Understanding the Hybrid/Virtual Work Arrangement
On-site Work Behaviors
Returning to the office environment on a full-time or hybrid basis will require behavioral changes for teammates. Teammates are required to adhere to current masking requirement and physical distancing guidelines.
Workstations currently exist with 6 feet of distance between them. When leaving a shared workspace at the end of a shift, teammates should wipe down the work area using company- provided infection prevention cleaning products.
Use of Shared Spaces
Teammates are encouraged not to bring in or leave personal belongings when utilizing a workspaces that is shared by multiple teammates working hybrid schedules. Food smells that may be unpleasant for others should be avoided. Additionally, teammates working hybrid schedules and sharing a common workspace should discuss schedule expectations with one another and their leaders and adhere to agreed-upon expectations. Honoring work schedules and infection prevention protocols demonstrates respect for fellow teammates.
Virtual Meetings in Shared Spaces
When attending a virtual meeting from a shared space, teammates should use headphones or earbuds and should be mindful of voice volume so as not to disturb others. If private phone booths are available, teammates are encouraged to use these spaces when attending virtual meetings. When using webcams, teammates should also be aware of their backdrop. Neutral and quiet spaces should be utilized and the angle of webcams should be adjusted in consideration for others in the workspace.
Privacy and Confidentiality
Privacy of information in shared workspaces is of paramount importance. When accessing confidential information on a computer in a shared/public space, teammates should always lock their computer when walking away from their workspace, consider the use of a computer privacy screen, and update computer screen timeout settings. All policies that apply to computer usage and document management when working on-site also apply to the virtual environment. Due to the requirements around appropriate destruction of printed documents, it is recommended that teammates do not print PHI/PII when working remote.
Virtual Work Behaviors for Teammates
Working virtually requires respect on the part of the leader and the teammate. While leaders should trust their teammates to work hard, teammates should hold themselves accountable to meeting expectations in a timely and effective manner. There are many practices that teammates can utilize to ensure they remain productive team members.
Establishing a schedule is important for staying on top of tasks and expectations. Many resources exist for managing schedules, projects and tasks. Finding the tools that work, utilizing those tools consistently, and maintaining a current online calendar and making leaders aware of those tools creates accountability and trust.
Working Out Loud
Leaders of teammates working virtually do not have the opportunity to observe work practices and outcomes firsthand. Teammates should regularly communicate their activities and progress with their leaders and fellow teammates. Establish a regular schedule and practice for providing updates that are timely and meaningful.
Creating a Physical Workspace
Establishing a physical workspace that is only designated for work will result in greater focus and productivity. This also demonstrates to others that teammates are in work mode. Removing distractions from the area will increase productivity. Additionally, by establishing a physical space dedicated to work, teammates can physically separate themselves from the work at the end of the day promoting work life balance.
With many meetings and conversations taking place via video calls, teammates should assess their surroundings. Try to keep backgrounds neat and clutter free or use a virtual background and be aware of background noise such as lawnmowers, contractors, pets and children. Remember to use the mute button when not speaking to avoid feedback.