Confusion over rules, terms keep federal telework numbers low

Poor communication and a lack of knowledge about policies are responsible for the slow start of telecommuting in the federal workplace, according to a two-year study by an interagency group.

The Interagency Telework Issues Working Group, created by the Office of Personnel Management and the General Services Administration, studied inquiries from various agencies to identify policy changes needed to increase the use of telework in the federal government. The working group included 24 telework program coordinators from 15 different agencies and focused on seven policy areas-human resources management; legal and regulatory issues; continuation of operations; technology; work site health and safety; taxes; and training and support.

"Many of the identified policy issues are related to inadequate communication and awareness of the respective policies as opposed to problems with particular tenets of the policies," the group concluded in its final report sent to OPM and GSA last week.

"Agencies may be reluctant to provide adequate support and resources needed for successful telework programs without specific and clear legislative authority."

Both OPM and GSA have taken several measures to increase telecommuting in the federal workplace. Earlier this year, GSA Administrator Stephen Perry offered to let agencies use telework centers for free for 60 days. OPM Director Kay Coles James attempted to set the pace by vowing to telework at least once a month. But according to OPM, just 4.2 percent of federal workers had taken part in in telework programs as of January.

The group found that agencies were confused over the different terms used to describe the practice, including telework, telecommuting and flexiplace, and unsure of what constituted an alternative workplace. The lack of a universal term for the practice has also made it difficult for agencies to keep track of how many employees telecommute, according to the group.

To maintain consistency, the group recommended that OPM designate "telework" as the official term for all alternative worksite arrangements, clearly define what constitutes an alternative work site, set up governmentwide criteria for telework eligibility and work with Congress to set up reporting standards for tracking teleworkers, including designating one agency to collect the information.

The working group also suggested that OPM establish a governmentwide policy setting telework hours and days, and use formal, written telework agreements to encourage consistency among employees and agencies and to clearly outline expectations.

"Teleworkers have the potential for working anytime throughout the day or night," the report said. "The issue, however, is that teleworkers need, but don't often have, this flexibility to optimize their alternate worksite schedules."

Managers should focus less on the number of hours a teleworking employee works and pay more attention to the quantity and quality of work produced from the arrangement, the report said.

According to the group, existing policies do not guarantee that teleworking employees are evaluated based on the same criteria as nonteleworking employees.

"Critical elements and performance standards for teleworkers should mirror traditional standards and only make adjustments for unique circumstances," the report said.

The group suggested that managers should not require that employees receive a "fully successful" or better performance rating to be able to participate in a telework program, and urged OPM to ensure that managers are trained to supervise employees regardless of where the employee works.

Other recommendations included creating a policy dealing with stolen equipment provided by the agency, as well as working with Congress to figure out who will pay for utilities and other expenses associated with telework programs. The group also suggested that the Federal Emergency Management Agency prompt agencies to include telework in emergency preparedness plans

"Assure that managers and employees are aware of this option in the event of an emergency," the report said.

Some agencies are hesitant to allow employees to telework because of fears that remote access to the system will make them more vulnerable to cyberattacks, the group found. To overcome this issue, the group recommended that GSA and OPM, along with the National Institutes of Standards and Technology and the Chief Information Officers Council, create a federal technology policy group to develop policies for technology-related telework issues.