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TELEWORKING: Productivity over Presence

TELEWORKING: Productivity over Presence. State Purchasing’s Story. What is Telework?. Summary of telecommuting trends:. Regular work-at-home, among the non-self-employed population, has grown by 140% since 2005, nearly 10x faster than the rest of the workforce or the self-employed.

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TELEWORKING: Productivity over Presence

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  1. TELEWORKING:Productivity over Presence State Purchasing’s Story

  2. What is Telework?

  3. Summary of telecommuting trends: Regular work-at-home, among the non-self-employed population, has grown by 140% since 2005, nearly 10x faster than the rest of the workforce or the self-employed. 4.3 million employees (3.2% of the workforce) now work from home at least half the time. Forty percent more U.S. employers offered flexible workplace options than they did five years ago. Still, only 7% make it available to most of their employees. 50% of the US workforce holds a job that is compatible with at least partial telework and approximately 20-25% of the workforce teleworks at some frequency 80% to 90% of the US workforce says they would like to telework at least part-time. Two to three days a week seems to be the sweet spot that allows for a balance of concentrative work (at home) and collaborative work (at the office).

  4. Background • Buildings • Aging • Costly • Growth • Teleworking • Structure? • Technology? • Roll-out?

  5. Can this work? How do we make this happen? PILOT • Understand the Culture • Research • Private Sector • Public Sector • City of Nashville • State of Washington

  6. PILOT • Process Review  Process Improvement • Why do we do it that way? • What might not work? • Performance Management • Metrics • Space Utilization • What are we doing with all our space? • “MySpace”

  7. Division of Purchasing Teleworking Pilot

  8. The Processes • Internal Process Review WHY? • Solicitations, Contracts, Signatures • Print vs Paperless • Do more with less • Roles and Responsibilities • Front Desk

  9. The Technology • Hardware • Laptops • Phones • Software • Google Suite • Gmail • Hangouts • Meets • Team Drive • Adobe • DC Licenses • Signatures • E-Sign • Avaya Softphone

  10. The Metrics ORIGINAL METRICS • Attendance at weekly staff training meetings • Conduct solicitations following the Utah Procurement Code • Improve efficiency and effectiveness of operations • Improve Customer Relations TELEWORK METRICS • 24-hour response time • Issues with solicitations due to lack of Utah Procurement Code knowledge • Time of processing contracts to review within Purchasing • Proactive resolicitation of Cooperative Contracts to prevent lapses • Completion of solicitations based on process metrics dashboard

  11. The Metrics TELEWORK METRICS • 24-hour response time • Issues due to lack of Utah Procurement Code knowledge • Processing contracts to review within Purchasing • Proactive resolicitations of Cooperative Contracts to prevent lapses • Completion of solicitations based on process metrics dashboard

  12. The Now • 83% Participation • 26 of 29 employees • 6 are 5-dayers • Investment in new technology to further support • Headsets • Soft Phone • Meeting Owls • Teleconference room • Decrease in overall sick days used • Increase in overall productivity • Increase in deliberate communication

  13. The Now Quarterly Team Building Activities

  14. Productivity over Presence Teleworking

  15. Culture • Presence does not mean productivity • Tsunami • Consider the shift in the workforce • Find the Champions • Implement in phases • Everyone is a teleworker

  16. “Great managers manage outputs, not what seat someone is sitting”

  17. Technology What do you already have Need vs Want Culture

  18. Pilot Closeout • Teleworking is a benefit, but it’s not for everyone • Management style changes • Deliberate Communication is key • Make expectations clear • Chained to the desk • Physical proximity does not equal • Productivity • Collaboration • Connectivity

  19. Jeff Mottishaw • Former Director, Division of Fleet, DAS • Senior Consultant, GOMB • Telework Enterprise Program • Roll-out of Telework across State Agencies systematically • Develop metrics • Train on available tools • Support the culture • jeff@Utah.gov

  20. “If government is about service, then government must change with those it serves.” -Marilee Richins, Deputy Director, DAS

  21. Questions? Windy Aphayrath Assistant Director State of Utah, Division of Purchasing waphayrath@Utah.gov 801.538.3097

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