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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

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Shifting Our Mindset STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN | @CIVICACTIONS

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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?

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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

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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

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

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STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN | @CIVICACTIONS Employment status != Physical distance between coworkers

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Before Covid-19 ...the rules were already changing STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN | @CIVICACTIONS

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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

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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

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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

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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

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

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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)

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

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

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

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

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Since Covid-19 ...the rules are REALLY changing STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN | @CIVICACTIONS

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

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

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

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

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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?

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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?

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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?

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STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN | @CIVICACTIONS Back to the Office?

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Distributed Teams are not new STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN | @CIVICACTIONS

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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Collaboration and Productivity aka How To Get Stuff Done? STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN | @CIVICACTIONS

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

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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

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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

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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

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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

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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

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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

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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

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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

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

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

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

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

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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

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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

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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

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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

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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

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Video Etiquette STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN | @CIVICACTIONS

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

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

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

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

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

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

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

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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

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Meeting Moderator STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN | @CIVICACTIONS

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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

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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

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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

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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.

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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

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Other Best Practices STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN | @CIVICACTIONS

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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

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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

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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

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Disaster Planning STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN | @CIVICACTIONS

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

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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)

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

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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

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

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

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

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

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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?

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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

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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

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

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

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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

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

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STRATEGIC OVERVIEW LONG-TERM TELEWORK | JOHN O’DUINN | @JODUINN | @CIVICACTIONS Takeaway #3 Start now Start small Plan for long term

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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