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Distributed Government - Strategic Overview

B2dfbfcbdead70ed6db3a4deee5d61d5?s=47 CivicActions
September 16, 2020

Distributed Government - Strategic Overview

Long-term telework allows government agencies to continue operations even during long-term office closures. This new way of working also helps address workforce diversity, economic development and climate change issues.

To learn more and get telework training, coaching and consulting for government agencies, see: http://distributedgov.com/

B2dfbfcbdead70ed6db3a4deee5d61d5?s=128

CivicActions

September 16, 2020
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  1. License Creative Commons Attribution-ShareAlike 4.0 International License Strategic Overview of

    Long-Term Telework for Government Executives Helping distributed government teams work effectively together while physically apart John O’Duinn 16 Sept 2020
  2. Shifting Our Mindset STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN

    | @JODUINN | @CIVICACTIONS
  3. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS SHIFTING OUR MINDSET Pandemic “WFH” is not normal remote work • Social, health concerns • Economic / job loss concerns • Caregiver concerns • School risks vs homeschooling?
  4. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS SHIFTING OUR MINDSET Effective remote work IS possible • Many organizations already do this at scale • Cultural, Social and Generational trends • “High tech” not required
  5. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS SHIFTING OUR MINDSET Opportunity to improve Distributed gov teams can be more: • Resilient • Crisply organized • Transparent • Hire faster, retain longer
  6. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS SHIFTING OUR MINDSET Words matter • Distributed Team • Remote Work • Virtual Work • TeleWork
  7. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS Employment status != Physical distance between coworkers
  8. Before Covid-19 ...the rules were already changing STRATEGIC OVERVIEW LONG-TERM

    TELEWORK | JOHN O’DUINN | @JODUINN | @CIVICACTIONS
  9. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS BEFORE COVID-19 • no more “hired for life” jobs • trend to per-project employees / M+A / aqui-hire • Companies ALWAYS hiring • Humans ALWAYS jobseeking
  10. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS • people less willing to relocate for each new job • trend to double-income families - 62% BEFORE COVID-19
  11. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS • 2016 Millennials now largest segment of US workforce • 2020 GenZ will be next largest segment of US workforce • First generation to grow up with internet, smartphones, Skype • “digital natives” — Marc Prensky BEFORE COVID-19
  12. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS Requiring humans to live within commute distance of a building AND not have a job-for-life changes society
  13. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS
  14. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS No home for sale in San Francisco affordable on 2x teacher’s salary since Dec 2014 (list price)
  15. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS That’s the social and economic changes There are also environmental changes
  16. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS
  17. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS California Greenhouse Gas Emissions
  18. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS California Greenhouse Gas Emissions
  19. Since Covid-19 ...the rules are REALLY changing STRATEGIC OVERVIEW LONG-TERM

    TELEWORK | JOHN O’DUINN | @JODUINN | @CIVICACTIONS
  20. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS
  21. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS When Back to Normal?
  22. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS When Back to Normal?
  23. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS When Back to Normal?
  24. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS • It is normal & healthy to want human contact • People want to go back to “life before COVID-19” ◦ … but we don’t have a time-machine Back to the Office?
  25. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS • Offices that do re-open will be shockingly different • Need to undo decades of reducing sq.ft per human • CDC: no shared water cooler, coffee machines • Offices are not free – need to reduce costs? Back to the Office?
  26. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS • Commute will be different • Offices were not working for some people • Some work is location-specific • Reduce risk for location-specific work by excluding location-independent work Back to the Office?
  27. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS Back to the Office?
  28. Distributed Teams are not new STRATEGIC OVERVIEW LONG-TERM TELEWORK |

    JOHN O’DUINN | @JODUINN | @CIVICACTIONS
  29. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS Changing how we communicate changes how we work DISTRIBUTED TEAMS ARE NOT NEW
  30. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS
  31. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS
  32. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS
  33. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS
  34. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS
  35. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS DISTRIBUTED TEAMS ARE NOT NEW Changing how we communicate changes how we work
  36. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS
  37. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS
  38. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS ~102 people, 0 offices
  39. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS ~700 people, 0 offices
  40. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS ~1100 people 12 offices
  41. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS ~1150 people 10 office X
  42. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS 4 2 ~1300 people, 0 offices
  43. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS This is not a technical problem
  44. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS This is not a technical problem a leadership
  45. Collaboration and Productivity aka How To Get Stuff Done? STRATEGIC

    OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN | @CIVICACTIONS
  46. Team Culture STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN |

    @JODUINN | @CIVICACTIONS
  47. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS TEAM CULTURE Pandemic “WFH” is not normal remote work • Social, health concerns • Economic / job loss concerns • Caregiver concerns • School risks vs homeschooling
  48. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS Avoid Burnout • Create “fake commute” - mental transition • Intentionally block calendar times to recharge and for focus work • Tell people when you are there/away • Model self-care behavior for others TEAM CULTURE
  49. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS Plan With Others At Home • “Do Not Disturb” cues • Have meals together • Talk, walk, play together. Not more-screen-time • Plan solo time TEAM CULTURE
  50. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS Human connection • Don’t assume that your time schedule is same as coworkers • Be clear when response is expected by • Use the appropriate communication channel TEAM CULTURE
  51. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS Human connection • Group chat channels for non-work topics ◦ #parenting, #pets, #weekend-plans, #random, #health … • Recurring “Virtual” coffee breaks with co-workers • Daily checkin meetings • Weekly small-group socials ◦ The “boss” talks the LEAST TEAM CULTURE
  52. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS Build a culture of trust • 1x1 every week ◦ even if you both think you don’t need to • 30 mins • Manage-ee sends the agenda beforehand • Manage-ee starts first, does most of the talking TEAM CULTURE
  53. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS Build a culture of trust • Frequent human connection • Working in the open • Don’t ask for status; do ask for SSoT • Model the behavior you’d like to see TEAM CULTURE
  54. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS Explicit team norms • Everyone knows what’s expected • Write it down, share and refer to it often • Keep it simple ◦ “Post in group chat when we join/leave the computer during working hours.” ◦ “We take shared notes in an editable agenda.” ◦ “We start meetings 3 minutes after scheduled time, out of respect for the punctual.” TEAM CULTURE
  55. Meetings STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN

    | @CIVICACTIONS
  56. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS MEETINGS • Too Many Meetings?! • Zoom Fatigue
  57. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS • Too Many Meetings?! • Zoom Fatigue • Single Source Of Truth MEETINGS
  58. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS 5 8 Do I really need a meeting to know what’s going on?
  59. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS Exercise: Where does your time go? • % Status • % Decision/Brainstorm • % Co-working • % Social • % Working on something
  60. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS Daily check-ins • Schedule recurring remote meeting ◦ What I did yesterday ◦ What I’m doing today ◦ Blockers / questions ◦ Action items • Updates on covid-19, fires, any agency announcements MEETINGS
  61. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS Recommended Structure • All-group check-in (daily at first, then weekly) ◦ Blockers / questions ◦ Crisis Comms • 1x1 (weekly) • Impromptu coffees • Group Social (weekly) - the “boss” talks LEAST MEETINGS
  62. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS • Aggressively limit number of meetings ◦ “needs to attend” vs “welcome-if-curious” • Default meetings 30mins • Schedule meetings near each other ◦ uninterrupted days of work is important ◦ leave 30mins between for cleanup / catchup MEETINGS
  63. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS • People remember when meetings end late ◦ People usually forget when meetings start late • Join video call when 10 min. reminder happens • Start after 3 minutes • “out of respect for those who were punctual” MEETINGS
  64. Video Etiquette STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN |

    @JODUINN | @CIVICACTIONS
  65. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS VIDEO ETIQUETTE Audio-video meetings are FASTER than audio-only conference calls
  66. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS
  67. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS
  68. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS
  69. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS
  70. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS
  71. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS
  72. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS Audio-video meetings are FASTER than audio-only conference calls • Avoid “green screens” unless you are a trained professional VIDEO ETIQUETTE
  73. Meeting Moderator STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN |

