Telework FAQ

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.

What are the reasons we can't telework 5 days a week?

There are several concerns with 5-day a week teleworking.

1. Lack of quality collaboration and communication. Yes, your teams have hangout meetings and IM each other, but there is not the spontaneous, immediate collaboration that is a natural by-product of working together in person. We constantly hear, “I get so much more done because no one is around to bug me.” It is this very siloed thinking that has become a concern. Face to face interaction fosters healthy teamwork and the synergistic thinking that makes us stronger than any one individual.
2. Inability to effectively measure productivity. Work at home can be very productive for some and very non-productive for others. Home distractions include household tasks, errands, family members, TV, etc. Separating work from family life can be very challenging. While work life balance is good, sometimes the imbalance can swing too far in either direction. A hybrid approach is actually an effort to keep the work/life balance at a level that works for both the employee and the employer. This concern has grown as the level of unwillingness of employees to come to meetings in the office has grown. Our customers are complaining that they cannot reach our employees which is not something we are willing to accept. We want to keep the telework benefit because we recognize that it is very important to our employees, but we will not and cannot sacrifice the level of service we provide those whom we have been asked to serve. Filling the business needs is the first priority.
3. Impact on DGO culture. Generally speaking, we believe that teleworking has had a positive impact on the individual employee, but a negative impact on team, division, and agency culture. Regular, in-person interactions can help build relationships, foster collaboration and a shared vision, develop unity throughout our new consolidated agency, and create a positive work environment. d. Inequity and fairness. Telework is not feasible or accessible to all DGO employees. Some roles require physical presence and access to specific equipment or facilities. Allowing telework for some employees who not only cannot work from home, but must pay to commute can create feelings of inequality and unfairness within our department.
4. Inequity and fairness. Telework is not feasible or accessible to all DGO employees. Some roles require physical presence and access to specific equipment or facilities. Allowing telework for some employees who not only cannot work from home, but must pay to commute can create feelings of inequality and unfairness within our department.
5. Lack of connected leadership. Strong leadership and team building is very difficult when working with a remote team. Recent DHRM surveys have corresponded with national data that shows an employee's relationship with his or her supervisor contributed more to job satisfaction than did compensation. A hybrid approach to telework that supports consistent in person interaction between an employee and the supervisor, division director, and agency leadership will benefit employees and leaders alike.
6. Customer interaction. We strongly urge employees to meet with their customers and/or agencies they serve in person where possible. We are finding that more and more of our employees are simply zooming in to meetings with customers. On our listening tours we are hearing that this is perceived as a lack of service and attention. On the contrary, we also are hearing very complimentary things about our staff who make an effort to consistently meet with their customers/agencies in person.

Why can't this decision be left to the supervisors?

While some teams may be teleworking 5 days a week effectively, we are making decisions for the long term. The decisions we make now impact millions of dollars of space considerations, management scenarios for those that follow, and the ability to be flexible in the future. Just because your team seems to be working well now, doesn't mean that the same team 5 years from now will operate in the same way. The decisions regarding space that we make now will outlive us all. Please don't think about this in a siloed way. You are part of something bigger than just you or just your team and now you are being asked to be a team player.

What does space have to do with it? Isn't there more space if I stay at home?

DFCM at the request of the Governor's Office created a master space plan for the entire state. Because of the increase of teleworking employees statewide, the state is ending leases, vacating buildings, and consolidating space. It is very expensive and an irresponsible use of your tax dollars to maintain empty space when there are others who can use it. However, the decisions of space allocation being made now are permanent. So, if we give up all the space currently available, we tie the hands of those leaders and employees who will work for GovOps in the future. We must be responsible and prudent in these decisions. Maintaining empty space is not an option. The hybrid approach to telework is both sustainable and responsible.

How often do I get to come into the office?

Division Directors, managers, and supervisors - 3 days a week, minimum Employees who do not have supervisory roles - 2 days a week, minimum Rural and mobile employees - as required by supervisor

Can I choose which days I come into the office and can they vary from week to week?

