Week 7 discussion | COM 510 Business Communications | Strayer University

Please respond to the following:

Part 1 

Complete the rough draft of your Written Communication assignment and post it to this discussion for peer review.

Complete the rough draft of your Written Communication assignment and post it to this discussion for peer review.

Part 2

Professor McGrath and Student Colleagues,

Attached is my written draft Run-a-Meeting agenda and presentation. Please provide you feedback on how I can improve upon my presentation. I plan to use a PowerPoint presentation but left the draft below in text form for ease of review and comment.

Regards,

Joe Viani

Background

The scenario is at a government agency (the company) moving to the telework option as governed by the Office of Personnel Management (OPM) and senior agency leadership as well as my own scenario input. I am in the role of a director overseeing seventy (70) employees in two divisions with a contractor cadre as well. This telework implementation impacts the staff in the directorate including contractors and does not require classified program access or a government security clearance. My key message is necessary to lead and manage my team effectively and to drive the organization toward its strategic goals and outcomes.

Background: The workforce consists of government GS-15 through GS-12 pay grades. GS-15 is considered a senior position with a rank equivalent to a U.S. Military Colonel or regional responsibilities in the corporate world. The GS-12 is considered a college graduate with a bachelor’s degree. The contractors are certificated in program or contract management. There are no union employees.

Introduction

Good day staff and colleagues. Everyone in our organization has been impacted by the current pandemic. Because of this impact we are here to learn, discuss, and answer questions about implementing our new telework (TW) policy. 

Without using the person’s name, give a show of hands of who knows someone that has had the virus? We have been fortunate in that no one in our directorate has become ill, but think about how this pandemic has affected your life. (alternative: Let me share with you how this pandemic situation has impacted our directorate. Maybe short story here).

Presentation

As you know, we’ve had a disruption in the way we normally operate. I’ve entertained emails from many of you as to the way ahead, this is it. 

We are here today to introduce our new TW policy, answer your questions to let you know it is important that you protect yourself and your family. I think you would agree TW is one tool in our toolbox to aid you in protecting yourself. 

What is TW? TW is an arrangement in which an employee performs officially assigned duties at home or other approved worksites geographically convenient to the residence of the employee and away from the traditional worksite.  The TW policy is for all our employees, full-time and contract employees. We are one team so one rule applies. 

We’ve been on an ad hoc TW footing since the second week of March. We’ve had some miscommunications and unclear guidance which has caused some projects to be reworked. Merging into TW without clear guidance has had its challenges. There will be an opportunity for questions and feedback following my presentation. Please hold your question until then.

Here are the who, what, where, when, why, and how of our TW implementation.

PowerPoint Slides

Implementation and Expectations

• TW policy and rules, I’m discussing, begins today and we call it a TW agreement.
• TW begins today and how long it will remain our primary work arrangement has not been determined but, it will be at least through February 2021. Everyone has confirmed receipt of the TW agreement and you’ll note that the “Core” box has been pre-checked meaning you are TW full-time for the duration of the current pandemic situation. 
• Following this meeting, you have 3 business days to sign and send an electronic copy to your supervisor and contractors will send the agreement to the contracting officer’s representative (COR). 
• The normal duty day is 8 am to 5 pm and for those who have an adjusted work hours day approved with your supervisor there is no change unless you work it with your supervisor.
• How much flexibility you have is built on trust and your performance level between you and your supervisor.
• The expectation is that your work is to remain high quality, timely and coordination with co-workers and colleagues remains unchanged.
• You are required to satisfactorily complete all assigned work and mandatory training. This is consistent and unchanged as if you were at our office worksite and include processes online and completing all workgroup responsibilities.

Equipment

• The company has already provided everyone the equipment needed. This included a laptop, docking stations, keypad, a monitor, a mouse and mouse pad, and associated cables and power cords. If there are other items needed, contact your supervisors for approval and contractors need COR approval.
• Company equipment must be kept secure and not used in an environment with public access such as coffee shops, malls, airports, etc.
• The employee shall apply approved safeguards to protect records from compromise and unauthorized disclosure or damage. And report any potential hacking or suspect IT activity per normal processes.
• An account has been established for everyone in the directorate for online meetings using Microsoft Teams application.
• If you experience IT issues, contact the IT desk as this process remains unchanged. There may be circumstances where you may be required to go to the IT offices for a remedy.
  • If required to go into the offices, you’ll need to follow company protocol and wear a mask at all times in the offices.
• The company shall not be responsible for operating costs, home maintenance, or any other incidental costs (e.g., utilities, insurance, etc.) whatsoever, associated with the use of the employee’s residence. 
• We can provide a phone card or reimbursement for long-distance calls, if necessary.

Administration

• Timekeeping remains the same as the online method used in the office and approved by your supervisor.
• You must obtain supervisory approval before taking leave in accordance with established office procedures. The supervisor must approve in advance the use of sick leave, annual leave, or other leave credits during regularly scheduled telework time. The supervisor must approve the performance of overtime work in advance.
• Everyone is still bound by our standards of conduct, directives, and policies while working at the alternate work site and while using furnished equipment.
• Telework is not a substitute for dependent care. Teleworkers must make arrangements for dependent care.
• It is the teleworker’s responsibility to ensure that the alternative work environment is conducive to productivity, comfort, safety, and health. 
• Teleworking employees are covered for an on-the-job injury or occupational illness at the alternate worksite by the Federal Employees Compensation Act when conducting official company business. 
• Any accident or illness occurring at the alternate worksite must be brought to the immediate attention of the employee’s supervisor. The supervisor must investigate all reports immediately the following notification.

Return to Office Location Workplace 

• Our return-to-work policy will be determined by appropriate government authority and policy and when it is deemed safe to return to our office (RTO). What I know is that we will have 20 business days’ notice before returning. 
• During this 20 business days period, we will have the opportunity to survey all employees for situations and issues that may impact RTO. 
• There is a waiver process, and I will distribute that policy within a week of today’s presentation. 

Summary

What I’ve presented today are the requirements for everyone in our directorate to safely TW. 

TW begins today. You have the TW agreement in front of you detailing each of the points I addressed. The agreements are due back signed in 3 business days to your supervisors. Our operations remain the same as for the in-office processes except that you are each at your home location. I am confident you will overcome any challenges with IT, work hours, other issues, and continue to perform like the professionals you are. Be safe, keep your supervisor informed, follow our TW guidance, and know that return to normal in-office time frame has not been determined. You can plan to TW through the end of February 2021.

We’ve taken attendance and all are present. We have a scribe to capture the questions and answers and we’ll publish these on our internal site after emailing today’s meeting notes to each of you.

Question and Answer Period

I’ll take questions at this time. For those of you on the video conferencing please raise your hand and for those who are not visual please use the raise your hand feature and I’ll unmute anyone with a question so that all may hear the questions.