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Rising Gas prices Drive HR
Departments Strategy.
HR departments must prepare
themselves for rising gas prices and their effect on employee retention. As of
today April 23, 2008, gas prices in California are over $4.00 a gallon and the
summer driving season has not kicked in yet, when typically gas prices go even
higher because of vacationers. A spokesperson
for AAA has said that a national average price of $4 per gallon is possible
for later this summer. Prospects of gas-price relief in the longer term are
bleak; petroleum production is not increasing while global demand, largely
driven by the expanding economies of China and India, is soaring.
The impact of high gas prices is
really starting to take effect. Many people have to stretch their budgets to
pay for basic necessities because filling up the car can cost upwards of $50,
and for SUV owners the cost can soar to over $70.  As
gas prices continue to increase many workers will face having to change their
mode of transportation, taking public transit or carpooling where possible. But
in many towns and cities across the USA the public transit system is just not
an option for the overwhelming majority of the population.
With the cost of transportation
skyrocketing, it won’t be long before some employees start asking if they can
work from home a day or two a week. HR departments need to be proactive and
start investigating telework possibilities as soon as possible to give some relief
to their employees. If employees are allowed to work from home two or three
days a week that would greatly reduce the stress in their lives and on their
wallets. This will make for a happier more productive workforce and a much more
loyal one. Employees will be very grateful that their company is looking out
for them during this very difficult time.
Obviously not all jobs are
capable of being done remotely, but Rep. Frank Wolf of the 10th District of Virginia has
stated that “Nearly 20 million Americans telework today, and according to
experts, at least 40 percent of American jobs are compatible with telework”.
Where do I look for
information?
There are many Internet sites
with useful information on how to start implementing a telework program at your
company. Telework.gov is the official
website of the Federal Government’s telework program. Other organization that support and promote telework are The Telework Coalition and Telework Exchange .
There are many local
organizations also, so be sure to check in your area. For example Telework Tampa Bay is a
program of the Tampa Bay Regional Planning Council and Bay Area Commuter
Services.
What should a telework policy
contain?
HR professionals will need to consider which jobs are
suitable for teleworking, and then write a policy to describe how the telework
program will be implemented in the company.
The telework policy is
critical for setting up a successful telework program! This document is
necessary to set up the expectations on behalf of the employees and employer. A
detailed policy that states the expectations and responsibilities of both
parties will help to ensure a successful program.
You can find many telework
policies and sample policies on the web and use them as templates. For example HR-guide.com, has a sample
telework policy and Eastern
Oregon University has their
telework policy online.
Most policies have an
introduction which states what telework is and why it is being implemented, an
eligibility section that states which employees may be eligible and how
authority for telework is granted. Then follows the actual agreement section
which states responsibilities of the employee and employer.
Typical employee
responsibilities:
- Availability during specified hours
- Condition of equipment
- Quality of work
Employer responsibilities:
- Providing equipment
- Office supplies
Typically the employee would fill
out an application to request telework, and if granted sign an agreement.
Application would contain:
- Employee info
- Location of telework
- Possibly telework statistics, miles saved, gallons of
gas saved, time saved.
- Telework schedule when the employee would be
available
- Equipment needed
Won’t that hurt our
communication?
Fortunately now we live in the
age of the Internet. Many employees who use computers for their main tasks can
work at home with minimal cost. Many homes already have broadband access to the
Internet (DSL, cable, Fios, satellite). There are many software tools that can
help keep the communication flowing between your employees. Instant messaging
programs are provided by AOL, MSN and Yahoo. Video conferencing services are
also available. Most businesses have
email, and of course there are always cell phones, blackberries and other
devices. There are also many Internet applications that allow you to
communicate with your employees. These can range from online timesheet software
to policy distribution software, allowing for 24/7 world wide access.
Who else is doing this?
There is much support for this
effort from the Federal and local governments and many of our
representatives. In Washington DC and
surrounding areas like Loudoun County, VA local governments are pushing hard
for telework partially due to the incredible traffic conditions that have
turned “rush hour” into “crawling hours”.
Many large companies are also reaping big benefits from telework
programs including Cisco, Verizon, AT&T and many more.
There are many case studies that
have been done:
Commuter Challenge
is a non-profit organization that has been fostering public/private
partnerships to find solutions to King County, WA (Seattle) transportation
issues for over 15 years.
At UC-Berkeley’s Department
of Electrical Engineering and Computer Science they have a case study on
telecommuting. The Telework Consortium Inc. also has a great video on YouTube.
What are the other benefits?
“The best part of telework is that it improves the quality of life
for all,” Wolf wrote. “Telework reduces traffic congestion and air pollution.
It reduces gas consumption and our dependency on foreign oil. Telework is good
for families -- working parents have flexibility to meet everyday demands.
Telework provides people with disabilities greater job opportunities. Telework
helps fill our nation's labor market shortage. It is also a good way for
retirees to pick up part-time work.” Rep.
Frank Wolf 10th District of Virginia
Employers benefit too!
Real estate costs can be reduced and employee morale increases which directly
impacts their retention, customer service, and productivity. Happy employees
tend to reflect their happiness and are able to concentrate on work not being
distracted by worries.
Anyone can measure monthly
gasoline savings with Online Employment
Systems Gas Savings Calculator.
Where else can it work?
Telework not only works in
congested urban areas like Washington, DC and the surrounding suburbs, but it
can also work in rural areas as well. Broadband connections are reaching out
into the rural communities now so it will make teleworking a possibility. If you live in a rural area you may
have to drive 50 or more miles to work each day. The time spent on the road and
the price of gas are major factors in favor of teleworking.
What is the downside to
telework?
Management may feel lack of
control. A good policy, good communication tools and setting clear
performance goals can go a long way to making management feel more comfortable.
Remember that in your telework policy it should state the expectations of the
employer. These should include work hours the employee needs to be available,
schedules for when work products are due and other guidelines to help both
employee and employer understand what is expected.
Employees may feel out of the
loop. Good communication tools can help the employees feel more engaged and
if workers telework for a couple days a week this will probably not be an
issue.
Employers need to remember the
following:
Just because your employee works
from home does not mean:
- They are available 24/7 (unless you have previously
stated such in your telework policy)
- They are goofing off just because you can’t see them
working.
Employees need to remember the
following:
- Working at home does not necessarily mean working
without distractions. There is a whole new set of distractions (TV, phone,
refrigerator, neighbors).
- You need to set boundaries between private life and
work life. Telework does not necessarily mean work whenever you want.
Depending on your job you may be required to be available within the core
hours set up by your company.
- If you have dependents at home you should arrange for
help to care for them while you are working.
Conclusion:
The price of gas is really only the latest reason for
companies to look at instituting a telework program. If we were all driving
electric cars tomorrow, there would still be huge traffic congestion which
translates into longer, more frustrating commuting times which takes time away
from families and can make for more stressful and annoyed employees. Employers
would still be paying high rent and maintenance costs on buildings.
There are three main points to
help make a telework program a success.
- Making a telework program a viable useful program
will take buy-in from upper management and employees alike.
- A well written policy that states expectations and
responsibilities on both parties will be major factor in making your
telework program a success.
- Current communication technology, the Internet and
telework software is making telework a very real alternative.
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