension **** , who will direct you to the appropriate person or department.

 

5.2.   Internet connections

Computers provided by SW2000 will be configured to connect from your home to SW2000 Information Technology Department, via a telephone line, modem and an ISP (internet service provider. (See equipment list above). If you provide your own computer, bring it in to SW2000 Information Technology Department, show your Supervisor’s authority for you to telework, and ask IT to configure your machine for RAS connection to the SW2000 Intranet.

5.3.   Overseas travellers

For overseas travellers the usual SW2000 Global Private Network will be provided.

5.4.   Person with a disability – equipment and furniture

Special equipment needs will be addressed through the Telework Health & Safety Self-Assessment procedure (see Section 7 below), or please contact your usual HR representative for advice and assistance.

5.5.   Briefing for telework

Pilot teleworkers will receive a briefing about their own or the SW2000 computer, the telephone system and access codes. The briefing focuses on the technology differences between working at central-office and working at home. From the dialogue and notes taken at this briefing your IT focused training programme will be designed and scheduled.

5.6.   Technical support – SW2000 Help-Desk

In normal work-hours – call IT dept. on  ************  for support if required.

If IT cannot fix the problem over the telephone they will make an appointment for you to bring the equipment to central office where it will either be repaired or replaced within 24 hours. Do not save any data on the computer.  If your telephone  fails; call SW2000 Telephone Services on **** internally or ***** *** ******  externally. A SW2000 or EU or France Telecom telephone engineer will visit if necessary, by appointment.

5.7.     Non-Core hours & saving work onto the C-Drive

SW2000 prefers that teleworkers do the majority of their work on-line to the SW2000 Intranet giving normal access to SW2000 systems and automatically backing up the work. Out of core-hours and some weekends, the SW2000 network may shut down for maintenance.  At such times your work/files are NOT SAVED or BACKED-UP.  You must save your work to the C Drive (the main drive) in the computer. Set-up the Microsoft Office files so that they AUTO-SAVE every few minutes. SW2000 employees overseas, in other time zones, must particularly note this advice.

 

Copyright © Noel Hodson, SW2000 Telework Studies, OXFORD, Tel 00-44- (0)1865-760994 email noelhodson@btconnect.com

 

When working on-line in real time from home or remotely via a modem, your on-screen cursor may lag significantly behind your keystrokes due to the transmission time from your location to the central office system and back again.

 

To circumvent both of the above problems you can download, work on and save files to the computer  ‘C’ drive. If you do so, you MUST save the file/s back to the network-drive before switching-off and/or email the file to yourself at SW2000 and then, for data-protection purposes, delete the work-files from the home-office computer.

5.8.   Transporting equipment

Users should take extreme care when transporting equipment outside of SW2000 buildings to prevent loss or damage of equipment and of any sensitive or confidential data stored. See paragraph 4.11 above.

 

If it is necessary to transport all your home-office Information Technology Department equipment, it will fit into a family car and arrangements can be made to unload the car at central-office, or SW2000 Facilities Management will arrange collection. Telephone *** *********  ********  SW2000 Facilities Management.

5.9.   Non-SW2000 software

If your department provides your home-office equipment, you are not permitted to install any additional software on the SW2000 computer nor to delete any pre-installed software. 

 

5.10.   Unauthorised access

Do not allow unauthorised use of your equipment by any person, particularly by non-SW2000 employees. Unauthorised users may be in breach of the local Data Protection rules.

5.11.   Telephone lines and peripherals  

If you obtain your department’s budget and apply to Facilities Management (FM) for your home-office furniture (see Section 6 below) ensure that FM order any SW2000 telephone line/s from SW2000 Telephone Services or contact telephone services yourself by dialling **** (internal). SW2000-Telephone Services will arrange the installation of lines to Home-offices. E.G. An ISDN system carries several lines to and from each home-office.  All additional installation, rental and call charges will be paid by SW2000. – apply for reimbursement of the expenses in the usual way. In all cases, teleworkers must retain their own home telephone for incoming and outgoing personal calls.    

5.12.   Telephone lines and telephone services

You can use your central-office extension phone to have internal and external calls forwarded. If you are moving to another location set the new number from your central-office desk. You can change the contact number as often as you like. The callers are unaware of the new location.

