Managing Alternative Work Arrangements
For all employees, especially those whose work cannot easily be done remotely (including hourly, limited work off site, and student workers), managers and employees should work together to develop a telework work plan to complete special assignments, projects, job-related reading, or training. See Baylor’s Telework Policy. In developing a telework or remote work plan, managers should be mindful of employees who may not have internet access or technology that can be used remote. Some training recommendations are included at the end of this message.
As a reminder, our employees have different jobs and responsibilities and the modifications we can make to their work will vary based on those differences. Options may include reallocating resources to shift the workforce in more critical areas of needed support, providing reduced work schedule as employees balance work and personal needs, or providing shift work or alternating schedules if work is need on site. There will not be one solution that works for or is right for everyone, and some individuals, due to the nature of their work, will be asked to continue to report to work.
Subject to the needs of the University, managers should consider flexible work arrangements such as having employees work on-site with reduced shifts (fewer hours or fewer days). This can be coupled with remote work assignments, including online training, for the time not spent on-site.
Managers may also find it useful to create shifts or rotate shifts to meet the demands of the employee and/or department for continued coverage of activities or needed on campus support.
Reallocation of Resources
When positions cannot be supported either in part or in whole, by remote work, managers may reallocate staff into departments or positions that have a need for additional personnel support. This may be within the same division or may be needed to support other areas of campus. Managers should reach out to their campus partners and work with their HR Consultant if looking to redeploy staff into other schools or divisions.
Use of Leave Benefits
For specific guidance on the use of leave benefits, please refer to the FAQs Employee Benefit updates provided by Human Resources. For assistance in applying the guidance to specific situations, please consult with your Human Resource Consultant.
We appreciate the burden that these significant operational changes place on our employees and thank you in advance for your cooperation. Your flexibility and support are indispensable as we move forward together as a community. Please contact your Human Resource Consultant for assistance in managing any employment-related issues.
Training, learning and development recommendations
As part of developing a remote work plan, managers should work with their employees to identify opportunities for both training and learning & development. Managers can review training records of their employees through Ignite and prioritize any past due trainings that would be available to complete now.
We also recommend checking out learning paths from our partners at LinkedIn Learning and RightNow Media at Work which provide development opportunities that all members of our Baylor community can access. Some managers may find it beneficial to start a professional development book study for engagement and learning activities while managing a remote workforce.
Remote work resources
- Tips for managing a remote workforce:
- Be sure your employee has proper technology to conduct work remotely;
- Be sure you have current phone numbers for contacting employees when needed;
- Be sure your employee has the connectivity needed to work remotely;
- Does your employee have a designated workspace that allows for minimal distractions during the scheduled work hours;
- Does your employee have headphones or earbuds to participate in conversations that require more privacy;
- Keep your scheduled 1:1 meetings with your staff for a check on work status as well as continued availability;
- Make sure you have designated a means for video conferencing and conference phone calls;
- Have your employees create a log of activities for the day so that you can address ongoing needs or shift work responsibilities if needed;
- Have employee set up call forwarding and know how to retrieve voice messages to remain accessible to contacts;
- Expect consistency in remote work schedules and ask staff to notify you when unable to work a regularly scheduled day.
- For managers seeking additional guidance on how to manage remote workers, we encourage you to use:
- Technology-related guidance and resources for telecommuting are available on the Keep Working page.