Emergency Telecommuting Guide

Emergency Telecommuting A quick-start guide to working well in a crisis – from wherever you are Debra A. Dinnocenzo Custom version prepared for exclusive use ofPurchase and/or download of this e-book implies your agreement to use it forsingle-person use only. It cannot be duplicated, transmitted, shared, or madeavailable for download by multiple users without written permission of the author.

Contents START HERE! .............................................................................. 4 CRITICAL ELEMENTS ................................................................. 4 STEPS YOU NEED TO TAKE FIRST .......................................... 4 GETTING STARTED .................................................................... 6 FOCUS .......................................................................................... 8 WORK WELL IN A GOOD WORK SPACE ................................ 11 WORK WELL WITH YOUR FAMILY .......................................... 14 WORK WELL WITH YOUR TEAM ............................................. 16 WORK WELL WITH TOOLS & TECHNOLOGY ........................ 19 SUMMARY .................................................................................. 21 APPENDIX A - TELECOMMUTER SELF-ASSESSMENT ........ 22 APPENDIX B - FOCUS .............................................................. 24 APPENDIX C - HOME OFFICE SAFETY CHECKLIST ............. 25 APPENDIX D - VIRTUAL MEETING CHECKLIST .................... 25Emergency Telecommuting 2© Copyright 2011, VirtualWorks!

Introduction Serious weather or civil emergencies…a pandemic or other community health concern…an actual or threatened terrorist event…these are all increasingly realistic and probable reasons why a quick-start approach to telecommuting is a key business continuity strategy that every organization must know – and be ready to implement now! Thoughtful planning and careful preparation for a telecommuting implementation is the ideal approach. But the reality is that many organizations and employees will not be prepared when the need to telecommute comes unexpectedly or sooner than was planned. For those organizations and circumstances, Emergency Telecommuting provides the just-in-time information and critical action steps needed. If you or your workers are stuck at home or another remote location - and work needs to continue - youll find the help you need from technology and this guide. If you‟re the leader of a team that is suddenly a spur-of-the-moment virtual team and yet you need to continue progress on a project, continue to support customers, or continue to provide critical resources to internal or external partners, you‟ll find the tools you need here to keep your team focused and productive. Emergency Telecommuting provides guidelines to quick-start solutions for teleworkers and their teams working together from a distance under emergency conditions. The objective is to make the emergency telecommuting situation as productive as possible, in light of limited resources and possible limited access to key information or personnel. The strategy is to work with what‟s available, be creative and proactive, and focus on continuing to get work accomplished.Emergency Telecommuting 3© Copyright 2011, VirtualWorks!

START HERE! ! CRITICAL ELEMENTS Do you have:  Electric power?  Heat or air conditioning?  Internet access?  Telephone service?  E-mail capability? Before settling in to work, you‟ll need to evaluate if any of these critical elements are not operational. If so, you may need to find an alternative work space or supplemental technology resources to be productive.  Steps you need to take first:  Read this e-book and identify what is possible for you do to with the resources available to you now.  Focus on your top priorities, objectives, goals, deadlines.  Determine the best place you have available to work.  If you live with other people, agree on “ground rules” while you‟re working.  Be in touch with your team, partners, clients, colleagues as needed and as possible.  Figure out which technology tools you have available and are best to use for the work you must accomplish. See the following sections of this e-book for additional information on each of this points to help you get started now!Emergency Telecommuting 4© Copyright 2011, VirtualWorks!

Getting Started  Begin by letting go of what you DON’T have in terms of: o resources; o work space; o technology tools; o network options; or o ideal circumstances.  Focus instead on:  what you CAN do;  how you CAN work best with what‟s available to you;  how you CAN overcome obstacles and distractions; and  how you CAN achieve the necessary results under less-than- desirable circumstances. “Success comes in cans, not in cannots!”® Used with permission. Joel Weldon & Associates, Inc. http://www.SuccessComesInCans.comEmergency Telecommuting 5© Copyright 2011, VirtualWorks!

