Smart Working for the Future

Smart Working is terminology used by Council since 2010 to describe the approach to outcomes focused delivery of services

Smart Working is about what, how and why individuals deliver services as opposed to where someone attends to perform their role. It is a combination of flexibility, autonomy and collaboration, while optimising tools and working environments for employees.

Smart working focuses on the concept that work is something we do not somewhere we go. It is about what we achieve rather than where or when we work.

It is not only about technology and IT equipment but rather the leadership, behaviours and teams working collaboratively to deliver outcomes. It is founded on the concept of delivery of outcomes rather than how many hours of input has been made.

It involves a number of different work styles which are generally role based categories such as frontline/field based (where you move around sites or visit service users), fixed base (where you need to spend most of your time in one place to do your job), flexible/mobile (you can do your job from any location) and remote/hybrid (you split your time between home, office and other sites).

Teams that are suited to, and adopt Smart working approaches not only become more effective they connect better with other teams across the Council to deliver outcomes. They have access to information and systems and work practices that create a much more modern working environment taking away unnecessary barriers.

Smart Working has a positive impact on environmental factors with travel and Council related travel being minimised and only undertaken for specific purposes.

Following the COVID-19 pandemic response, a reflection and refresh on our use of our assets and infrastructure has allowed for us to rethink how and when these can be used.

A key feature of Smart Working is the concept of team working and collaborative working to achieve better outputs or outcomes. We have varied roles across and within each team and there is recognition that there are ‘work styles’. Smart work styles within the Council are determined by the type of job you do and the activities you perform. We will have 4 work styles and these are:

Frontline/Field Based:

• Employees within this definition deliver predominantly either in a mobile service delivery capacity or deliver frontline services within a location that requires a physical presence
• Employees will touch down at a base, depot or other areas for the purposes of short visits for PPE, team briefs and other work related meetings/engagement
• The employee will not be based in an office or depot for the performance of their role
• The employee will work with processes that may include electronic or digital technologies.

Fixed Base Employee:

• Employees are based in a front facing role
• Employees deliver in a frontline capacity but have the ability to work flexibly within this role in a work location
• Employees will have access to technology to be able to work at home should this be required.

Flexible/Mobile Employee:

• Employees within this definition deliver services through a mixture of home based working but require an office, site or frontline occasional presence
• The balance of days in the office and at home will vary but will be based on need to attend a location.

Remote/Hybrid Working Employee:

• Employees within this definition will choose to predominantly work from home or other site with the occasional but very little need to attend the workplace
• Employees may choose to attend the office on a day or days in the week but will not have a front line presence
• Employees will be required to attend as requested but will predominantly deliver services remotely from home
• Employees must attend an office location at least once each quarter or for any requirements that relate to ICT equipment and hardware updates.

No, the approach to our workforce includes all roles and types of workstyle. While home working is an option within a Remote/Hybrid workstyle, the ability to choose whether they attend a location or work at home remains. The Council does not have ‘Home Workers’ but rather this is an option dependent on the role performed. This is about how we can use new ways of working to make sure we deliver services for the future whilst using our assets for maximum benefit. 

The Council does not require employees to work from home as there are appropriate facilities available at our various premises. However, in light of our approach to Smart Working for the Future, providing flexibility and choice, the employee will be able to choose whether or not they work from home most of their working week. This will be in discussion with line managers and in line with the requirements of their role.

Most Services have now identified the work style of each of the jobs within their Service and this should will be shared with everyone within the team. Please ask your line manager and/or team leader for an update if you are unsure.

No, the approach to Smart Working is to know what the best setting for the meeting is. If a meeting can be held virtually then employees are encouraged to use technology available however, there are times where a face to face meeting suits better due to the subject or the nature of the meeting.

As outlined before, there will be certain roles that will be required to perform differently in terms of setting and location. The approach to meetings or attendance is by reason or personal preference. The requirement to always be in the office would generally apply to public facing or job specific reasons. It is always recommended you speak with your line manager regarding any concerns you may have.

Most teams will have been provided with equipment so that they are able to work according to their work style. We realise there may be some workstreams or projects that require specifications and equipment to be provided and teams will be supported in this change. 

The biggest changes we will see in the coming year will be in the digital functions employees are able to access to improve connections, access and workflow. Employees will be provided with information and training on these as they are launched.

Employees should have minimal files or paperwork based on the technologies we have. If there are instances when paper files are held at home, these should be in a safe, secure and lockable place wherever possible. In instances where any employee has concerns they should speak to their line manager about this and if necessary attend the office to use the established storage systems or scan the relevant documents. 

