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Planning a Telecommuting Program: Pre-Planning
Planning and implementing a telecommuting program requires management support, changes in supervisory methods and expectations, trust in workers and investment in technology.
Before program planning begins, you should explore the following questions:
- Why is your company considering a program?
- Are jobs within your company appropriate for telecommuting?
- Are there eligible employees who will be good telecommuters?
- Can your company support continued telecommuting?
- Will affected supervisors function well in a telecommuting environment?
Effective telecommuting programs share these characteristics:
- They are well-defined within the company
- They have a specific purpose
- They are supported by top management
- They are supported by all managers of telecommuters.
10 Steps To a Successful Telecommuting Program
- Identify Goals and Objectives
- Appoint a Telecommuting Advocate
- Create a Telecommuting Committee
- Draft Telecommuting Policies and Worker Agreements
- Analyze Telephony and Technology Needs and Costs
- Secure Senior Management Buy-in
- Train Managers and Telecommuting Employees
- Run a Pilot Program
- Get the Word Out
- Provide for Ongoing Evaluation and Support
During the planning phase, it is important to develop a clear definition of the program and its philosophy, as well as the main objectives driving the program. Also critical will be communicating with everyone within the company who may be involved with the program to educate them on the benefits of telecommuting.
In defining telecommuting for your company, you will need to state what telecommuting will and will not be for your company. What, for example, is the program's structure? Will the program be implemented within specific departments, throughout the company, or for individual employees? This type of specific focus should be included in the definition. The statement you create will continuously guide telecommuting committee members, supervisors and others associated with developing and administering the program.
Establish Clear Reasons for the Telecommuting Program
Telecommuting planning also entails setting goals and deciding what needs to be done to reach those goals.
What are your stated goals? What do you want to accomplish? It is important to identify specific priorities you want to meet or accelerate through telecommuting. Once you clearly define telecommute objectives, related telecommuting program costs-and benefits-will be easier to identify, quantify and promote.
Does your business need to expand your recruiting options or retain valuable employees? Does senior management want to grow the organization without adding costly office space? Is building telecommuting into your business continuity plan a sensible priority?
The goal(s) you select for implementing a telecommuting program will establish your company's program expectations and create the criteria used to make decisions and evaluate the program.
Select a Telecommuting Program Advocate
An active telecommuting program advocate is indispensable, especially in the start-up planning phase. Ideally, this advocate is an executive leader who is well-respected by employees and has budgetary responsibilities. This individual can provide guidance, serve as a liaison to top management during the planning process and, in some cases, see that an appropriate budget is available once the plan is implemented.
Form a Telecommuting Planning Committee, Designate a Program Manager
It is advisable to establish a committee that will plan the telecommuting program, assess progress and ensure that necessary adjustments and improvements are made. The committee generally functions better when one person is designated as the program manager and oversees the overall telecommuting program. This person ensures that program requirements are met and often functions as an additional supporter of the telecommuting initiative.
Telecommuting committees are most effective then they represent departments or areas that will be affected by telecommuting, including: senior management, human resources, information technology, finance and telecommuters.
Committee members will address a variety of topics. As first actions, they should establish the telecommuting definition, philosophy, vision, goals and objectives as well as written policies and procedures. The committee will also develop an implementation plan and milestones, including phases and timeframes, budget costs, resources needed, and anticipated results.
Secure the Budget
A primary purpose of telecommuting program planning is to make the case for funding. Telecommuting committee members will need to determine when funds will be available and the process to secure the funds. Members of the telecommuting committee might make an executive summary presentation to the telecommuting advocate that links the budget to the business case analysis, program goals and objectives, rollout timeframes and technology.
As planning proceeds, initial program budget recommendations most likely will be adjusted.