 

 

 

Copyright © Noel Hodson, SW2000 Telework Studies, OXFORD, Tel 00-44- (0)1865-760994 email noelhodson@btconnect.com

 

5.13.   Telecoms maintenance

If the telephone is faulty, call SW2000 Telephone Services on *******  internally or ******  ******** ***  externally. If necessary a SW2000-Telephone Services or a EU or France Telecom service engineer will visit your home-office by appointment.

5.14.   Returning Information Technology Department equipment

If you leave SW2000 it is your responsibility to return SW2000 equipment and data in good working order. All hardware, keyfobs/tokens and access codes must be returned to SW2000 Information Technology Department. Delete all data files from the computer.  Inform SW2000 Telephone Services to ensure the ISDN or other line (if installed by SW2000) is discontinued.

 

Also see the Facilities Management and procurement section of these guidelines for procedures to return other office equipment.

 

************

6.   Facilities management

6.1.                    Office furniture

If your department budgets to provide home office furniture and equipment it will be supplied through the usual application and supply processes. It must meet appropriate safety regulations and must be suitable for the Information Technology Department information technology equipment provided.

6.2.   Office layout and installing equipment

In all cases, take measurements of your home-office space and note hazardous places where the compute,r printer and other delicate equipment should not be placed, including:

1)     Visible to passers-by and thieves, for security reasons.

2)     Accessible to young children and pets.

3)     Where details on the screen or printer can be read by non-SW2000 people.

4)     In a window in hot sunshine or in dusty areas.

 

Suppliers will be authorised by SW2000 to deliver to your home and where relevant to install furniture and equipment. 

6.3.   Transport and moving home

If you stop teleworking or leave SW2000, SW2000 can arrange for their equipment and furniture to be collected.  If you move house, please arrange for your removers to transport the home-office contents and inform Facilities Management, HR and SW2000 Information Technology Department of the change. If you need assistance to re-install the equipment and furniture contact Facilities Management. Inform SW2000 Telephone Services to ensure the ISDN or other SW2000 lines discontinued. SW2000 will need to ask

Copyright © Noel Hodson, SW2000 Telework Studies, OXFORD, Tel 00-44- (0)1865-760994 email noelhodson@btconnect.com

 

EU/France Telecom to install a new line in your new home so sufficient notice will be required to ensure that there is no interruption in service.

 

Contact: Mr Ms ************ , Facilities Supervisor, on Extension *****, at Oxford HQ’s, to be directed to the appropriate Facilities Management officer.

 

************                

7.  HSE - Health and safety regulations (following EU rules)

 

Your home-office is subject to the Health and Safety at Work rules of the local region.

7.1.   EU Health and Safety – your legal responsibilities

Your responsibility is to read and apply these guidelines. Alert your Supervisor to any safety concerns you may have about telework or home working.  You MUST complete Form SW2000-SW2000-TW-HSE-1 in the EXCEL file attached to these guidelines.  EU Workplace Regulations cover working environment issues such as lighting, ventilation and temperature. Any special needs you may have will be provided for following the HSE self-assessment on Form SW2000-SW2000-TW-HSE1.

Form SW2000-SW2000-TW-HSE1 – safety assessment

7.2.   Advice

Each SW2000 home-office may be subject to risk assessment by SW2000 to ensure compliance with regulations made under the Health and Safety at Work rules.  Electrical equipment, including plugs and connectors, could be subject to statutory PAT checks (Portable Appliances Tests) every year. If a SW2000 computer is provided it may come with a free-standing plug-in keyboard and a mouse. Ensure the optimum ergonomic and Display Screen Equipment rules compliant layout. SW2000 retains full responsibility, as it does when you work at a SW2000 central-office, to ensure compliance with any local workplace safety regulations. Employees also share the responsibility and must co-operate, follow the advice and act intelligently.

7.3.   Electrical

It is not SW2000’s legal responsibility to check your house power and wiring but SW2000 share responsibility, with you, from the power socket/s in your home-office to the workstation equipment.