Please be aware that any Council documents or notes in paper format currently in your home must be securely stored and not left lying around. It is very important that we remain aware of our responsibility to keep sensitive information confidential.

If you plan to take documents or paper files from the office, please ensure your line manager is aware and has approved this. Please keep any paper documentation safely until a return to the office is possible and this paperwork can be stored or disposed of securely.

It is important to ensure that all Council Records in digital format are saved in your Team Drives as usual. Please do not save records on your c drive or desktop.

When you receive an attachment in an email please save the attachment as you normally would. Remember that when responding to an email only choose "reply with attachment" where essential. This will ensure that the volume of data being transmitted is minimised and information breaches are less likely to occur.

Base locations will be allocated per team and zones within these. Whilst zones will be established the principles of a hot desk environment will continue therefore it is not expected that individuals will have an allocated desk unless there are reasons related to reasonable adjustments.  No personal belongings including cups, stationery or other personal items such as photo frames should be stored at any desk space overnight.

If you currently have adjustments in place, these will still be met within the revised Smart Working environment. There may be individual discussions with you to talk over any new equipment, desks and chairs to ensure that any modifications required are met. Again, our Health & Safety Team will be involved and will happily help this process through a DSE and workplace assessment.

Lockers will be available for use. These will be available for the period of the attendance by an employee and should not be used for longer than is necessary. If an employee is only attending for a short period of time, lockers should be emptied.

Whilst we promote the principles of Anytime, Anywhere, there must be the ability to reach a location within a reasonable time period for any IT or equipment related issues. Employees must always consider the requirement to attend an office location should this be required. Employees therefore cannot work from outside the UK. 

The work location will continue to be as per the established contractual location of Council office premises. All Council employees have a mobility clause within the contract. Given the proximity of locations, it is unlikely that there would be an issue with accessing a location.

No, the Council is providing the choice to work from home for employees. In light of our approach to Smart Working for the Future, the employee will be able to choose whether or not they work from home most of their working week and, as such, employees would not be considered home workers in line with the HMRC definition. 

To HMRC, a genuine home worker is one who cannot perform their substantive duties anywhere other than their home, so a hybrid worker who works part of the time in the employer’s workplace is unlikely to be regarded as a permanent home worker for tax purposes.

In addition, if the employee chooses to work from home full-time, (such as through a flexible working option), but there remains an option to work at the employer’s workplace, they will not be able to claim the tax relief (currently £6 per week).

In the course of any home costs/expenses eg. broadband/heating/electricity, no expenses will be paid for these as there are facilities available for employees to access should they wish.

There will be no ability to claim travel costs on the basis of ‘normal commuting’ when an employee is working from a site or home.

Employees will retain their nominated work base and travelling expenses can continue to be claimed from this location in line with the existing Travel Policy within existing terms and conditions.

No, Council Terms & Conditions are Monday – Sunday 7am – 9pm inclusive. Some roles may lend themselves to a more standard approach to working time due to the nature of services delivered, there may be others who will operate flexibly within these timescales. It is for each team to consider the flexibility in their workstyle and working week through discussion with line managers.

The Council has a long standing commitment to flexibility and work life balance. The ability for employees to work at different times is something that will be role dependent and will depend on individual circumstances. 

It is important that employee wellbeing continues to be at the heart of our approach ensuring that adequate breaks and ‘switch off’ time is taken.

The reception space at Broomhill has visitor sign in facilities but will not be staffed. The same principles will apply whereby if an employee has visitors attending then prior arrangements for welcoming them will have been made. 

Yes, each zone will have these facilities and it will be up to teams to keep these in a clean and reasonable state on a daily basis. The tea zone will be kitted out with a plumbed in hot water urn so there is instant hot water, a fridge, a sink unit, some kitchen storage cupboards, and some bistro style seating.

Microwaves will be in use in authorised areas (by Executive Officer of Assets & Facilities/Organisational Transformation) and are not be permitted in any unauthorised zones. These will be removed by Health & Safety immediately without warning if any are found to be in use.

The bistro space previously used will be a breakout area with microwaves available for use. There will also be breakout spaces at each office location. A further breakout area is located on the lower area to the far left of reception (the old HR space)

The ratio of desks will continue to maintain standards established throughout the pandemic. There will therefore be approximately 50% desk capacity based on current planning.