While personal preferences will certainly be considered, the coordination of space for a staggered workforce is challenging, particularly as we ensure all services are covered. Ultimately, you will be assigned in-office days and that schedule will remain consistent from week to week.

Will I be reimbursed for mileage on the days when I have to come into the office?

No. Unless you are a rural employee, TSOB is your homebase. Regardless of your telework schedule, your commute is your responsibility just as it was before the pandemic. Additionally, unless otherwise specified by your supervisor, if you need to come into the office for a meeting, you should plan on that being an in-office work day. If you were hired as a rural employee, you will be reimbursed according to your telework agreement.

What happens if I have a meeting scheduled with a customer or a meeting which is designated as in person and it is my telework day?

Telework is a privilege, not an entitlement. Your work days should be business driven. That means we have coverage 5 days a week, 8am to 5pm. If you have a meeting that has been scheduled as in person, you are required to be there in person regardless of your telework schedule. Failure to do this will result in pulling your telework schedule all together. We support 2-3 telework days for those who currently have telework agreements WHEN THAT IS POSSIBLE while still meeting the business needs.

Can I still work 4-tens?

Yes, if there is 5-day a week coverage for the services you provide. This might require that you have to answer your phone on Fridays. However, even if you are working 4-tens, the number of in-office days requirement is the same.

How do I manage what team members are in the office on which days?

Because space management is critically important in how we manage telework, it is very important that planning occurs not only at the team level but also at the division level. For some teams, having the whole team meet together twice a week might be a possibility, for others, teams might have to split days. Employees will be assigned office days because office and cubicle spaces will be shared in most cases. Clearly, everyone can't telework on Fridays and Mondays. Space allocation must be looked at from a division perspective to be sure there is space on each day for employees working from the office. DFCM will be providing a consultant who will help each division map out appropriate assignments.

Can I move to rural Utah and telework?

You can certainly ask. Any employee who wishes to move to rural Utah and maintain their position in GovOps must receive approval from the Executive Director's Office. If the position is not a position that has been previously designated as a potential rural Utah applicant possibility, the chances are not likely to receive approval.

Do I still have to have a telework agreement?

YES! Your telework agreement should be individually tailored to you! It is actually an important part of your UPM where you and your supervisor clearly outline what you can expect and what they can expect in your telework arrangement.

I have heard many employees say that if telework is taken away, they will go find a job somewhere else.  Are you worried about losing employees?

Of course, we always hate to lose good employees. But as leaders, our stewardship requires us to make decisions based on what is best for the State and for GovOps. We recognize that teleworking 5 days a week for some employees is very important to their job satisfaction. We respect everyone's right to regularly examine whether their current job situation meets their personal needs and those of their family. All of us must consider job requirements, teleworking, compensation, commute times, etc. and determine if the job we are in continues to fill our needs. If it does not, we make a change. We captain our own ship! The leaders of GovOps fully support our employees making the decisions that will bring them happiness whether it is within our agency or somewhere else.

Will I have an assigned desk on my office days?

If you are in the office at least 3 days a week, you will be guaranteed an assigned space although it may be a cubicle. Only those who are in the office 4 days a week or who are division directors will have an assigned office. If you are in the office two days a week, you will likely be assigned a space that you share with someone else on alternate days. If you prefer not to share, hoteling space is also always available.

NEWLY ADDED QUESTIONS AND ANSWERS AS OF NOVEMBER 17TH BELOW

When will this new policy go into effect?

We are providing everyone a few months to make whatever personal arrangements are necessary for this transition back to the office. In office day requirements will go into effect February 5, 2024. Several have inquired about the Department of Health and Human Services return to the office timeline - which is April 8, 2024. It will not take DGO nearly as long to coordinate office space and other accommodations since we have only 1,400 employees compared with DHHS’ 6,000.

Are part time employees required to come into the office two days a week?