SW2000 Information Technology Department can supply a fuse protected plug array for the electric power, and there is surge protection built into the computer for the power and telephone connections (lightning strikes sometimes burn out PC modems via the telephone line) to protect the computer and peripherals. Contact Facilities Management or the Information Technology Department if your home or area suffers from unreliable or disrupted power supplies or similar problems.

 

*************   

 

Copyright © Noel Hodson, SW2000 Telework Studies, OXFORD, Tel 00-44- (0)1865-760994 email noelhodson@btconnect.com

 

8.   Confidentiality - Data Protection Act (DPA) – following UK and EU rules

 

If located in an EU Member State and perhaps in An EU country, your home-office workstation and the work environment could be subject to the same DPA rules that apply at SW2000 central-office in Oxford. 

8.1.   Your Confidentiality and DPA responsibilities

Are to read and understand the SW2000 Guidelines on DPA and to read and abide by these telework guidelines. 

8.2.   Papers and manual files

If you take files or reports home, always leave a note with a colleague at central-office of the files removed. Carry them securely in a closed brief case. At home, store the files in lockable, fireproof filing drawers and return them to central office as soon as possible. Do not dispose of SW2000 papers, including any drafts that you have printed at home, in your domestic dustbin. All waste papers must be brought back to central office for safe destruction or disposal to reduce the risk of a DPA breach.

8.3.   Unauthorised persons

Lock Up.  To minimise the risk of SW2000 papers being read by unauthorised persons always operate a clear-desk policy. Put all papers in locked filing cabinets. Always lock your computer if you leave for a short time and switch it off if you leave for a longer period. Always disconnect from the SW2000 Intranet or RAS when you leave the house.

8.4.   Breaches of the DPA rules

In the EU, leaks of confidential information, particularly personal information, on paper or electronic, can be criminal offences. You must immediately report any loss or interception of SW2000 paper or electronic data to your Supervisor. Any theft or criminal act must be reported to the police and a Police Reference number obtained. 

 

**********

9.   Insurance and risks

 

You do not need to take out extra insurance to cover SW2000 equipment and SW2000 workplace risks. But you may decide to review your insurance cover in the perspective of establishing a home-office. SW2000 is insured and SW2000 policies extend to “all places of SW2000 business” which include home-offices and data in transit. If SW2000 owned home-office equipment is stolen or destroyed at home or in transit, SW2000 is able to claim in the usual way. 

 

You should read your policies to ensure that working at home does not affect your home insurance. You should ensure that insurance of your personal computer is not affected by working at home.

9.1.   Fire and your home insurance

The SW2000 Safety Adviser has included a Home-Office Safety Assessment Form SW2000-SW2000-TW-HSE1 in these guidelines. Section 4 of the form addresses electrical fires and safety issues. SW2000 is insured for its legal liability to SW2000 employees and 3rd parties including damage to your home for which SW2000 is legally responsible but this would not include the rest of your home in the absence of SW2000 legal liability (see above). You should ensure:

(1)  That your home insurance policies for the building and contents are not adversely affected by the existence of a home-office.

(2)  That you have properly completed form SW2000-SW2000-TW-HSE1 and followed any resulting advice.

(3)  That a smoke alarm is fitted and a fire blanket or extinguisher is on-hand and that you test these regularly.

9.2.   Mortgagors, Landlords, Business Rates

SW2000 advise that you read the terms and conditions of your mortgage/lease/tenancy and get a copy of the local authority or regional planning/zoning laws.  You should consider if your home-office effects your legal occupation of the home.

 

**********

10.   Taxation and financial

10.1.   Taxation status for SW2000 employees unchanged

 

Part time teleworkers (1-2 days a week) are unlikely to need to consider any tax implications as a result of teleworking. Full time teleworkers (3-5 days a week) should consider if there are likely to be any Capital-Gains-Tax implications, as there might be for EU and USA teleworkers in the commercial sector.

 

Advice:  If your line Supervisor or payroll department are unable to advise, contact  Mr/Ms ************  in SW2000 Payroll,  Oxford HQ EXT ****  or you should consult your own accountant.

 

11.   Recording and evaluating the Pilot programme

 

Evaluation forms for teleworkers and for Supervisors will be provided at stages through the 12 months of the programme. These should be completed (on-screen if possible) and returned to HR (Mr Peter Meyerhoffer at ********* or his colleagues).