Bearing in mind that many successful telework programs have been well planned and monitored for effectiveness, emergency telework is often implemented on an as-needed, just-in-time, flying-by-the-seat-of-our-pants basis. Not the best situation for resounding success, right? Right! But that‟s probably about where you are if you‟re reading this and needing to know…. How should I get started? If you want (and have time) to begin with some introspection, jump to Appendix A and complete the Telecommuter Self-Assessment. To complete the online version, go to: Telecommuter Self-Assessment Any “False” responses in the Self-Assessment indicate areas of potential difficulty that may impact your productivity while teleworking. Keep these in mind as you approach your telework, and give special attention to eliminating these obstacles or anticipating problems that may occur. Look throughout this guide for particular tips that will help you with any potential areas of concern. If you need to just get started tackling your workload today, return to the Telecommuter Self-Assessment at a later time. The beginning is the most important part of the work. — PlatoEmergency Telecommuting 6© Copyright 2011, VirtualWorks!

Now that you‟ve accepted your less-than-ideal situation and thought about possible problem areas – and since the need to get moving on the tasks at hand is pressing upon you – let‟s explore the critical keys to your success as an emergency teleworker:  Focus  Work well in a good work space  Work well with your family  Work well with your team  Work well with tools & technologyEmergency Telecommuting 7© Copyright 2011, VirtualWorks!

 Focus The most important first step you can take is to be extraordinarily focused on your primary objectives, goals, and tasks to be completed….in general, the work you need to accomplish during your day or extended emergency time. See Appendix B for a targeted approach to your immediate focus. It‟s important to identify:  Your TOP PRIORITIES.  Your specific desired or required ACCOMPLISHMENTS, e.g., completed tasks, deliverable results, needed output.  Your targeted ACTIONS necessary to achieve your results.  The REWARD you‟ll attach to completion of targeted accomplishments. With your mindset on FOCUS, you‟re less likely to fall into „time waster traps‟ that can quickly erode your productivity while teleworking. Of course the traditional office is a landmine of time wasters, but we needn‟t replicate that problem when telecommuting. To avoid negative impact on your productivity from time wasters, be conscious of the risk you run of spending too much time on things like: Reading the newspaper Playing computer games Exercise Watching TV (unless you work for QVC or a television station) Household chores (which can become amazingly attractive as an alternative to work!) Talking with neighbors and/or family members Personal phone calls Surfing the Internet Handling personal mail and other administrative tasks Running „quick‟ errands Snacking/eating/snacking/eating/snacking/eatingEmergency Telecommuting 8© Copyright 2011, VirtualWorks!

Use some of these potential time wasters as rewards for completion of your targeted accomplishments. Telework doesn‟t have to be all work and no fun! – like everything else, it‟s the balance that‟s important. While FOCUS is critical to success in any job or situation, it is especially important when working remotely from your team and/or working in a crisis situation. Having a commitment to focus also helps you overcome distractions that are common to the telework environment (whether you are working at home, in a coffee shop, while traveling, or in a shared office environment such as a telework center). We all know that the traditional workplace is full of tempting distractions, such as opportunities to talk with people and the coffee area which seems to have a magnetic pull on you – along with not-so-tempting but still productivity-sapping distractions such as people calling, dropping in to see you, meetings, extended lunch times, general socializing, and more time taken for breaks than needed. Avoid replacing these on-the-job distractions with a different set of distractions while telecommuting. Particularly when working from home, it‟s important to manage distractions by:  Adhering to your regular work schedule.  Evaluate and accommodate interruptions based on the seriousness and urgency of the matter. (If the situation is serious AND urgent, it‟s probably wise to give it your attention. If it‟s serious and urgent enough that you‟d address it even if you were in your typical work environment, you should do the same now.)  Ignoring those things that you wouldn‟t normally handle during a typical work day, e.g., laundry, dirty dishes in the sink, television, music, personal phone calls, etc.  Minimizing interruptions by family members. (More on this later.) Concentrate all your thoughts upon the work at hand. The sun’s rays do not burn until brought to a focus. — Alexander Graham BellEmergency Telecommuting 9© Copyright 2011, VirtualWorks!

At the same time, it‟s important to take care of your personal well being by managing your energy and working in a healthy manner. Do this by:  Remembering to stop for breaks, get up from your work space occasionally to stretch or walk briefly, avoid sitting for long periods of time (particularly when hunched over a computer).  Stopping to eat regular meals.  Keeping yourself hydrated with healthy beverages (like water).  Maintain good posture and a productive work area. (More on this later.)  Focus RELATED RESOURCES e-Booklet How to Bring Focus to Your Life and Your WorkEmergency Telecommuting 10© Copyright 2011, VirtualWorks!

