Guidelines for Working Remotely

These guidelines have been developed to assist you when working remotely.

Employee Guidelines for Working Remotely

These guidelines are for working remotely on a “Work Remotely As-Needed” basis. This is defined as a situation in which an employee needs to work remotely in an emergency such as taking care of a sick dependent or when there is a College emergency, such as in health or security situations. These guidelines have been established to assist employees in performing effectively while working in remote circumstances. Please first ensure that you have had a conversation with your manager to confirm an agreement to work remotely.

Availability

  • Confirm daily/weekly team and supervisor check-ins ahead of time and ensure these check-ins are scheduled in your calendar.
  • Clarify expectations on remote work availability and schedules with your supervisor.
  • If you are allowed to work according to your own schedule, set check-in times with your supervisor.
  • Make sure the entire team is aware of your availability ahead of time.

Responsiveness

  • Seek an agreed upon timeframe for how long you should take to respond to co- workers.
  • Use tools like Teams to keep in contact and ensure responses take place in real time.
  • Confirm times for all team meetings and ensure they are in your calendar.

Productivity Measurement

  • Agree with your supervisor ahead of time on the work output or outcome and on deadline dates for delivery/completion.
  • Ensure you and your manager have agreed upon deliverables with performance measures in terms of timelines and outcomes.

Equipment & Resources

Ensure you have connectivity and access by following the instructions outlined below.

  • Office 365 - Find clear information concerning all Microsoft Office 365 applications used at the college.
  • Online support help for common tools – Collaboration continues even when we work remotely, and the college uses Microsoft tools to connect for calls, conferencing, sharing files and chatting. Microsoft Teams is a one-stop solution and is enabled for all employees. Easy online training for all Microsoft tools can be accessed at: https://support.office.com/
  • One Drive – Files saved in One Drive can be accessed from any device and any location. We encourage you to move your files to One Drive for this easy and secure access.
  • Apps Anywhere – Common academic software is available through Apps Anywhere. Information on this tool is available at: georgebrown.ca/appsanywhere/. To access the login page, visit: https://appsanywhere.georgebrown.ca/login
  • In-person assistance and training for Microsoft Teams – Starting March 16, we are arranging for a representative to be located in the LLC of every campus to help with MS Teams training. This representative will also be able to support general software enquiries. For online training, please access support: https://support.office.com/en-us/teams
  • VPN – a VPN allows a secure connection to the network from outside of the college. VPN is primarily used for connecting to Banner. Most of our other applications (e.g. Office 365, Stu-View, etc) can be accessed directly through the cloud or Apps Anywhere.

detailed VPN instructions

Environment

  • Ensure that your physical remote environment is conducive for working. Select a dedicated space or room that is free of hazards so that you can focus on work with minimal distractions. Childcare arrangements should also be in place when working remotely to minimize distractions.

Security and Confidentiality

  • Refrain from working in public places such as coffee shops, using public wireless access connections and leaving passwords readily visible.
  • College documents should be saved to centralized folders and not on personal desktops or laptops (unless the laptop is a College resource).
  • Practice limited or no downloading or printing of confidential documents.

Supervisor Guidelines for Working Remotely

These guidelines are for working remotely on a “Work Remotely As-Needed” basis. This is defined as a situation in which an employee needs to work remotely in an emergency such as taking care of a sick dependent or when there is a College emergency, such as in health or security situations. These guidelines have been established to assist supervisors in managing their team while in remote working circumstances. Please first ensure that you have had a conversation with your employees to confirm an agreement to work remotely.

10 best practices for stellar virtual teams 

Availability

  • Schedule daily/weekly check-ins with your team ahead of time to avoid frustration in trying to make contact with your employees.
  • Set expectations on remote work availability and schedules, such as 9 a.m. to 5 p.m., with the team unavailable from noon to 1 p.m. daily.
  • If allowing the employee to make their own schedule, set check-in schedules and make sure the entire team is aware of each team member’s availability ahead of time. Post the schedule on Teams or send out via email.
  • Circulate contact information for each member of your team.

Responsiveness

  • Define a timeframe for how long employees should take to respond to co- workers.
  • Use tools like Teams to keep in contact and ensure responses take place in real time.
  • Set up defined times for all team meetings to keep your team connected and manage work output.

Productivity Measurement

  • Agree with the employee ahead of time on the work output or outcome and on deadline dates for delivery/completion.
  • Have agreed upon deliverables with performance measures in terms of expected timelines and outcomes.

Equipment & Resources

Ensure your team has connectivity and access by following instructions outlined below.

  • Office 365 - Find clear information concerning all Microsoft Office 365 applications used at the college.
  • Online support help for common tools – Collaboration continues even when we work remotely, and the college uses Microsoft tools to connect for calls, conferencing, sharing files and chatting. Microsoft Teams is a one-stop solution and is enabled for all employees. Easy online training for all Microsoft tools can be accessed at: https://support.office.com/
  • One Drive – Files saved in One Drive can be accessed from any device and any location. We encourage you to move your files to One Drive for this easy and secure access.
  • Apps Anywhere – Common academic software is available through Apps Anywhere. Information on this tool is available at: georgebrown.ca/appsanywhere/. To access the login page, visit: https://appsanywhere.georgebrown.ca/login
  • In-person assistance and training for Microsoft Teams – Starting March 16, we are arranging for a representative to be located in the LLC of every campus to help with MS Teams training. This representative will also be able to support general software enquiries. For online training, please access support: https://support.office.com/en-us/teams
  • VPN – a VPN allows a secure connection to the network from outside of the college. VPN is primarily used for connecting to Banner. Most of our other applications (e.g. Office 365, Stu-View, etc) can be accessed directly through the cloud or Apps Anywhere. For detailed VPN instruction, go to: Connecting remotely

Environment

  • Emphasize that the employee should ensure that the physical remote environment is conducive for working. They should select a dedicated space or room that is free of hazards so that they can focus on work with limited distractions. Childcare arrangements should also be in place when working remotely to minimize distractions.

Security and Confidentiality

  • Emphasize that the employee should refrain from working in public places such as coffee shops, using public wireless access connections and leaving passwords readily visible.
  • Emphasize that College documents should be saved to centralized folders and not on personal desktops or laptops (unless the laptop is a College resource).
  • Emphasize limited or no downloading or printing of confidential documents.

For HR support related to these guidelines:

Contact your HR representative.

For technical support:

Please contact George Brown’s IT Help Desk: helpdesk@georgebrown.ca. Please also note that teams from ITS, ITAC, and eLTI are available for your technology needs.

Finally, ensure that all of your employees have provided you with their contact information and that you have provided your contact information to your employees. This will ensure that teams and managers are able to reach each other when needed.

Make a special effort to stay in contact with your team, providing assurance and support as needed.