Any part time employee that works 20+ hours per week should be in the office at least one day a week. Any part time employee that works less than 20 hours a week is left to the discretion of the division director.

If it is a snow day, can people still work from home of they don't feel safe driving into the office?

We will follow the Governor’s directive regarding snow days. If the Governor asks state employees to work from home or delay arrival to allow for roads to be cleared, we will follow his counsel. Days other than snow days identified by the Governor will be handled as they were before the pandemic. An employee may work with his/her supervisor to arrange for a delayed arrival. The supervisor may require leave be used or may allow the employee to work from home. However, the employee should work with the supervisor to ensure there is space for the employee to work a different day in the office that week.

What if I am sick?  Can IO work from home?

Sickness will be handled just as it was before the pandemic. The norm is when you are sick, take sick leave. A supervisor may occasionally allow an employee to work from home if they are feeling well enough to work but are contagious. Those decisions can be made at the supervisor level. The supervisor may require the employee to come into the office on a day normally scheduled for telework if the employee has been out of the office.

What if I live 50.4 miles away from TSOB?

We will not be splitting neighborhoods! Rather, whole cities will be included or excluded from the telework range. Click here for a pdf document showing a list of all cities with a static map or follow this link to an interactive map.

I have a medical condition that makes coming into the office difficult.  Can I get a medical exemption?

Medical exemptions will be handled as outlined in the American Disability Act. Work directly with Jon Gardner to get the necessary forms. He will walk you through that process.

What if a surge day is announced for my in office day?

GovOps will continue to support surge days; keeping in mind that surge days are not solely about working from home but instead include an encouragement to use alternate modes of transportation to reduce pollution. As a general rule, if a surge day is announced on a day you are supposed to be in the office, you may coordinate with your supervisor about working from home. However, if you have meetings that have already been scheduled as in person for that day, you will need to come into the office.

I have some ergonomic needs.  How will this be handled if I have to share space?

The TSOB working space has been designed with ergonomics in mind. The desks are stand-up and monitors are on adjustable arms. If you require additional equipment, you will need to discuss those needs with your manager.

The Governor has said he supports telework.  This feels like you are rejecting a Governor's initiative.

GovOps does and will continue to support telework. A hybrid approach to telework is completely aligned with the Governor’s plan. Five day a week telework was never the intent of the statewide telework initiative. Through a hybrid approach, business needs and the teleworking employee benefit can both be achieved. Please know that DGO leadership has the full support of the Governor’s Officer in its return to work directive.

There is not enough space for my whole team to come into the office at once.  Isn't that the point?

We have a space consultant who will be working with divisions, managers, and supervisors to determine the most effective plan to ensure you are coming into the office with the people you interact with the most (generally teams). Hold on to these space questions until we have a chance to get a clear understanding of the needs.

I work in a field office and my previous space has been taken over by the agency I work in.  There is not space for me to come back to.

We are currently working with other agencies and letting them know you will need space. While we are still having those conversations, our agency partners are cooperative and happy to accommodate our needs.

I am on the phone quite often during the course of my day.  Will I be issued noise cancelling headphones?

Please take any specialized equipment needs to your manager/division director.

We have received lots of very specific questions regarding equipment.

Workstations equipped so that you can do your job will be provided. Most employees are utilizing a DGO issued laptop computer in their telework. The department’s office accommodations will focus on docking stations to include monitors, keyboard, and a mouse compatible with your device. Some workstations can include a desktop machine for those who do not have a laptop. In no case will DGO provide two computers to an employee. There are still lots of details around equipment that we cannot answer just yet. We need more details about what space will be used and who will be occupying the space before we can get into the details about how each space will be outfitted.

I share sensitive information.  How will that be handled in a shared environment?

The space consultant will take all those factors into consideration as a plan is developed for each division.

Due to the long commute times for northern and southern employees, is it possible to consider providing office space at regional buildings rather than having everyone come to the TSOB?