 Work well in a good work space While your work space may not be ideal or circumstances optimal when you‟re telecommuting unexpectedly or in a crisis situation, there are some steps you can take to create that will lead to improved productivity. We‟ve already addressed some of the keys to working well: plan your work through focused goal setting; avoid bad habits that waste time; embrace healthy habits that improve energy and good work practices; and minimize distractions that erode your focus and productivity. Aside from the mindset and work habits you bring to your emergency teleworking, it‟s also important to create the best work space possible with limited time and resources to prepare. Whether you are working from home, in a hotel, from a temporary office space or in some other non-traditional space, keep in mind these guidelines for creating a productive work space and as much as possible strive to:  Work in an area with appropriate lighting. A good balance of ambient (bright, indirect rooming lighting) and task (direct light on your work space) lighting is best.  Set the temperature to a level that keeps you alert and comfortable, with a good supply of fresh air.  Utilize a good chair, e.g., ergonomically designed for the type of work you‟re doing and adjustable for different heights and angles.  Incorporate a work surface into your work area that is the appropriate height for your computer.  Utilize a headset if you will be spending significant amounts of time on the phone. Your emergency telework situation may require that you work from home. In this case you‟ll need to decide on the best location for setting up your temporary office arrangement. If you already have a dedicated space for working at home, you should ease right into this. If, however, you don‟t typically work at home, you‟ll need to identify your options and quickly „set up shop‟ so you‟ll be productive in short order.Emergency Telecommuting 11© Copyright 2011, VirtualWorks!

If you can‟t utilize a dedicated space, consider the best option for the „shared‟ spaces that are available to you. But keep in mind that some areas that are frequented by family member (or noisy pets) may not be conducive to your telework needs. You‟ll want to achieve as many of the factors identified in the guidelines above, while being sensitive to the intrusion and noise implications of your choice. If you live with other people who will be home while you‟re telecommuting, it will be important to create the privacy, quiet, and ability to focus that you‟ll need to work productively. While the kitchen table might seem comfortable, it won‟t be helpful if your kitchen is the social center of your home with lots of noise and interruptions. Again, you‟re looking for the optimal combination of desirable factors, so consider rooms with the least amount of „people traffic‟ and noise. If you need to move a table and chair into a bedroom so you can close the door to work, that might be your best option. Or if you can commandeer the dining room with relative quiet and minimal interruptions, that could work for you. When all’s said and done, all roads lead to the same end. So it’s not so much which road you take, as how you take it. — Charles de LintEmergency Telecommuting 12© Copyright 2011, VirtualWorks!

While telecommuting in the midst of a crisis or other unplanned situation doesn‟t give you much time for planning and set-up, it‟s also important to keep in mind the need for creating a safe work environment. Many of the basic safety guidelines applicable to traditional office environments are relevant to your home office, as well. Since your time to prepare and consider these concerns will be limited, here are some quick guidelines to keep in mind:  Be careful not to overload electrical circuits.  Avoid excessive use of extension cords and power strips; when using these, avoid creating tripping hazards for yourself and others.  Avoid stacking or scattering things on the floor that could cause you or others to trip.  Use power-surge protectors where possible.  If children are present, be sure that access is restricted to your computer and other work-related resources, for the safety of any child(ren) and for your own productivity. (Recovering from a spill on your laptop creates a definite slow-down in your work!) For more detail on safe work practices for telecommuting from home, see Appendix C (Home Office Safety Checklist).  Work well in a good work space RELATED RESOURCES Booklet: Tips for Teleworking Effectively in Your Home Office Mini book: Working Well in Your Home OfficeEmergency Telecommuting 13© Copyright 2011, VirtualWorks!

