Federal Telework and Shared Workspace Policy

Economy
1

Federal Telework and Shared Workspace Policy

Policy Overview

The federal government is committed to enhancing employee well-being and operational efficiency through a structured approach to telework and shared workspaces. This policy mandates that eligible employees primarily engaged in unclassified work utilize telework options and Teams meetings whenever feasible. It also establishes shared workspaces equipped with cubicles, printers, and specialized meeting rooms, which can be scheduled as needed.

Objectives

  1. Enhance Employee Morale: Providing flexibility in work arrangements aims to boost job satisfaction and overall morale among employees.

  2. Promote Cost Savings: Employees will benefit from reduced expenses related to insurance, fuel, and vehicle wear, and will experience less wear and tear on business attire. Additionally, employees can take less sick leave to travel for medical appointments.

  3. Minimize Lateness: Telework will significantly reduce issues related to tardiness caused by adverse weather conditions and traffic congestion.

  4. Reduce Sick Leave: Encouraging a remote work environment will lead to decreased transmission of illnesses, resulting in less sick leave taken.

  5. Optimize Government Resources: This policy aims to decrease the need for extensive real estate management, lower utility costs, and reduce the overall leave taken by employees.

Policy Details

Telework Guidance

  • Eligibility: Agencies will determine which positions are eligible for telework based on job nature and the employee’s ability to perform duties remotely.

  • Telework Agreement: A written agreement outlining the terms of telework— including work hours, performance expectations, and use of government equipment— is required for all teleworkers.

  • Worksite Requirements: Employees must provide a safe and appropriate workspace at home that meets agency security standards.

  • Performance Management: Performance expectations for teleworkers will remain the same as those for in-office employees, with clear metrics for evaluation.

  • Agency Discretion: Agencies have the discretion to implement telework policies based on specific needs and missions, including determining the frequency and duration of telework.

  • Supervisor Approval: All telework arrangements must be approved by the employee’s supervisor.

Telework and Virtual Meetings

  • Telework Requirement: Employees engaged in unclassified tasks are encouraged to telework and utilize Teams meetings whenever possible.

  • Meeting Protocol: All meetings should be conducted virtually unless in-person attendance is essential; special circumstances requiring in-person meetings must be approved by management.

Shared Workspaces

  • GSA property use: The General Services Agency shall track, analyze, and guide consolidation of telework centers as much as possible to reduce government facility requirements.

  • Workspace Setup: The government will establish shared workspaces that include:

    • Cubicles for focused work.
    • Printers and communal supplies.
    • Meeting rooms for collaborative efforts, which can be scheduled in advance.
    • The potential for colocating these workspaces with facilities for classified work, reducing the need for extensive government buildings.

  • Scheduling System: A user-friendly scheduling system will be implemented to reserve meeting rooms and shared resources effectively.

Benefits

  1. Employee Savings:

    • Reduced commuting costs and vehicle maintenance.
    • Potential savings on insurance premiums due to decreased travel-related risks.

  2. Improved Attendance:

    • Less employee lateness due to traffic and weather conditions.
    • Encouragement of healthier work habits, resulting in fewer illnesses spread among employees.

  3. Cost Efficiency for the Government:

    • Decreased need for physical office space reduces real estate expenses.
    • Lower utility costs due to reduced occupancy.
    • A decrease in employee leave taken contributes to higher productivity levels.

  4. Reduced Congestion:

    • Alleviated congestion around parking areas and building entrances, leading to a more pleasant work environment.

  5. Workers spread out geographically: Allows mission accomplishment even when local weather is severe. It also allows hiring of workers who might not have been able to move for work. It also eliminates the need for employees to be paid to move residences.

Additional Resources

  • OPM Telework Website: Provides comprehensive information on telework policies, including FAQs, guidance for managers and employees, and training materials.

  • Agency Telework Policies: Each federal agency should have its own telework policy outlining specific requirements and procedures for employees within that agency.

Implementation

This policy will be rolled out in phases, with training sessions provided to ensure all employees understand the new telework and shared workspace protocols. Feedback will be collected regularly to assess the effectiveness of the policy and make necessary adjustments.

Conclusion

This Telework and Shared Workspace Policy is designed to foster a more efficient, flexible, and healthy work environment for federal employees while optimizing government resources. By embracing these changes, we aim to create a more sustainable and supportive workplace.