Yes, Virginia – They Really are Working

Remote Supervision of Employees

LSC Technology Initiative Grant ConferenceAllyson2

January, 2009

Our Roadmap

What is remote supervision? The challenges Why it is an inevitable shift Technology tools Staffing considerations Policies that work

What is Remote Supervision?

Any situation where the supervisor is supervising a staff member who is working from another physical location - A senior attorney with expertise in a subject

matter supervises a junior staff member in another office

Supervision of a staff member who works from home – either full-time or occasionally

Supervision of a circuit riding attorney Remote interns

What are the challenges of supervising someone working off-site?

(Or reasons why your Director thinks it is a bad idea.)

Challenges

How do you really know the employee is working? (A trust issue)

How do you track productivity? How do you encourage collaboration

between on-site and off-site employees? Will this increase my supervision work? How do you know the employee is wearing

clothes?

Of course, there are challenges to supervising on-site employees as well…………

It is an Inevitable Shift

Inevitable Shift for Employees Meet generational expectations of

younger work force Attract and retain the best staff Save on commuting and relocation

costs (and it’s green too!)

Inevitable Shift for Employers

Save on office overhead costs Accommodate part-time workers and

offer flexibility Challenge can actually be boundary issue

for employees Provides opportunities for partnerships Offer after-hours intake

Technology Tools to Facilitate Remote Supervision

Computer (cat and coffee pot optional)

“Must Have” Tools

High Speed Internet Connection (reliability, speed, mobility, cost concerns)

Telephone Access to shared files via:

Direct Connection to Network (VPN), or Web-Based Applications

Critical Tools

• Instant Messaging System – Can give off-site workers

that “just down the hall” feeling of presence

– Encrypted vs. not

Critical Tools…….

Legal Meetings/GoToMeeting Employee task training Use for collaborative work on documents Meetings that require demonstrative materials Remote employee “surprise” party

Critical Tools . . .

Project Management Software – use to track projects and as a communication tool Central Desktop (www.centraldesktop.com) Basecamp (www.basecamp.com) Microsoft Sharepoint Resources on www.lsntap.org on project

management tools

Project Management Software is a: Tool to set clear expectations regarding

performance by employees Tool to track deadlines Tool to track tasks and check-in when

meetings are not practical Tool to build network for employees in

different offices within the agency working on the same projects

Example - Central Desktop has: Ability to create, share and replicate task lists Ability to create on-line documents and share

documents that can be edited by all workspace members

Ability to track versions of a document Ability to capture discussions instead of

losing them in email

MLSA examples of using Central Desktop for supervision and collaborative work: Track status of repetitive tasks, like setting up

Board meetings, scheduling annual training, or administrative deadlines

Use on-line document to capture issues for meeting agendas, or supervisory reviews

Use Discussions and on-line documents to supervise short-term interns based on Reservations

More MLSA examples:

Use to coordinate group projects, like MLSA Green Team, MLSA Community Outreach Project or MLSA Forms Project.

Provide for knowledge transfer between employees when there is turnover – gives electronic vehicle for keeping notes, tasks, web links, and research all in one place for project.

Important Tools

• Web Cams/Video Conferencing– Important for non-

verbal communication

– And to make sure staff is still bathing

Other Important Tools . .

Social Networking Twitter, Yammer

Training, training, training Tracking Software (we do not recommend) Others????

Staffing Considerations

Characteristics of a Good Remote Employee

Have work that is portable Take initiative when a task needs doing Highly self-motivated and self-disciplined Highly organized Able to set own priorities and boundaries Do not mind working in isolation sometimes

Can set up a workable home office space Not need much immediate supervision and

feedback Are effective communicators in writing and by

phone

Characteristics of a Good Remote Employee

Characteristics of a Good Remote Supervisor Sets clear expectations regarding

performance Available by phone, IM or email Sets regular meetings to go over tasks,

deadlines and check-in Can be flexible when appropriate Builds network for employee within the

agency to combat isolation of off-site work Focuses on office communication

Remote Supervision Policies

Remote Supervision Policies that Work

Set clear expectation for employees (including the hours they will be working and reachable)

Set clear supervision expectations for managers

Off-Site Work Policies for Success Set clear policies on file and equipment use

and security Dedicated and program managed equipment (no

kids allowed) Clear policies on data management and back-up Keeping the data on your network and not on the

remote laptop or desktop makes security and back-up easier

Policy Examples

Sample hiring letter for off-site worker Sample electronic communication protocols Sample policy on setting up on-line office LSC/Flexiplace Policy

Questions? Let’s discuss!

Thank you!

Alison Paul, Deputy Director

Montana Legal Services Association

apaul@mtlsa.org Allison McDermott, Deputy Director

Pro Bono Net

amcdermott@probono.net

****All Photos courtesy of flickr.com, used with permission under a creative commons license. Except for on-site employee desk photo, that one came from MLSA. Really.