 Work well with your family While you would typically pre-plan the telecommuting arrangement with your family and ensure a solid understanding of what‟s involved, emergency telework will not allow for that. So if you‟re working from home with family members present, it will be important to have some quick discussions. Here are some key points to discuss with your family as soon as possible when your begin working from home: 1. Explain what you‟ll be doing and what support you‟ll need from them to work effectively. 2. Discuss possible distractions/interruptions that could occur and agree on what is/is not an acceptable reason for interruptions. 3. Agree on the best way to interrupt you. Generally, yelling “MOM” or “DAD” should be seen as unacceptable. 4. Explore the best work site for you and agree on where you‟ll be working, along with the necessary level of quiet you‟ll require. 5. Clarify your work hours and expectations about your level of accessibility and flexibility to be interrupted during these times. 6. Confirm how childcare will be handled and what, if any, role you‟ll have in that. (Some types of emergency situations result in children being home from school while parents are home and needing to work. Whatever the circumstances – and however difficult or challenging they may be – it‟s best to discuss and agree on expectations at the outset. You may need to exercise some creativity if telework is new to your family. This is especially true if young children are present since they will likely think thatEmergency Telecommuting 14© Copyright 2011, VirtualWorks!

you‟re home just to play with them! So working in an area where you can close a door between you/your work and other household activities will be very beneficial. Making a quick & dirty sign stating: AT WORK – PLEASE DO NOT INTERRUPT! may also be useful. Mutually agree on a „fun‟ way to interrupt you if necessary, e.g., ring a bell, sing a quiet song, etc. Younger children (who have not yet reached the age of reason) will require more attention and explanation, while older children may happily ignore you for hours at a time! Some of these guidelines are also applicable to family circumstances where elder care is an issue. Again, be clear about your needs and expectations, discuss and negotiate early, and touch base periodically to ensure that things are going well for everyone involved. Creativity involves breaking out of established patterns in order to look at things in a different way. — Edward de Bono  Work well with your family RELATED RESOURCES Booklet: Tips for Teleworking Successfully while Managing Family Issues Mini-Book: Working Well with Your FamilyEmergency Telecommuting 15© Copyright 2011, VirtualWorks!

 Work well with your team Depending upon the circumstances that created the need for emergency telecommuting, there could be varying degrees of contact with your team members. It‟s possible that you will work primarily in a „solo‟ capacity due to communication obstacles or the nature of your work. On the other hand, it‟s highly likely that there will be a need to be in frequent contact (in spite of obstacles) with colleagues, team members, your boss, external partners, customers, or suppliers. To avoid a breakdown in both communication and trust during this challenging time, it‟s vital that you make every effort to:  be responsive and prompt in your follow-up with others.  initiate contact with others to keep lines of communication open.  use various methods to keep in touch, e.g., phone, e-mail, text, chat.  be proactive in resolving problems, clarifying needs, and facilitating collaboration. Situations may arise that require new ways to handle tasks or solutions to unique problems. Staying focused on creative work-arounds and positive approaches will go a long way toward helping the entire team face the challenges of working under stressful circumstances and maintaining the best levels of productivity. In handling situations that require problem resolution, use these guidelines in fostering agreement on action: 1. Clearly state the needs and expectations. 2. Explain why they‟re important and the consequences of not meeting them. 3. Describe how the agreement will look when it‟s operating as needed. 4. Ask about issues, concerns, additional information.Emergency Telecommuting 16© Copyright 2011, VirtualWorks!

5. Listen, reflect, discuss, summarize periodically. 6. Mutually agree to parameters, requirements, resolutions. 7. Summarize and document agreements; communicate to others as needed. You may be involved in a variety of virtual meeting during your emergency telework stint. While good planning is a critical part of virtual meeting success, it‟s possible that your meetings may be more „on the fly‟ types of meetings under these circumstances. These are likely to be teleconference meetings, although it‟s possible that webinar or videoconferences might also be in the mix. While you can reference complete guidelines for planning, conducting, and following up to virtual meetings in Appendix D, more impromptu meetings with limited time for planning will require that you at least keep the following in mind:  Encourage everyone to introduce themselves at the beginning of the meeting and identify themselves whenever they speak (except for video/net conferencing or well-established teams whose voices are recognized by everyone).  Establish expectations for involvement by all participants (periodically pause to summarize and ask for questions, discussion, clarification).  If time permits, distribute any visual or graphic resources in advance (via e-mail, fax, Internet, etc.).  Remind everyone to speak slowly, clearly and in the direction of microphones or speakerphones, and to request that something be repeated if not heard clearly.  Suggest that participants use the “Mute” button on their phones to eliminate background noise that might be disruptive to a virtual meeting.  Keep to the schedule if one was established.  Summarize action items and timeframes. Agree on next steps, responsibilities, and required follow-up.Emergency Telecommuting 17© Copyright 2011, VirtualWorks!

