Working Remotely: What You Need to Know

Cook County, Illinois sent this bulletin at 03/17/2020 02:13 PM CDT

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Office of the President | March 17, 2020

Working Remotely: What You Need to Know

Dear Employee:

As authorized by Executive Order 2020-3, a social distancing policy has been put in place. Please read the executive order and accompanying addendum to the personnel policy if you missed that email. Under this policy, some employees will be authorized to work remotely beginning Wednesday, March 18, 2020.

Employees Authorized to Work Remotely

Employees authorized to work remotely will be informed by their manager or department head that they have been approved to work remotely. Employees working remotely will be expected to work from home just as they would in the office (i.e, answer and return calls, respond to emails, complete work duties, work on projects, attend meetings via teleconference). Employees are requested to proactively test capability for reliable remote access. This may include testing your home network connection and ability to remotely access critical applications.

If you are working remotely full-time and not approved to be working on an on-site schedule, be prepared to work from home. That includes taking your laptop and any other equipment (as approved by supervisor or Department Head) you may need to continue to work remotely.

Remote Work Basics

To be successful and ensure performance and productivity do not suffer, the following is advised:

Ensure you have internet connection
Guarantee you have calls forwarded to your cell phone devices
Log into your email and calendar multiple times during your normal work day
Ensure you can access applications and files remotely
Speak to your manager about what they would like you to do while working remotely, how you will check-in and be supported during your remote workday

Below are some tools and resources to use as you begin to work remotely. A separate communication will follow regarding timekeeping as we implement this new policy.

Call Forwarding

Enable call forwarding before you begin to work remotely. This must be done at your desk. If you are already working remotely, please get in touch with a colleague who is still in the office to assist you. If you need to set up call forwarding and no one is available on-site to help you, please call (312) 603-1390 and select “Option 2.” Make note of what type of telephone you have on your desk. Separate instructions for forwarding calls from (old) Avaya phones and (new) Cisco phones are available here.

Email

Access Microsoft Outlook from any computer through the web browser: https://outlook.office365.com/mail/inbox

Use your Microsoft login to access.

Microsoft Teams

To facilitate remote collaboration, Offices Under the President will be using Microsoft Teams. Instructions for using Microsoft Teams are available here. Access Teams through the web browser:

https://teams.microsoft.com/go#

Before creating a new “channel” on teams, please check with your supervisor to be sure one hasn’t already been created for the same purpose. Teams can be used to chat with your colleagues and can also be used to make phone or video meetings. Teams can also be used through your phone, so please download the free app.

Contacting the IT Service Desk

To get technology help while working from home, please send an email to ServiceDesk@cookcountyil.gov with a subject line that clearly describes the technology with which you need help. You can also call (312) 603-1390 for support.

Additional Tech Resources

Additional tech resources and news to help you work from home are available here. Please make use of Sharepoint, Onedrive, and other Microsoft tools as needed and make use of these resources. Sharepoint is an especially useful tool for sharing files with the rest of your office, and can be linked to a “Team” you create for your office.

Social Distancing Guidelines

Follow these social distancing guidelines if you do work in the office during this emergency.

Stay home when you are sick, and cover coughs and sneezes. Follow CDC and Public Health guidelines, and call your healthcare provider if you are not feeling well.
Avoid in-person meetings when possible. Instead, consider using email, phone, or online conferencing tools like Microsoft Teams.
Keep unavoidable in-person meetings short. Hold unavoidable in-person meetings in large spaces where people can sit at least three feet apart from each other. A helpful way to estimate distance is to place a chair between each attendee.
Eliminate unnecessary travel and cancel or postpone nonessential meetings, gatherings, workshops, and training sessions. Given the uncertainty around COVID-19, do not begin any new, nonessential initiatives at this time. All employees are expected to follow Executive Order 2020-2, which cancels and prohibit all work-related travel by County employees through May 1, unless such travel is deemed essential by the employee’s department head, bureau chief or by the controlling elected or agency official.
Keep six feet apart from other people when possible. Do not congregate in work rooms, pantries, copier rooms or other areas. Try to avoid being in crowded elevators or crowded spaces.
Avoid shaking hands, hugging, or other personal contact with coworkers, friends, and acquaintances. Some colleagues now bump elbows or bow instead.
While at work, bring lunch and eat at your desk or away from others when possible. Avoid lunchrooms.
When possible, avoid public transportation.

These social distancing guidelines should be considered while at work, if you are working remotely, or if you are home and not at work during this crisis.

Further guidelines and policy updates will be sent to all staff in Offices Under the President as needed.