Given the new workstyles and lessons learned over the last 2 years there will be sufficient car parking space at all sites. There will continue to be allocated spaces for Pool Cars and electric car park charging points.

There will be no customer reception at Southbank House. If an employee has visitors attending then prior arrangements for welcoming them will have been made. 

Yes, each zone will have these facilities and it will be up to teams to keep these in a clean and reasonable state on a daily basis. The tea zone will be kitted out with a plumbed in hot water urn so there is instant hot water, a fridge, a sink unit, some kitchen storage cupboards, and some bistro style seating.

Microwaves will not be permitted in any unauthorised zones (by Executive Officer of Estates & Facilities/Organisational Transformation) and will be removed by Health & Safety immediately without warning if any are found to be in use.

Expectations on cleaning, hand hygiene, ventilation and use of spaces continues to be established in line with best practice in a post COVID environment and are now considered routine measures. Employee News and any updated Scottish Government guidance will be provided and will be the point of reference for all measures in place.

There will not be a staff bistro or café type arrangement. The proximity of the space to the town centre and available breakout spaces provide employees with available facilities for use.

The ratio of desks will continue to maintain standards established throughout the pandemic. There will therefore be approximately 50% desk capacity based on current planning.   

Given the new workstyles and lessons learned over the last 2 years there will be sufficient car parking space at all sites.  There will continue to be allocated spaces for Pool Cars and electric car park charging points. Further parking will be available in late 2022 at Kirkintilloch Community Sports Complex beside Lairdsland Primary School.

Yes, the expectation will be to have desks cleared each evening and information stored appropriately. This may be within storage for the Service or it may be information that is personal for your role and can be stored in your individual filing system.

We recommend whether at home or in an office location that you take a break from screen time or public interaction. It is preferable that employees get a rest break. If an employee does have tea/coffee around equipment they must ensure safety at all times.

No – the existing badges are fine and do not need to be changed at this time. If you are defined as being in a frontline or fixed base workstyle ie you will be customer facing or in the office, you should renew your badge if it has expired or your role has changed.

We do not envisage extensive stationery being required for those with the ability to move between zones and locations however, there should be stationery available in each location for use. Discussions should take place with immediate line managers if there are any difficulties in locating resources.

There are already existing meeting spaces in Broomhill that are available for meetings, additional spaces will become available in Southbank House. If a meeting is required to be in a location rather than virtual there are new additional bookable spaces. 

If the meeting can’t be carried out virtually there are confidential meeting spaces which are bookable in Broomhill at this time with additional spaces available in Southbank House. 

The process has not changed and persons requiring to attend should follow current access procedures. Any update to procedures for attending offices or booking spaces will be provided as soon as available.

Smart Working continues to promote a different approach to the idea that teams all need to be located in one place to be able to function.  

The approach continues to focus on the objectives each role is expected to deliver, the best way of doing this and the way we manage. This is an opportunity to refresh the approach of managers and team leaders working, supporting and managing their teams in our new workstyles.   

Smart Working looks at what we do rather than where we go to perform our working lives.  It is about the individual contribution and knowing their purpose in the overall delivery of services.

Regular communication and engagement allows for managers to interact and monitor progress in a way that focuses on outcomes. 

This will be for each management team and the team to decide what is appropriate for them. What is right for one team might not be right for another and each team will know best how regular a team meeting is required. 

We should always be asking if it is essential to attend the workplace before attending. Line Managers and teams should consider if a task requires to be undertaken in the office or not. 

The need for teams to meet should be driven by the purpose of the meeting and intended outcomes of the meeting.  For some meetings it may be appropriate to meet in person and others will be virtual, some could be a mixture of both. There is no automatic rule on meeting in person or virtual and individual choice may influence the type of meeting that takes place.

In every case, it is recommended to consider if a meeting can be done virtually. This is also a contributing factor in the Council meeting its objectives to reduce carbon emissions.

Line managers and team leaders are responsible for ensuring teams and employees are fully aware of all health and safety procedures and emergency evacuation procedures for their new work location.

Initial health & safety inductions for managers and team leaders will be provided by our Health & Safety Advisors from the Health & Safety Team via virtual sessions. On completion of this induction, it is then the responsibility of managers and team leaders to ensure their team(s) and employees are aware of all health & safety procedures and considerations such as access, fire safety, first aid and other workplace hazards.

Videos showing our typical workspace layout and procedures will be available on the employee zone as well as any specific guide for locations. There will also be supporting information available on the Employee Zone for a variety of subjects. 