Hopefully you have an emergency plan in place that establishes a clear communication network with your colleagues. In some emergency situations, however, even these plans are thwarted by network issues, power outages, or destruction of infrastructure. In other cases, people may be inaccessible for a variety of reasons. Whatever the circumstances under which you are working, follow any procedures that have been established, and make every effort to communicate with the colleagues and contacts with whom you must work.  Work well with your team RELATED RESOURCES Book: How to Work Together From a Distance Booklet: Tips for Teleworking Effectively with Your Remote Team Mini-Book: Working Well with Your Team Dont dwell on what went wrong. Instead, focus on what to do next. Spend your energies on moving forward toward finding the answer. — Denis WaitleyEmergency Telecommuting 18© Copyright 2011, VirtualWorks!

 Work well with tools & technology In a well-planned telework implementation, great care is taken to ensure that telecommuters have access to all of the tools, technology, and information resources needed to work effectively and maintain productivity. Under the best of circumstances in emergency situations, things are not perfect. As a result, it‟s possible that you don‟t have the desired complement of technology resources or the necessary access to network/information resources. When these difficulties and challenges are present, it‟s up to you to work within the guidelines established (if some pre-planning was given to the possibility of emergency telecommuting). At the same time, you may need to find creative ways to access information, collaborate with other to obtain resources you need, or focus on the things you CAN do vs. the obstacles that you face. Here are a few things you can attempt to do with regard to technology: In times of crisis, establishing basic telephone contact with people is important. If possible, arrange to have your work phone forwarded to either your home phone or cell phone. This helps you maintain contact with colleagues and customers, as well as others with whom you work in the course of your job. Utilize voice mail, e-mail, chat, text messaging to supplement telephone communication. Collaborate with colleagues or clients by using online meetings. Use remote access technology to access work computer and servers. Take care to safeguard information resources you access remotely or have in your possession. Security of information is an important issue you‟ll need to manage while teleworking under emergency conditions. Also remember to follow established protocols for backing up information on your computer. While normal network back-up tools may not be available, consider alternatives you can utilize.Emergency Telecommuting 19© Copyright 2011, VirtualWorks!

As for other tools and resources you may need, this is a function of the nature of your job, the length of time you are on emergency telecommuting status, and the level of access you have to other technology resources and information sources. Identify the tools and technology you need, and consider either creative ways to acquire them or alternatives you can utilize that allow you to continue being productive. For a detailed list of resources that telecommuters often list as resources they utilize, visit: Telecommuting Resource Center Technology does not run an enterprise, relationships do. — Patricia Fripp  Work well with tools & technology RELATED RESOURCES Booklet: Tips for Teleworking Wisely with Technology Mini-Book: Working Well with Tools and TechnologyEmergency Telecommuting 20© Copyright 2011, VirtualWorks!

Summary Without a doubt, telecommuting is on the rise and is a mainstream business strategy in non-emergency situations. This has resulted from greater awareness, combined with significant proliferation of low-cost technology tools that enable increased access from off-site locations. For these reasons, as well, telecommuting is increasingly a response to business continuity needs in emergency situations, and you are likely to experience it in the face of one type of crisis or another. In cases of inclement weather or extreme situations such as a hurricane, tornado, or earthquake, the road to work may be blocked – but you can still work through emergency telecommuting. Terrorist incidents or alerts may preclude you from accessing the workplace, but remote access allows the flow of work to continue. Health emergencies, such as a pandemic or even a particularly nasty flu season, could find you healthy at home once schools have been closed or government officials limit commuting. By utilizing these guidelines for emergency telecommuting, you can now stay better connected to co-workers, maintain your productivity, and keep customers satisfied in spite of obstacles to the business-as-usual ways of working. Being proactive and having an at-hand plan of action will prepare you to successfully meet the challenges of working when emergency telecommuting is required. RELATED RESOURCES Book: 101 Tips for Telecommuters Booklet: Guide to Building Virtual Teams Booklet: Foundations of Trust for Virtual TeamsEmergency Telecommuting 21© Copyright 2011, VirtualWorks!