 

Central to the recording and reporting procedures is the Teleworker’s Diary.

 

11.1.       Teleworkers Diaries – typical contents.

 

 

 

Copyright © Noel Hodson, SW2000 Telework Studies, OXFORD, Tel 00-44- (0)1865-760994 email noelhodson@btconnect.com

 

These diaries should be kept in units of 15 minutes, just as lawyers, accountants and other time-fee charging professionals do every working day.  All incidents, benefits, difficulties, problems and ideas for improvement that the teleworkers encounter should be recorded for later analyses. Comments should be brief and business-like. All hours spent on work-in-progress should be tracked. These diaries should be set up in EXCEL or a similar spreadsheet that can be readily totalled and analysed, written on-screen (on paper is better than none at all) and updated at least every half-day. Contents should at the very least include these 4 topics:

 

11.1.1  Planning communications in advance and recording after the event. – Ironically for people relying on advanced communications equipment, isolation and getting out of touch is a problem for some teleworkers. Overcome this by listing the early log-on and late log-off telephone calls you will make and always list a number of progress and gossip calls per day with colleagues, other teleworkers and supervisors. Remember that SW2000 is paying for the calls – so be generous in the use of your telecoms and follow the planned diary calls every day. Record when contact is made or not made, for analyses.

11.1.2   Work-in-Progress – Give each piece of work you do a name and a number and record the hours you spend on each task – including non-productive tasks such as fixing the printer or repairing your desk. Record your work day in 15 minute segments. Differentiate between Productive and non-Productive work. Note when you give your colleagues or Supervisors an update of the work.  Record problems such as missing information, difficulties in connecting to the SW2000 intranet and difficulties in getting support from your core-team colleagues. Note each week whether in your view the week has been more or less productive than it would have been in central office.

11.1.3  Work/Life Balance – The pilot programme evaluators will be particularly interested in the Benefits you enjoy and the Problems you encounter.  If for example you are unwell and could not attend Central Office but are able to spend some hours at your home work-station, report this. Or, for example, if your child is sent home from school, stopping your work, whereas if you were at central office you would have carried on working – report this incident. Leisure use of time released from commuting is of interest. If you smoke while you work and would at central office take an outdoor break for this; note the time saved if you smoke at your home-office desk. Most teleworkers report increased leisure activities, such as handicrafts, time with their families and fitness regimes, alongside increased hours on work tasks; let the evaluators know what changes occur in your work/life balance. Note any changes in your general health that can be ascribed to teleworking.

11.1. 4   The Technology – It is vital for the evaluators to learn what equipment should ideally be provided. There is little point escaping the frustrations and time spent on commuting if you waste it all wrestling with inferior work equipment – record what goes wrong, what is right and make your suggestions for ideal solutions; particularly about compatibility.

 

 

 

 

 

 

Copyright © Noel Hodson, SW2000 Telework Studies, OXFORD, Tel 00-44- (0)1865-760994 email noelhodson@btconnect.com

 

END OF FORMAL GUIDELINES

 

 

11.   Appendix A – Characteristics associated with teleworking.

 

(See paragraph 4 of these Guidelines)

 

Supervisors of teleworkers generally benefit from having the following characteristics.

 

Good Supervisors have:

 

o       Good communication skills.

o       A high level of trust for employees.

 

Staff who telework in this pilot will adapt most effectively if they:

 


o  Enjoy working alone

o  They do what they say and say what they do.                  

o  Are independent and able to make decisions.                                                     

o  Measure their own work output.                                       

o  Keep Supervisors informed about the work in progress.                                                   

o  Are experienced at using computers and communications technology.                                                                                                

o  Are happy without a rigid office structure.                                                          

o  Have clear boundaries between work and personal life.                                                   

o  Have suitable well equipped work-space at home.

o  Are focused and not distracted by home matters during work hours.


