How to Develop a Flexible Work Arrangement Proposal with a Template
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How to Develop a Flexible Work Arrangement Proposal - (Template)
Date: May 18, 2005
Name: Your Name
Position: Your Title
Length of time with company: 3 years, 4 months
Phone: Your desk phone or current telephone
E-mail: your email
Proposal
In this section, give the employer the date for which you want to start work, from where, and why.
Example: I propose to begin telecommuting July 1, 2007 from my home to accommodate the XYZ Corp. by finishing the grants on which I work.
Duration
In this section, give the employer the duration this will occur and a reason if necessary.
Example: I propose a six month trial through December 31, 2005; but would like to finish the work on current projects that will conclude June 30, 2006.
Schedule
In this section, detail your plans for home office hours and make sure to identify the need to adjust time schedules due to time zone differences. Additionally, address any other travel that may be necessary.
Example: I will be available the same hours I am currently in the office. My work day would begin and end an hour later due to time zone differences. I will travel to XX per your request or for project necessity, as well as those conferences deemed necessary by the projects.
Allocation of tasks
In this section, address current project management or tasks you must complete or delegate over the next months. Explain how you plan to manage these activities and what accommodations may need made. Additionally, explain (in detail, if necessary) what other staff will need to be doing. Discuss any potential problems and solutions if any.
Example: All project management tasks can be performed through the use of distance technology. Timelines are set from the original project activity maps. I expect that all project activities will be completed on time and on budget.
Benefits to company
In this section, identify solid benefits to the organization. Make certain to put their needs at the forefront, not just your own.
Example: This will be beneficial to XYZ CORP. because:
1. XYZ CORP. will not need to hire, retrain, or try to absorb my workload.
2. Current project activities will maintain continuity in personnel and timelines will progress without delay.
3. XYZ CORP. has an opportunity to pilot distance grant activities to potentially tap into experts located in other states (or other experts) through the use of current technology.
4. XYZ CORP. could use my location to test new technologies before implementing them with other projects in a "safe" environment to work out system functionality or protocols.
Business goals and objectives
In this section, outline specific goals and objectives, products and deliverables that will be met over the duration of telecommuting.
For example:
· Complete project activities stated on activities map and report updates.
· Develop and deliver project end reports to project officer, contacts, or other representatives.
· Develop and deliver the Annual Performance Review using the same timelines as 2004 reports.
· Complete Public Awareness activities like those implemented in 2005 for 2004 performance.
· Attend national conferences as necessary.
· Complete data manipulation protocols for each indicator.
· Develop and deliver regional reports as scheduled.
· Assist with project requirements and state TA.
· Develop and implement activities for finishing out 2005 budgets.
· Complete other activities as assigned.
Effect on other employees
This is an important consideration. If you are a hands-on manager, you may not be able to telecommute. This section gives you an opportunity to reflect on your style and see how it may effect your employees. A solid plan to handle the immediate disruption is an important part of this plan.
Example: I do not expect this change will have a great affect on others because of my current work style. As noted during my last PDR, I complete most of my work using technology (Share Point, email, telephone, IM, etc.). I could attend weekly meetings via teleconference similar to other off-site partners. Project X communication occurs using teleconference or email, so the only change would be my telephone number.
Communication
This, too, is an important consideration. Identify how you will handle communication with your partners, employees, counterparts, and how others will be able to access you.
Example: Most of my communication occurs through email, telephone, Share Point, or other electronic mechanism. Limited amounts of face-to-face meetings actually occur. In the case of emergency, all project staff will have access to my home telephone, as well as my cell phone or email. I would be able to respond to an urgent situation similarly to my current response time. We can develop a daily protocol for me to check in and out.
Support needed from the office
In this section, identify your needs of additional or diminished support from support staff.
Example: I do not expect my office support needs to increase by much. This support fluctuates during the project anyway; communication and pre-planning is important so that I do not overtax support staff. I may need to make special arrangements for traveling to AG meetings or conference in order to fly from XX, but I am willing to work with our project secretaries or do it myself.
Description of home office
In this section, identify where you plan to create a home office environment. Think security, privacy, and your surroundings. Also, make sure you take into consideration the needs and demands of your workload. If you are staying home due to children, a noisy environment may not be the best idea for telecommuting.