Appendix A TELECOMMUTER SELF-ASSESSMENT Put a check mark next to all those that apply to you. If you are thinking about becoming a TELECOMMUTER SELF-ASSESSMENT telecommuter, consider whether any of those you do not check will create a barrier to your success as a telecommuter or will require extra effort on your part to overcome a potential obstacle. If you are already telecommuting, use this checklist to identify any areas of difficulty that are detracting from your productivity or satisfaction as a telecommuter. Personal Traits/Preferences I believe I:  enjoy working independently.  like to think through and resolve problems myself.  am a high initiative person.  am not a procrastinator.  can set and stick to a schedule.  like to organize and plan.  am a self-disciplined person.  am able and willing to handle administrative tasks.  can balance attention to major objectives and small details.  do not need constant interaction with people.  can work effectively with little or no feedback from others.  enjoy being in my home.  do not need frequent feedback or coaching from my boss.  have the required level of verbal and written communication skills.  can pace myself to avoid both overworking and wasting time.  can resist a refrigerator that’s only a few steps away. Job Appropriateness My job:  requires minimal face-to-face interaction.  involves many responsibilities that can be met by phone, fax or modem.  accountabilities can be quantified, measured and monitored.  affords me the freedom to manage my work as I see best.Emergency Telecommuting 22© Copyright 2011, VirtualWorks!

 does not require frequent interaction with work associates.  involves co-workers who are supportive and collaborative. Home Office Space/Environment I have a space for my home office that:  has Internet access and available desktop computer and/or laptop  has an adequate amount of work space for my current needs.  would provide opportunities for future expansion.  has an adequate amount of storage space.  has provides adequate lighting.  has sufficient ventilation.  has a safe number of electrical circuits.  is quiet enough to allow me to concentrate.  provides appropriate separation from home/family distractions.  is a pleasant and comfortable space I’d enjoy working in.  is a reasonable distance from needed business services.  no zoning or lease restrictions that preclude telecommuting.  adequate insurance coverage to protect business equipment. Family Support My family:  is supportive of my desire to telecommute and will react positively.  is willing to minimize distractions and interruptions.  will not require care or involvement from me during work hours.  can accept my need to focus on work during business hours.  is stable and has no relationship conflicts that would be distracting. For a more in-depth assessment of telecommuter capabilities and opportunities, see:Emergency Telecommuting Telecommuter Assessment Profile 23© Copyright 2011, VirtualWorks!

Appendix B Excerpted from: FOCUS: A THREE-PART APPROACH by Debra A. Dinnocenzo DAILY FOCUS Decide which daily planning process is best for you. If you’re not sure, at a minimum, start with a blank piece of paper (or a new document on your computer). Be sure to put in writing your prioritized ‘To Do’ items for your next workday. It’s a simple step, but all the great journeys begin with one! To get more specific, determine the: 4 Top Priorities In Your Current Work. 1. _____________________________________________________________ 2. _____________________________________________________________ 3. _____________________________________________________________ 4. _____________________________________________________________ 3 Specific Accomplishments Targeted For Your Next Work Day. 1. _____________________________________________________________ 2. _____________________________________________________________ 3. _____________________________________________________________ 2 Actions You Must Take To Complete Your Accomplishments. 1. _____________________________________________________________ 2. _____________________________________________________________ 1 Reward You’ll Attach To Completion Of Targeted Accomplishments. 1. _____________________________________________________________ Excerpted from “101 TIPS FOR TELECOMMUTERS: Successfully Manage Your Work, Team, Technology and Family” by Debra A. Dinnocenzo (Berrett-Koehler Publishers, San Francisco, CA) Additional information/resources: www.virtualworkswell.com How to Bring Focus to Your Life and Your Work (e-bookiet)Emergency Telecommuting 24© Copyright 2011, VirtualWorks!