There is a Self-Assessment Form which should be completed whether you work in the Office, at Home or at an Alternative Site which can be found on the Employee Zone Health and Safety section.

On workstyles being confirmed for teams, employees and their line managers should review and refresh their current DSE. 

Yes – measures will continue to be in place to ensure the safety of all employees is maintained.

• The equipment for each workstyle has already been provided for the various workstyles. There may be ongoing transformation projects and employees/teams will have ongoing support for any new developments they may be using.
• Laptops, phone functionality and all other equipment or access to systems has been provided throughout the pandemic.
• The developments in Microsoft 365 will continue in 2022/2023 and news will be provided on these as its available

If required, the equipment will be issued at your first Smart Working training session which focuses purely on the use of technologies. Again there be some exceptions and if this does not apply to you ICT will inform you separately.

No, the laptops provided are for ongoing use. Any replacement will be coordinated by ICT and notification made via normal procedures. 

The need to PAT test laptops and chargers continues and scheduled dates for this to take place will be notified on an individual basis.

Employees are expected to attend locations for PAT testing, laptop issues (if ICT require physical equipment to assist) and any replacement.

In the unlikely event you cannot find a free flexible workspace, you can connect to the Corporate Network by Wi-Fi at Touchdown Spaces and Informal Meeting Areas when at Broomhill or Southbank House.

Laptops should be taken home to ensure that the employee can work from home should they not be able to attend the office for whatever reason (personal circumstances, extreme weather, issue at the office etc). These should always be stored safely at home.

The Employee Survey will run in 2022 and we will take this opportunity to ask employees about their experience over the last 12 months and views to inform our future ways of working.  

The findings of the survey will be reported and shared through various updates. 

There will be the opportunity for all teams to contribute and more information will follow shortly on this.

Discussions will continue with the Trades Unions on other employment engagement activities.

You can visit the Employee Zone.

Or if you are unsure contact the Business Partner Team.

Name: Caroline Smith
Job title: HR Business Partner
Email: caroline.smith@eastdunbarton.gov.uk
Ext No: 3434

Name: Lesley Milligan
Job title: HR Business Partner
Email: Lesley.milligan@eastdunbarton.gov.uk
Ext No: 5648

Name: Alison Nisbet
Job title: HR Business Partner
Email:Alison.nisbet@eastdunbarton.gov.uk
Ext No: 3252

businesspartnerteam@eastdunbarton.gov.uk

You can speak with your Line Manager or Service Manager about any concerns that you may have relating to your Wellbeing or any issues related to the workplace. Should you be unable to speak with your direct line manager or service manager you can make contact with HR Operations Team.

There are different ways you will interact with members of your team. Having informal meetings and catch up’s is one way of continuing to have the conversations you would have had in the office or work space before moving to working from home. 

You should speak with your Line Manager should you have any fears of being isolated from your team or have any current concerns. You can also speak with the HR Operations Team.

Name: Anne Marie Cunningham
Job title:Team Leader HR Operations
Email: anne_mariecunningham@eastdunbarton.gov.uk
Ext No: 5535

Name: Susie Andrews
Job title:HR Case Advisor
Email: susie.andrews@eastdunbarton.gov.uk
Ext No: 5608

Name:Nikki Edgar
Job title:HR Case Advisor
Email: Nikki.edgar@eastdunbarton.gov.uk
Ext No:5647

Name: Lorna McLaughlin
Job title: HR Case Advisor
Email: lorna.mclaughlin@eastdunbarton.gov.uk
Ext No:3423

Name:Shona Diack
Job title: Acting HR Case Advisor
Email: shona.diack@eastdunbarton.gov.uk
Ext No: 3463

hrcaseadvisors@eastdunbarton.gov.uk

No, the policies in place apply whether you work out in schools, with the public, in an office or have been working at home. 

There are various elements of Smart Working Training and training for Workstyles. Employees who are new to the organisation will have Smart Working Training as part of their induction then will have other sessions to complete thereafter.

Familiarisation of the systems specific to services will be picked up locally by the service team with the help of the e-learning materials. For further advice and assistance you should discuss with your line manager or contact People Development Team (Peopledevelopment@eastdunbarton.gov.uk).

Team Leaders/Managers - Details will be sent on all training available and calendar updates with available sessions.

There will be various launches of new and exciting technologies over the coming year. These will have dedicated awareness and familiarisation training specific to the stage of the digital projects. 

Specific training in services will continue for ongoing projects and process redesign.