S 2.114 Flow of information between the telecommuter and the institution

Initiation responsibility: Telecommuter, Supervisor

Implementation responsibility: Supervisor, Telecommuter

In order to prevent telecommuters from being cut off from what is happening in the organisation, it is necessary to ensure a regular exchange of information between the telecommuters and their work colleagues. The telecommuters and their superiors are equally responsible for ensuring this. The corresponding superior must ensure that the telecommuters receive all information the telecommuters need to perform their tasks. However, the telecommuters also need to ask for the corresponding information and inquire as to what's new. The regular exchange of information is important so that the telecommuters stay informed of all plans and objectives applying to their work area. This prevents frustration and helps generate and maintain a positive work climate for telecommuters.

The involvement of telecommuters in the distribution of internal circulars, pertinent information and periodicals should be regulated. This poses a problem when the telecommuters work at home all the time. One solution could be to scan important written documents to send them to the telecommuter by e-mail. Telecommuters must always be informed promptly of changes to security safeguards and of any other security-related aspects.

Their colleagues in the organisation must be informed when the telecommuters will be at the organisation and when they can be reached at home. All colleagues should know the e-mail addresses and telephone numbers of the telecommuters. In addition, call forwarding should be used to forward calls to the telecommuting employees' telephones in the organisation to their telephones at their home workplaces in order to improve accessibility.

The following points also need to be clarified for telecommuting:

• Who is the contact person in case of technical and/or organisational problems while telecommuting?
• Who needs to be informed of security incidents?
• How are the tasks allocated?
• How are the results of completed tasks to be transferred?

If technical or organisational problems occur, then the telecommuter must report the problems immediately to the organisation.

Review questions:

• Are all telecommuters integrated into the internal flows of information in the organisation?
• Are telecommuters informed promptly of changes to security safeguards and of other security-related aspects?
• Do all colleagues know when and where the telecommuters can be reached?