Appendix C Home Office Safety Checklist  Aisles/walkways clear of boxes, chairs, wastebaskets, etc.  Files not top-heavy (with empty drawers on bottom, full drawers on top).  Boxes papers, files, books not stored on top of cabinets, files, windowsills, equipment.  First aid kit easily accessible.  Equipment turned off when not in use.  Restricted access to equipment (paper cutter, utility knife, etc.) potentially harmful to children.  Pencils pointing down in pencil holders.  Availability of ladder or appropriate step stool.  Phone numbers for local emergency services posted on each phone.  Electrical cords in good condition (e.g., not frayed).  Electrical cords located away from heating sources and working/walking areas.  Electrical equipment located away from water source.  No use of unnecessary, inappropriate or excessive numbers of extension cords.  All electrical equipment and appliances grounded (e.g., use of three-pronged plugs).  Use of appropriate power surge protection equipment.  Fire extinguisher easily accessible to office and in working order.  Appropriate ventilation for good health and to vent fumes from equipment or materials.  Flammable liquids stored properly.  Adequate lighting for type of work performed.  Comfortable temperature and humidity level.  Use of ergonomically correct keyboard, desk, chair and monitor. Adjusted height and angle for comfort and minimal stress. For additional information or more detailed guidelines, contact your local Department of Labor or OSHA office or access OSHA on-line at www.osha.gov. 101 Tips for Telecommuters: Successfully Manage Your Work, Team, Technology, and Family Debra A. Dinnocenzo Berrett-Koehler Publishers, Inc., San Francisco, CA $15.95; 250 pp.; paperback original, 1999Emergency Telecommuting ISBN: 1-57675-069-8 25© Copyright 2011, VirtualWorks! © Copyright 2001, Debra A. Dinnocenzo

Appendix D Virtual Meeting Checklist Before the meeting:  Plan the agenda.  Distribute the agenda and information in advance; confirm receipt.  Clarify responsibilities (for notetaking, timekeeping, meeting leadership, technical support).  Identify the appropriate/desired technology to be used. Confirm the availability/accessibility of the selected technology for all participants.  Arrange for required equipment, information & people to be involved.  Test the technology. Make sure that things work ahead of time so you can minimize wasting people‟s time with techno-glitches. During the meeting:  Encourage everyone to introduce themselves (or verbally “sign in”) at the beginning of the meeting and identify themselves whenever they speak (except for video/net conferencing or well-established teams whose voices are recognized by everyone).  Establish expectations for involvement by all participants (periodically pause to summarize and ask for questions, discussion, clarification).  Ensure that visual or graphic resources can be distributed “real-time” or in advance to everyone (via e- mail, fax, Internet, etc.).  Remind everyone to speak slowly, clearly and in the direction of microphones or speakerphones, and to request that something be repeated if not heard clearly.  Suggest that participants use the “Mute” button on their phones to eliminate background noise that might be disruptive to a virtual meeting.  Keep to the schedule. After the meeting:  Distribute meeting summary in a timely manner, with details regarding agreements and follow-up actions.  Schedule any follow-up meetings needed.  Implement any action steps that were agreed to during the meeting.  Solicit feedback from participants on how similar "meetings" in the future can be enhanced/improved.Emergency Telecommuting 26© Copyright 2011, VirtualWorks!

Emergency Telecommuting A quick-start guide to working well in a crisis – from wherever you are Copyright © 2011, 2010. by Debra A. Dinnocenzo All rights reserved. No part of this publication may be reproduced, distributed or transmitted in any form, or by any means electronic or mechanical, including photocopying, recording or by any information storage and retrieval system without the prior written permission from the author, except for the inclusion of brief quotations in a review and certain other noncommercial uses permitted by copyright law. International rights and foreign translations are available only through negotiation of a licensing agreement with the publisher. Published by Mancini-M’Clintock Press Printed in the United States of America 10 9 8 7 6 5 4 3 2 1 ISBN 978-0-9742902-6-3 (This edited/custom edition for exclusive use of Citrix Online varies slightly from original publication.) For permission requests, inquiries, or to order additional copies/downloads/versions of this publication, contact: 3000 Village Run Road Bldg 103, #310 Wexford, PA 15090 USA Tel: 724.934.9349 Fax: 724.934.9348 info@virtualworkswell.com www.virtualworkswell.com or www.emergencytelecommuting.comEmergency Telecommuting 27© Copyright 2011, VirtualWorks!

Emergency Telecommuting Guide

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Emergency Telecommuting Guide — Document Transcript