Telework FAQ

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Telework FAQ

Telework is here to stay. However, it is time for us to move to a more sustainable model of teleworking. It is a misunderstanding that sustaining the levels of telework that were necessary during the pandemic was never the Governor's ideal. Rather, in the 18 months before the pandemic, statewide teleworking was 2-3 days a week teleworking with the remaining days in the office. This hybrid approach has always been the ideal and what we feel is sustainable.

Why are we pulling back telework?

Telework is here to stay. However, it is time for us to move to a more sustainable model of teleworking. It is a misunderstanding that sustaining the levels of telework that were necessary during the pandemic was ever the Governor's ideal. Rather, in the 18 months before the pandemic, statewide teleworking was 2-3 days a week teleworking with the remaining days in the office. This hybrid approach has always been the ideal and what we feel is sustainable.

Return to Office Revisions
Division Directors Meeting
September 4, 2024

1) THANK YOU, GovOps Employees!
a) We express our collective appreciation to all the employees who have returned to a hybrid schedule. We’ve noticed and appreciated the positive comments many have expressed about being in the office and with associates again.
b) While this document outlines a high-level summary of our discussions and decisions, individual division directors are asked to communicate these approved changes and provide additional clarification as necessary to their employees.
c) Modifications to the hybrid schedule comes from the collective DGO leadership team discussion and agreed upon changes that are effective immediately.

2) Supervisors 3 Day In-Office Requirement

a) Supervisors are no longer required to come to the office 3 days/week unless they have a need to work with their team, or if their division leadership requests they be in-office.
b) The single largest complaint received by EDO about teleworkers is that they don’t answer their phones or emails. Please remember that all employees, particularly when working at home, must be available during normal working hours by phone and email.
c) For supervisors and employees, the two-day office requirement is a minimum and may be expanded as needed to accomplish projects, meet deadlines, or for other reasons as determined by division leadership.
d) Department and division directors retain authority to require supervisors work from the office multiple days a week for "management conversations."
e) All are reminded that a hybrid work schedule is a two-way street, and both the employee and employer should realize benefits. To succeed there must be give and take on both sides.

3) Noise Challenges 

Please be good neighbors and respectful of others time and work environment.
a) Team struggles due to the noise in open cubicle/workspace areas were received by many. Much of this is due to social conversations – which can be distracting. All are encouraged to continue to evolve toward best practices for the use of the newer
open/“landscape furniture” environment. The TSOB furniture was intentionally selected to encourage discussions and collaboration. The amount and level of noise is still up to all employees. b) There are many needs for a confidential work environment due to the nature of our work. While many believe the old-style cubicles with tall walls provide more privacy in phone or other discussions, research disproves this theory. Supervisors should address schedule flexibility for employees to access appropriate environments for sensitive calls whether at home or of the office.
c) We acknowledge there has been little reduction in the frequency of Google Chat/Meets for various reasons including the appropriate accommodation of rural employees.
d) Revisions are being made to the TSOB conference room reservation system to provide more access for group discussions/gatherings. Unfortunately, some rooms are being scheduled and then no one shows up. The department will likely implement a 10-minute late rule that will cancel a reservation if the room is not occupied within the first 10 minutes of the scheduled time.
e) We also encourage everyone be respectful of the conference room time schedule so that the next scheduler is not forced to delay the start of their meeting.

4) Flexibility is Key for hybrid work

a) Being at home or in the office, supervisors and employees should exercise good judgement when questions arise about hybrid work. As mentioned earlier, this is a two-way street and both sides need to benefit.
b) Questions and concerns have arisen over traveling to the office during adverse weather, family and/or child emergencies, health challenges, delayed start times, etc. All are good and reasonable conversation to have with supervisors – keeping in mind flexibility.

5) Why do we have the 50-mile rule, and can it be changed?

a) The 50 miles used to determine hybrid work schedules was set by the Governor’s Office. The department is not at liberty to modify the distance.
b) Based on department policy, distance calculations are to be made using Google map / Apple map.
c) Requests surrounding exceptions to this rule have been, and will continue to be, handled by EDO to ensure consistency across the department.