The intent of office days is to accommodate in person time with the colleagues you work most closely with and the customers you serve. If those two elements are accomplished at a field office, then that is likely where you should be. If that is not the case, then you should be at TSOB. Returning to the office is not simply an initiative to fill state office buildings.

If space consolidation is such a concern, why not have employees keep working from home?

The space decisions we make now are permanent. The state through DFCM is ending leases and vacating buildings. We must make sure that we do not handicap future leaders or workers with such an aggressive teleworking framework. We cannot maintain empty space so we need to have a moderately conservative approach that will accommodate agencies now and in the future. When we give up any empty space we have, it is a permanent decision. In addition, space is only one factor of many that were considered in the return to the office directive.

Why do I have to come to TSOB if my customers are all in Heber Wells (or another state building)?

You don’t. You should be working where your team and your customers are located. On our listening tour we have heard from many of our agency partners that they appreciate having regular in person contact with our GovOps employees who serve them. We are working with agency directors to ensure space accommodations are made for DGO field offices.

If I am only expected to come in two days a week, but want to have a dedicated space that I don't have to share with anyone, can I come in 3 days a week so I can have my own cubicle?

Yes.

Will GovOps be offering mileage reimbursement since I have to commute now?

No.

What is the difference between hoteling space and a shared cubicle?

Hoteling spaces are unassigned desks that are available for anyone to use. They are very open and a little smaller than actual cubicles. Hotel space is first come, first serve and must be completely cleared of any personal items before vacating the space each day.

Does time traveling into an officially assigned DGO office count as time worked?

No. This has never been a practice at the department or throughout state employment.

Returning to work will cause a massive increase of people on the roads and create poorer air quality.  How does DGO plan on combating the air pollution, road destruction, and accident response caused by returning to the office?

According to our data, DGO only has approximately 600 employees teleworking five days a week. Even if all 600 choose to drive to the office two days a week it will not have a significant impact on traffic or air quality. We will be coordinating with UTA to request a more robust bus schedule at the TSOB/Taylorsville campus. Bus passes will be made available for those who wish to acquire one, and finally, we continue to encourage carpooling and other environmentally friendly modes of transportation.

Isn't it excessive to require Executive Director approval if someone is going to move to a rural location?  If I move outside the 50 mile radius will I be considered a rural employee and exempt from returning to the office?

No. When we allow an employee to move to a rural location we are setting a precedent for that job position in the future. It is the precedence that the Executive Director’s Office is concerned with. In addition, some positions are not viable for telework based on the duties/tasks. If you do receive approval for your position for rural work and you move outside that 50 mile range, you will be exempt from the office days requirement.

Marvin indicated contractors are not required to report to the office, however, will space be made available for contractors if requested?

Divisions can work with the space consultant to determine what space is available for contractors and on what schedule. The IRS has very strict rules about what administrative requirements can be made of contractors, so we will be very careful to adhere to those guidelines.

Working from home combined with the exercise policy has aided me in being able to exercise regularly.  Will there be a gym available that is free to use at the TSOB?

Yes. There is currently a gym available to all TSOB employees without a fee. We encourage all to utilize this employee benefit as appropriate for health or other goals. It is often under utilized so there is capacity for many more patrons.

How many hours does one need to be in the office to be considered, "in office"?

Eight (8) hours per day counts as one day for full time employees.

And finally...

Being a positive part of a team, of DGO, and of the culture of this agency is part of your performance. These performance expectations can and should be managed. Meeting the expectations of your team, leaders, customers, will be considered for performance reviews, incentives, and additional benefits, including telework. Employee attendance during office days will be noted in UPMs and is a critical element of successful performance. Employees who habitually are not present for in-office days will become ineligible for any P4P increase and such behavior may result in discipline. Conversely, employees who come to the office with a positive attitude and contribute to a positive team environment will also be recognized in UPM for their leadership through this transition.

*** As additional questions arise, we will continue to add to this document. It will be posted on the employee intranet.

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