 

12.   Appendix B – agenda items for briefing sessions

 

(see Paragraphs 4 Training; and 4.2.3 in these Guidelines)

 

Copyright © Noel Hodson, SW2000 Telework Studies, OXFORD, Tel 00-44- (0)1865-760994 email noelhodson@btconnect.com

 

Selecting the teleworkers

 

Volunteers only: SW2000 will not oblige people to leave the Core Team

 

SW2000 do Not rely on all volunteers becoming good teleworkers.  Some 33% of volunteers find they do not enjoy working at home and they return to central office working.

 

Returning to central office: A period of 14 days notice on either side is required.

 

Potential problems to discuss with teleworkers, their families and households, include:

 

a) Isolation

b) Difficulty establishing work routines

c) Loss of colleagues’ assistance

d) Loss of office social life

e) Trapped in the home

f) Poor home office accommodation

g) Intrusive family

h) Intrusive neighbours and friends

i) Intrusive pets

j) Inadequate meetings facilities

k) Involved in trivia - No junior support

l) Fear of losing promotion opportunities

m) Fear of missing training opportunities

n) Resenting Supervisors’ or colleagues’ visits

o) Fear of reduced access to corporate information

q) Fear of telework being a step towards redundancy

r) Concerns about landlords’ rules and local-residential-laws

s) Fear of damaging company data or equipment

t) Danger to children from electronics.

 

Location of a home office is a personal choice but can be disruptive if a wrong choice leads to having to relocate.  Matters to consider include:

 

a)  Sockets for telephones and power.

b)  Wiring and fire safety.

c)  Good (day) light and lighting.

d)  Confidential Desk Top (to stop items from being seen by casual visitors).

c)  Freedom from intrusions

d)  Answering the door and the telephone simultaneously

e)  Majority opt for a spare bedroom but these can be very isolated

g)  Parents and carers seem to prefer being in the living area 

h)  Long term teleworkers often convert the garage, loft or build an extension or garden room.

i)  Some need space for a working colleague

j)  All need shelves and storage 

 

A typical home office requires:

 

a) Desk

b) 2 Chairs

c) Filing cabinet/drawers with locks

d) Shelving

e) Extra telephone line/s

f) Telephone services

g) Personal Computer

h) Modem/ISDN/DSL etc. for E-Mail and connectivity

i) Fax with copier capability

j) Answer phone service

k) Cordless Phone or headset

l) Stationery pack (from report folders to staples and rubber bands)

 

NB: 12 square metres is the average central office space per person.

Consult the Households and discuss:

 

a) Territorial rights by weekday

                      by night

                      by weekends

b) Home office location

c) Business visitors

d) Answering business calls

e) Procedures for teleworker sickness

h) Need for confidentiality

i) Family Chores (use commuting time)

j) Interrupting the teleworker

Review the Contract of Employment

Teleworkers’ contractual variations could include:

 

a) Place/s of Work

b) Working Hours

c) Responsibility for equipment

d) Responsibility for data and paper documents

e) Access to Supervisors, customers and suppliers.

f) Requirement to attend central offices

g) Promotional rights

h) Training rights

i) Household's using employer’s equipment

j) Right to return to Core Team

k) Payments for heat, light, telephone, wear and tear (or a "rent")

l) Communication responses

 13. Appendix C – Letter to appoint pilot teleworkers.

 

(see 4.5a in these Guidelines)

 

From:  Human Resources

SW2000 Telework Studies (SW2000), Oxford

 

To: The Teleworker

Department – Office Address

Home Address.

 

(DATE)

 

Pilot Telework Arrangement Confirmation Letter

 

Following the telework authorisation obtained from your SW2000 Supervisor, Eduardo Craxis, you are now required and enabled by SW2000 to work at your home on some or all work-days as may be agreed from time to time, from 30 September 2002, at Apartment 24, Rue de Paris 47, Oxford 3009, An EU country, on the terms stated here. Please read this arrangement letter and countersign and date both copies to signify your agreement and return a copy to me at Oxford HQ.

 

Except as may be required by employment or other laws and without infringing your rights as an employee and SW2000’s obligations as an employer:

 

1] Your existing contract of employment remains in force. There are no changes to the agreed salary or to any other payments or terms in your contract other than those that may be set out in this letter.

 

2] From the date of signing this telework arrangement, the requirement for you to attend SW2000 office locations to carry out your duties includes attendance at your home-office.