6) Surge Day Observance

a) Why are managers and supervisors not allowed to take surge days?
b) Guidelines provided regarding surge day observance are outlined in a letter initially sent to the department by Director Rees and restated by Director Dodge last summer. The prohibitions outlined in these letters were intended to address several poor practices that were embarrassing and lacking in professionalism. These included a number of instances when outside entities arrived at empty conference rooms in the TSOB because our staff all chose to stay home.
c) We decided to allow managers to determine for their teams the appropriate actions and attendance policy on surge days. This includes allowing all managers and supervisors to observe surge days.

7) GovOps employees returned to the office when their host agency has not.

a) We are aware of several instances where our employees have returned to the offices of their host agencies, even though the host agency does not enforce a hybrid work schedule. In some cases, GovOps employees are working in a building completely separate from their host agency due to space constraints.
b) We affirm our desire to still have our hybrid employees working from an office, decisions regarding unique circumstances will be made by division Directors for their teams.

8) Sharing of cubicle space.

a) Some divisions have raised concerns about having insufficient space to accommodate all returning employees.
b) It is clear that some two-day a week employees have claimed ownership of their assigned workspace. As a reminder, space standards established by DFCM require sharing office space for employees only attending the office two days a week. As we expand the workforce, accommodate other agencies within “our spaces,” or as other agencies move to a hybrid work schedule, we will need to enforce the shared designation of workspaces.

9) Allow Local Control

a) Employees across divisions asked for “local control” of their hybrid scheduling. In many cases it appeared to be an effort to allow individual supervisors to opt out of a hybrid work schedule.
b) Division Directors will now be allowed to address modifications to how the hybrid policy is applied to individual employees within their division, however, any permanent exception will need to be reviewed by EDO to ensure constancy across the department.
c) As mentioned at each turn, this six-month review is for modifications to the policy it does not repeal or end the hybrid telework policy.

10) Public Transportation to the TSOB

a) Several comments addressed challenges with public transportation to the TSOB or other facilities. This has been a topic of discussion since we announced RTO last November. An entire volunteer committee was established to seek input and solutions for public transportation.
b) EDO has engaged in several conversation with UTA, UDOT, and others with influence over transit options. This includes recently renewing our EcoPass contract with UTA. Everyone is encouraged to review the meeting minutes of this committee on the employee Intra-web.
c) The biggest challenge for public transit is “the last mile.” Mass transit usually is aligned with major transportation corridors. For example, there are numerous bus routes which run east and west on 4700 South in Taylorsville, but only one bus that runs north and south on 2700 W each hour.
d) One encouraging development will arrive in July 2025 when UTA’s BRT Intermodal Hub on the south/west side of the valley opens. This will run north and south on 2700 W and will provide for more frequent stops in front of the TSOB.

Space planning

Type In Office/ Work Days Type of Space Ratio Net Sqft.
A 0/5 Hoteling 4:1 36
B 1/5 Hoteling 3:1 36
C 2/5 Shared desk/cubicle 2:1 36
D 3/5 Assigned cubicle 1:1 46 or 64
E 4/5 Assigned cubicle(a) 1:1 46, 64, or 80
    Assigned cubicle(a) 1:1 80, 120, or 150
F Mobile Workers Hoteling 4:1 36

(a) Office vs. cubicle determined by management considering job functions based on supervising or managing a certain threshold number of direct reports.

Other considerations

  1. Space types A, B, and F cannot be changed to C, D, or E unless space is available
  2. Space types C and D can be swapped if space is available
  3. A 10-year growth factor/projection should be calculated and included in space needs
  4. All Teleworkers must be required to have measurable and quantifiable performance metrics as outlined in an approved/signed Telework Agreement.
  5. Executive Director's approval is required to authorize positions for rural or 100% telework.
  6. A change to 100% telework is only allowed for temporary pandemic or natural disaster-type situations.
  7. Change to no telework (all employees return to the office) requires DFCM Director approval which will be based on available building space.