Management Tools for Remote Working
The following is a guide designed to assist management with hybrid working.
It is vital that we look out for each other and support each other as we embrace the hybrid working model.
We encourage managers to be aware of the support networks that are available to them as they manage a hybrid workforce.
At this stage, managers should:
- ensure IT have set up an IT account, email, plus an MS Teams account
- check if your team member has suitable devices (smart phone, laptops, computers) to be able to carry out their work
- check that your staff know how to use the technological tools for hybrid working
- ensure that staff undertake the workstation (DSE) guidance for their hybrid working
Managing and supporting a hybrid workforce requires normal good management practice but perhaps applying this even more consciously will be required.
It is important that you:
- Set clear and realistic expectations, with input from your staff members in terms of work outputs/outcomes.
- Be clear with your staff members about how these will be measured from the outset. Encourage staff to clarify any aspects they are unsure about. When communicating outcome objectives ensure that they are SMART:
Specific – clear what the required outcome is.
Measurable – know what success looks like, so you can both track progress. Consider quantity as well as quality.
Achievable – it should be stretching but possible.
Relevant – to your Department, the University.
Time bound – a deadline or how often the task will be done. If it’s a long-term task consider breaking it down into smaller chunks and have milestone dates.
- Agree up front on how you will keep up to date on the progress of work. This may be in 1:1 meetings and/or in a weekly ‘round up’ email which sums up what your staff member completed that week, and what they plan to focus on for the week commencing.
- As managers, you have a duty of care to all your employees. In managing a hybrid workforce, it is even more important to ensure that you are aware of your staff’s welfare. Should you have any concerns about a member of staff’s welfare please contact your ER Adviser for further advice.
- Acknowledgment is a key factor in employee happiness and confidence.
- You should encourage staff to maintain the same working hours as when working on campus where possible and practical. This will enable the day-to-day office collaborations to continue and is a way for managers to check in on staff’s welfare.
- If staff are concerned about working flexibly when they have caring or other significant responsibilities, please direct them to our flexible working policy.
- Agreed existing flexible working arrangements are still applicable while embracing a hybrid working model, if this works for the staff member.
- Keeping in touch with your staff is important for maintaining your social interactions and professional collaborations. Discuss the regularity and types of contact you expect to have with your staff and that they want with you.
- Be mindful of those members within your teams who may benefit from increased contact over and above your normal 1:1 meetings and team meetings. Discuss these needs with relevant team members so that measures can be put in place.
- Staying in touch regularly is also important for keeping your staff informed about your Department’s and the University’s business.
- Microsoft TEAMS is a great way to be able to stay in touch whilst working off-site. Managers should ensure that all of their staff have a basic practical awareness of how to use Microsoft TEAMS. When working remotely TEAMS will be key for being able to stay in touch undertake work.
- Set up your staff as a team on TEAMS in order to live chat with each other. This is useful for sharing ideas and engaging in discussions.
- You can also have one to one and team meetings by using the video conferencing features.
- You can make phone calls to colleagues through TEAMS to save you from using your personal mobiles or domestic house phones.
- Microsoft Outlook remains a familiar tool which can be used sending work emails to colleagues throughout the University whilst working remotely. It will also be one the main communication tools for keep you updated by the Principal whilst you are working away from campus.
Step-by-step guides and further information for using TEAMS:
- Download Microsoft TEAMS.
- This interactive demo provides a basic understanding of how TEAMS work.
- A short guide to creating a new Team in Queen Mary can be found here.
- More information on using Microsoft TEAMS.
It is important that you ensure that your staff are aware of the following to enable remote working.
- How to access Queen Mary applications when working remotely
- Prior to working remotely, staff should copy all essential files that they may need to access remotely from their G:drive (home drive) onto their OneDrive. Files from the J: drive (shared drive) can also be copied across if necessary. Staff with a managed Queen Mary laptop will retain access to the J and G drive remotely, so will not need to copy their files, but may still choose to do so.
- OneDrive is a Microsoft cloud service (part of Office 365) which provides storage for your individual files and is accessible on and off campus. Copying your files will mean you are able to access them remotely and if needed, from home. You can find a step-by-step guide on how to use OneDrive below.
- Please note that individual research participant data and other sensitive data should not be transferred to Teams, OneDrive, or SharePoint.
Step-by-step guides and further information for OneDrive:
- How to upload files to OneDrive
- Step-by-step guide on how to use OneDrive
- Queen Mary staff can download a “free” copy of MS Office 365 for their home computer.
