This document discusses working remotely for legal aid organizations. It addresses technology considerations for remote work including internet access, communications, and hardware. It provides perspectives from an executive director and staff member on remote supervision, policies, expectations and challenges. It also discusses lessons learned around effective communication, community, project management, isolation, overwork and self-care for remote employees.

1. Can I Work Remotely?
LSNTAP - April 26, 2017

2. Panelists
- Cathleen Dwyer: Senior Consultant, Just-Tech
- Xander Karsten: Project Manager, LegalServer
- Alison Paul: Executive Director, Montana Legal Services Association
- Anna Steele: Senior Consultant, Just-Tech

3. Agenda
- Technology Considerations
- Executive Director Perspective
- Staff Member Perspective
- Lessons Learned

4. Can I Work Remotely?
a) Sure!
b) Yes, here are our policies and expectations
c) Maybe, we should form a committee and talk about it
d) Nope, never.

5. Technology Considerations

6. Off-Site Location
● High Speed Internet
○ Hotspots
● Communications
○ Softphone through VOIP
○ Cell phone

7. Hardware
Access to same hardware that is available in the office
Organization owned vs. BYOD
Difference in policy
Hardware maintenance and upkeep
Devices available for the “occasional” remote worker

8. Organization Owned Devices vs. BYOD
Policy Considerations
Mobile Device Management
Limitations and Expectations
What are other programs doing?

9. Security
Network Access
Client Information
Case Management System
Physical Files
Data Transfer and Backup

10. Executive Director Perspective

11. What is Remote Supervision?
Situation where you as the
Supervisor are supervising a
staff member working in
another physical location.

12. Could be......
Supervision of a staff member who works from home
Senior attorney with expertise in a subject supervising a staff member in
another office
Supervision of a circuit riding attorney
Executive Director supervising Managing Attorneys in field offices

13. What is program attitude about remote
supervision?

14. Resigned..............

15. How do you really know the employee is working?
How do you track productivity without micromanaging?
How do you encourage collaboration and communication between on-site
and off-site employees?
Challenges

16. Policies
MLSA Remote Work Policy and Request Form
MLSA Computer Use Policy
NTAP Electronic Communication Protocols and How Tos
NTAP Protocol for Getting Started as a virtual employee

17. Setting Expectations
Sample Hiring letter for off-site worker
Sample Progress Report for off-site worker
Work Plan
Collaboration Software

18. Hiring Remote Workers
Look for people who:
Take initiative when a task needs doing
Have work that is portable
Are highly organized and able to set own boundaries and priorities
Do not mind working in isolation sometimes
Do not need much immediate supervision and feedback
Are effective communicators in writing and by phone

19. Staff Perspective

20. Effective Communication Primary form of transparency
Communicate reliably and often
Don’t be afraid of meetings- or video
conferencing!
Status messages are your friend
Be clear and assume the best

21. Who does what? (And when? And how?)
Clear concise roles
Know your team- and take time to get
to know them!
Discuss when and how work will be
completed early, and often!

22. Fostering Community
Meet in person when possible
Hang out when you can- even if it remote
Dedicated ‘water cooler’ space
Identify unique needs of remote staff to
participate

23. Supervision
Clear expectations and goals- on both sides!
Regular check-ins- however that works
Meetings/Video chats
Consistent … but flexible!

24. Project/Case Management
Consistency
Ensure access to cloud-based tools
Balance shared management tools with
personal ones

25. Self Care
Identify what works for you
Clearly communicate with your
team
Do it!

26. Isolation
Is real, for everyone.
Better hardware can help make coffee shops,
libraries other public places easier to access.
Finding lunch buddies and other ways to connect
Co-working spaces

27. Overwork
Identify your limits
Set your limits
Communicate your limits
Hold yourself accountable (or ask
someone to help!)

28. Lessons Learned

29. Technology Lessons

30. Management Lessons
Important to pay attention to on-site vs off-site dynamics to avoid burnout and
isolation of off-site workers
Set expectations of supervisors
Encourage use of video conferencing and face to face meetings
Remote work is an inevitable shift
Expectation of new generation of workers
Helps attract and retain the best staff
Allows opportunities for new partnerships

31. Staff Lessons
Be transparent
Know your strengths
Set limits and be flexible
Adjust your expectations
Get healthy snacks!
Be Kind

32. Life Lessons
Self care is important
Don’t forget to move and get outside
Remember to check in with other staff
Remember to check in with clients
Workspace - make it work!

33. Thanks!
Cathleen Dwyer: cdwyer@just-tech.com
Xander Karsten: xkarsten@legalserver.org
Alison Paul: apaul@mtlsa.org
Anna Steele: asteele@just-tech.com