Example: My home office will be separate from community living space and will have restricted family access, locking file drawers, a shredder, backing up files, antivirus software, and will follow XYZ CORP. data security protocols. I can log into the system through a VPN or other encryption method to reach all documents and mapped drives, but maintain data security. I could install webcam capabilities for use with teleconferences if XYZ CORP. would need.
Required equipment
In this section, identify your equipment needs. What will you provide and what are you asking for from your employer. Be reasonable.
Example: Equipment that I would need would consist of the computer and printer that I currently use. I will provide internet access, telephone line, and a webcam. Upon project completion, I will return the computer and printer to XYZ CORP. I may request ink or other office supplies, but such requests can be completed using XYZ Corp.'s current processes.
Cost estimate - Equipment & Travel
In this section, identify how this will increase or decrease your budget. Ultimately, your decision to telecommute should either decrease or not change your current project budget.
Example: I do not expect additional equipment costs. Travel costs to return to XX would affect my budgets for both projects, but one will only require one more F2F AG meeting this fall and the other could accommodate 4x per year. The cost for plane tickets to attend other conferences may be less due to the destination from where I would fly.
Evaluation plan
In this section, develop a plan for work mode AND deliverable evaluation. It is important to be able to identify if this work mode is a future possibility for your employer and your case may provide insight to future protocols or opportunities.
Example: I expect the work arrangement to be evaluated as objectives are met or products delivered.
Final plan will include signatures if this plan is accepted.
Signature of employee: ______________________________________ Date: _____________
Signature of supervisor: ______________________________________ Date: _____________
Comments
You may choose to include this section to discuss some of the points of concern above in more depth. For example: Why did you choose to ask to telecommute?
1. Current personnel likely to step into my position will either be decreasing their current FTE, on maternity leave, or currently have overloaded schedules. Other candidates will need trained on each project (time consuming & costly).
2. I am already 100% committed to my position at XYZ CORP. and have the knowledge necessary for each project. I want to continue working on these grants so that the projects will not experience any delay other than vacation time I would request necessary to complete my family's move. I will have computer/internet access making it possible for me to be available should the need arise.
Project 1 will only have about 9 months left on its last year. The activities and timelines are well defined. I would be able to complete the project end reports, 2005 annual performance report, participate in project and meetings, and finish what the project has started. Additionally, XX contact will remain current, performance reports will be completed as scheduled and additional explanation or communication will be covered.
The X Project finally developed a working process and protocol over the 2004-2005 contract year. The Coordinator has expressed satisfaction with my work and has asked that I develop a new contract for the contract period of July 1, 2005 - June 30, 2006. With my continued participation, this project will solidify its processes, output, and products. I will be able to train project staff more completely, finish developing Data Manipulation Protocols (DMP), develop a continuity manual, assist with TA to the state, and deliver consistent quarterly reports. Project staff will need additional training in order to complete required tasks for this project. A recent personal leave has delayed this training to some extent.
3. XYZ CORP. has experience using distance technology for training, and some for grant activities in the stae. It would be beneficial to explore and develop a working model for future projects. For example, XYZ CORP. is beginning a new project with XX where all of the employees are currently located in off site. Of course it is possible that the current employees are not part of this project, but it is more than likely this will be the case.
4. Using distance technology, XYZ CORP. can pilot the opportunity to develop a network of experts across the country with little expense. Together, we can develop a protocol through which grant activities are be completed and give XYZ CORP. an opportunity to reach experts through sister offices or on a national level. This would benefit XYZ CORP. by increasing the talent pool on new grant opportunities requiring experts outside of the state.
Adverse effects on co-workers:
I imagine that it may affect my co-workers adversely at first, until they became comfortable with calling or emailing me. Most communication with project members or outside partners occurs through telephone and email as it stands. No one's schedule would need modified, but my own to accommodate for time zone difference. That is no problem. I will be available to project staff and partners as I am now and would communicate any absence, meetings, or unavailability via email or telephone to necessary parties. I do not expect my telecommuting to add to anyone's workload, except for an additional telephone call or email in place of dropping by my office.