    @JODUINN | @CIVICACTIONS
  74. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS MEETING MODERATOR • Use editable agendas, send reminder email in advance ◦ use simple format • People add/comment on agenda in advance = faster meeting • All take notes in same shared editable agenda
  75. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS Dialin/video/room info:.... Date: [dd-mmm-yyyy time-with-timezone] Attendees: Upcoming Vacations/OOO: * Agenda/Roundtable: * * MEETING MODERATOR
  76. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS Dialin/video/room info:.... Date: [dd-mmm-yyyy time-with-timezone] Attendees: Upcoming Vacations/OOO: * ann vacation next week Agenda/Roundtable: * release date for security fix (john) * update on project snoopy (charlie) * review of budget numbers (mary) * ... MEETING MODERATOR
  77. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS MEETING MODERATOR Dialin/video/room info:.... Date: [dd-mmm-yyyy time-with-timezone] Attendees: ann, fred, charlie, john, mary Upcoming Vacations/OOO: * ann vacation next week Agenda/Roundtable: * release date for security fix (john) ** needed before Friday 5pm PST, details in bug#1234567 * update on project snoopy (charlie) ** looks good - but Mary+Tom to check budget for firewall hardware. * review of budget numbers (mary) * possible dates for Christmas Party (john) ** hold Christmas Party after the big December release deadline ** 20dec works for everyone; John to confirm date of Dec release.
  78. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS Don’t ask someone to take notes. Do ask everyone to take shared notes. MEETING MODERATOR
  79. Other Best Practices STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN

    | @JODUINN | @CIVICACTIONS
  80. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS OTHER BEST PRACTICES Different communication channels have different response expectations • Cellphone • SMS • Group Chat • Direct Email • CC on email • Ticket/bug
  81. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS Group chat tips • Create ‘channels’ that work for your team ◦ #stormwater-project, #data-management, #just-for-fun • Group open channel = anyone can join • Group private channel = good for closed project groups • Talk in group channels rather than DM, if at all possible • All group chat is transient OTHER BEST PRACTICES
  82. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS Practice clear communication INSTEAD OF THIS... • “You there?” • “Could we chat?“ DO THIS... • “I have a non-urgent question about … “ • “Could we schedule 15 minutes this afternoon to chat about … “ • “You’re 3rd in line -- is that okay, or is it urgent?” OTHER BEST PRACTICES
  83. Disaster Planning STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN |

    @JODUINN | @CIVICACTIONS
  84. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS Short Term Disaster Planning vs Long Term Disaster Planning
  85. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS DISASTER PLANNING Recent Experiences • CoronaVirus / COVID-19 • Ebola • Avian Flu (H1N1) • Protests (Occupy WallStreet, BLM, Women’s March) • Fires (California 2017, 2018, 2020)
  86. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS DISASTER PLANNING
  87. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS “If someone has the option to stay home, work from home, that's a great choice …” de Blasio, Mayor, NYC 2015 DISASTER PLANNING
  88. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS Paris, 2018 DISASTER PLANNING
  89. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS DISASTER PLANNING California, 2019-2020
  90. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS DISASTER PLANNING Christchurch, NZ, 2011
  91. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS We build fault tolerant systems We need fault tolerant Government
  92. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS DISASTER PLANNING Could your team work if the office was closed for an extended time?
  93. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS Learn now, prepare for next time Once you learn, keep those skills fresh • At least once a week (not M-F) • Do your “normal” work not just solo-work DISASTER PLANNING
  94. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS Also tackle some hard problems These same skills help you: • Hire faster, retain longer • Hire more diversely DISASTER PLANNING
  95. Takeaways STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN

    | @CIVICACTIONS
  96. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS This is not a technical problem Takeaway #1 a leadership
  97. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS Takeaway #2 Changing how you communicate changes how you work …and (maybe) changes the world
  98. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS California Greenhouse Gas Emissions
  99. STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN |

    @CIVICACTIONS Takeaway #3 Start now Start small Plan for long term
  100. DistributedGov.com Ask any other questions at: • distributedgov.slack.com • @DistributedGov

    Distributed Government Handbook: • distributedgov.com/guide STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN | @CIVICACTIONS