 

3] You must read the SW2000 Telework Guidelines and comply with them.

Copyright © Noel Hodson, SW2000 Telework Studies, OXFORD, Tel 00-44- (0)1865-760994 email noelhodson@btconnect.com

 

 

4] Your home-office is a SW2000 micro-office and SW2000 have the usual responsibilities as your employer in and for that work location only at the times when you conduct SW2000 work in your home-office. Your home-office is only an authorised and approved SW2000 work location (a SW2000 micro-office) when it complies with the SW2000 Telework Guidelines.  To do so it must comply with any local, regional and national EU Health and Safety at Work rules, including any equivalents of the EU Health and Safety (Display Screen Equipment) Regulations and also the requirements of the EU Data Protection Act/s as stated in the Telework Guidelines.

 

5] If you are required by SW2000 during any period of telework at your home-office to attend a SW2000 central office or other SW2000 work location you will promptly travel to that location for the time or times required.  

 

6] Upon reasonable advance notice, you will give access to your home-office to SW2000 personnel who may need to visit your home-office to fulfil SW2000’s  legal obligations as your employer or to maintain your home office equipment.

 

7] This pilot telework arrangement will remain in force for 3 months from the date of signing at which time it will be reviewed and may be continued or discontinued at SW2000’s option for a total of 12 months from the start.

 

8] If you cease to work completely or stop teleworking for SW2000 for any reason, you or your personal representatives will immediately return all SW2000 equipment, furniture, files and data to SW2000 in compliance with the Telework Guidelines.

 

9] Either party can upon reasonable notice of not less than 14 days, revoke this telework arrangement and revert to traditional central-office attendance.

 

10] Any costs you incur in order to telework, other than costs agreed in writing and in advance by SW2000, are your own responsibilities and are not the responsibilities of SW2000.

 

11] SW2000 at all times reserves the right, upon reasonable notice, to define or redefine your place of work and your mode of working for SW2000 whether by telework methods, by traditional work methods or otherwise.

 

You are required to agree and to counter-sign this letter. You will retain a copy and a copy will be placed on your personnel file.      

 

Signed for SW2000 Human Resources

 

 

Signed by the teleworker

 

 

SW2000 HR Officer Name  ……………………………..

A N Teleworker  ……………………………..

Officer HRM SW2000

 

SW2000 Position

 

Date of signing  …………………..

Date of signing  …………………..

 

Copyright © Noel Hodson, SW2000 Telework Studies, OXFORD, Tel 00-44- (0)1865-760994 email noelhodson@btconnect.com

 

14.  Appendix D  Equipment from departmental budgets.

 

(see paragraph 5.1 above)

 

If teleworkers are equipped by their departments, they may receive the loan of equipment as required, including:

 

From SW2000 Information Technology Department:

q       A computer with access to the software and peripherals required for your work, including software loaded onto the computer for out-of-hours work, with:

q     Microsoft Office.

q     Outlook e-mail.

q     Intranet and Internet connections.

q     ISDN Card/Modem and connection via an Internet Service Provider (ISP).

q       Computer carry-case with SW2000 return-address tab.

q       Key fob or token or CODE that provides secure access to the SW2000 Network – with access code provided.

q       If a printer is needed - an ink-jet printer will be provided with ink cartridges, leads/cables and instructions.

q       Health & Safety approved long lead plug in mouse.

q       Health & Safety approved long lead plug in keyboard.

q       Health & Safety approved adjustable height computer stand.

q       For persons with a disability – appropriate technical equipment.

 

From Facilities Management and SW2000 Telephone Services

q       ISDN/DSL telephone line or a modem for your own home-telephone.

q       Telephone instrument.

q     Hands free head-set where required.

q       Display Screen Equipment  compliant work environment, smoke alarm and fire blanket/ fire extinguisher

q       For persons with a disability – appropriate furniture.

q       Fire proof filing drawer/s.

 

From your own department

q       Stationery – teleworkers must ensure they have paper, stapler, hole-punch, printer-ink etc and all other desktop items needed for their work.

 

 

Copyright © Noel Hodson, SW2000 Telework Studies, OXFORD, Tel 00-44- (0)1865-760994 email noelhodson@btconnect.com