Best Practices for Telecommuting (COVID-19 Pandemic)

Working virtually is a new experience for many of us. Telecommuting is probably something many of us have thought about, but it has quickly become a reality for the Skidmore community in light of the current pandemic. Since this is a new way of working for the majority of the Skidmore community, we have assembled some tips and best practices to consider during this time.

Expectation Setting and Accountability:

• Supervisors are expected to be readily available by email or phone; clearly defined communications protocols should be in place for all team members so that team discussions and decisions may be facilitated.
• Expectations on service levels, projects, and assignments should be clear, and Supervisors should ensure that modes for mutual accountability are in place.
• Supervisors should work with employees to review or amend goals. Supervisors are expected to give feedback to employees on work progress on a regular basis as they would while on campus.
• It is strongly recommended that Supervisors hold virtual team meetings (or huddles) at least weekly during this time to ensure that team comradery and interaction continue and that projects stay on course.
• All team members must participate in virtual meetings and conference calls as scheduled.
• We are all required to enter time records into Kronos as we normally would. For non-exempt employee this means that daily hours must be recorded to ensure that payroll is processed correctly. For exempt employees, exception time such as sick or vacation time must be entered. Supervisors are responsible for approving time sheets in a timely manner.
• Non-exempt employees are not permitted to work overtime during this period when telecommuting. Supervisors are responsible for managing any requests for overtime in light of this expectation understanding that hourly telecommuters, as with all employees, remain subject to the Fair Labor Standards Act (FLSA) and similar state laws.
• Human Resources remains available to assist and support as we would when the campus is normally operating. Human Resources staff may be initially contacted by email. The HR Staff Directory contains contact information.

Environmental and Technical Considerations:

• Employees should be aware of their working environments and take necessary steps to work in a secure space that will minimize disruption and interruption. We are all committed to maintaining the same level of service for our students and stakeholders as we would if we were working on campus.
• Be Safe! Ensure that the working environment is free from hazards that may lead to unanticipated injuries.
• Employees should ensure that they have remote VPN access to enable work on the College network. Resources are available through Information Technology: (Windows) or (Mac)
• Employees experiencing issues with access, equipment, or other related technology, please contact the IT Help Desk (helpdesk@skidmore.edu or 518-580-5900).

Communication:

• All employees should remain engaged through email as they would while on campus. Emails should continue to be responded to in a timely manner. If you do not have Outlook installed on a laptop, you may access Outlook (and other Microsoft applications) through Office 365. More information may be found here.
• Actively participate through collaboration tools such as Zoom to engage with team members around the work day.
• When an employee is taking a scheduled break, or will otherwise not be available, they should ensure that the Supervisor, and other team members as appropriate are aware.
• In the event that an employee will not be working on a given day due to illness or other circumstances, the normal protocols related to Supervisor communication still apply, and timesheets should be submitted accordingly. Out of office functionality in Outlook should be utilized.

Remote Workplace Wellness:

• Employees should incorporate breaks and meals into their daily schedule as they normally would.
• Developing a work routine in the early days of telecommuting is important as it helps employees adapt to this new way of working while creating an environment conducive to concentrating and successfully accomplishing work tasks.
• Create a dedicated work space, supplied with everything that is needed for a day at work within the home. We understand this may be challenging based on our individually unique situations, but employees should do the best that they can to create the best working environment possible.
• If you are sick, take sick time. We want sick employees to focus on their own health and on getting better.
• Do not lose sight of professional development opportunities. In consultation and collaboration with their Supervisors employees may wish to explore online professional development opportunities.
• Take moments as a team to celebrate. We are all still committed to the College’s mission and the important work that we do each day positively impacts students and each other.