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Agile work style

In order to imbed agile working we need to understand the way in which you work. To do this we need to agree your ‘work style’ and outline the way in which different teams currently work.

The most common work styles are:

This is an employee whose role is required to be in a fixed location for the majority of their time. A desk in a fixed location is usually required,  though this desk could be shared with another employee e.g. a Receptionist within a fixed reception area.

Equipment

The Authority will supply, where relevant, the necessary equipment to enable the employee to perform their role. The ICT Manager will determine the technological requirements.

Code of conduct   

The content of the Agile Working Policy outlines the parameters in which the employee should work. Specifically for this work style, the following applies:

  • The provisions of the Data Protection Act 1998 must be complied with in relation to the security of information;
  • Employees have responsibilities under HASWA 1974 to take reasonable care of their own health & safety and that of others who may be affected by their acts or omissions at work;
  • To adhere to all Council Policies and Procedures;
  • Fixed desk employees will adhere to a clear desk policy and keep the desk clean. Any desk may be used by any member of staff, however, special regard will be given to adapted workstations;
  • Employees should not keep any personal belongings on a fixed desk e.g. photos when they vacate the desk at the end of the day;

This category of worker is primarily required to work from a single building, (in comparison with a field worker who would work across several sites) but is not required to have a fixed desk location. There is an option for teams to have zoned areas where sitting together is an essential element of their role. However, only some of the team is in one place at any one time (facilitated by natural absences, working offsite, attending meetings, working from home etc). This will mean that there will be fewer workstations than there are workers and they will be required to share. Flexible workers may work from home on an occasional basis.

Equipment

Flexible workers will have access to desk space and IT equipment, though the same equipment may be used by other employees. Hot desk workers will not have a workstation which is for their exclusive use only.

The ICT Manager will determine the technological requirements.

Code of Conduct

The content of the Agile Working Policy outlines the parameters in which the employee should work. Specifically for this work style, the following applies:

  • The provisions of the Data Protection Act 1998 must be complied with in relation to the security of information;
  • Employees have responsibilities under HASWA 1974 to take reasonable care of their own health & safety and that of others who may be affected by their acts or omissions at work;
  • To adhere to all Council Policies and Procedures;
  • Flexible workers should be considerate – other people will be using the facility so should replace general stationery items if they become depleted;
  • Flexible workers will adhere to the clear desk guidance and keep the desk clean as they will be sharing the desk with other employees. Any desk may be used by any member of staff, however, special regard will be given to adapted workstations;
  • Employees should not keep any personal belongings on a hot desk e.g. photos when they vacate the desk at the end of the day;
  • Anyone using an adapted workstation as a hot desk must ensure that either the equipment settings are not changed or are returned to their original setting if they are changed.

Field workers are employees who spend more than 50% of their time working at a variety of locations and spend some of their time interacting with the core service area. The main aspect of the employee’s job involves visiting other Council locations and/or client sites around the County.

Field workers are able to work from a variety of locations, which may include Council and non Council sites or from home.

Employees who work in the field will also have access to bookable work spaces (in the same location as their service area) if they require them and/or work at home on an occasional basis.

Equipment

The Council will supply, where relevant, the necessary equipment to enable the employee to perform their role whilst working in the field. It is not expected that home working will be any more than occasional for field workers and so the employee will be responsible for providing their own broadband.

The ICT Manager will determine the technological requirements.

When working from home, the employee must ensure they have an appropriate workspace with adequate security, storage and screening from activities.

The field worker is responsible for providing an appropriate chair and desk for home use (if relevant). The chair should be stable and allow freedom of movement and be adjustable in height with an adjustable back (height and tilt). Appropriate H & S self assessment checks must be undertaken by the employee in line with H & S guidance available on the intranet.

Code of Conduct

The content of the Agile Working Policy outlines the parameters in which the employee should work. Specifically for this Work style, the following applies:

  • The provisions of the Data Protection Act 1998 must be complied with in relation to the security of information;
  • Employees have responsibilities under HASWA 1974 to take reasonable care of their own health & safety and that of others who may be affected by their acts or omissions at work;
  • To adhere to all Council Policies and Procedures;
  • When Hot Desk Working, the Field Worker should be considerate – other people will be using the facility so should contact the Business Support Unit if general stationery items become depleted;
  • When Hot Desk Working, the Field Worker will adhere to the clear desk guidance as they will be sharing the desk with other employees. Any desk may be used by any member of staff, however, special regard will be given to adapted workstations;
  • When Hot Desk Working, the Field Worker should not keep any personal belongings on a hot desk e.g. photos when they vacate the desk at the end of the day;
  • When Hot Desk Working on an adapted workstation, the Field Worker must ensure that either the equipment settings are not changed or are returned to their original setting if they are changed.

The three agile ‘work styles’ described do not replace our Flexible Working Policy which is still available to you if you wish to make a request to work a particular flexible working pattern.

Your role may not easily fit into one ‘work style’ so your manager will work with you to determine the closest match.

The most appropriate ‘work style’ will be recommended to you following a corporate desktop exercise for each post. Your manager will explore the most appropriate work style with you and your team to ensure you understand the concept of our new way of working, how it will benefit you and us but most importantly our customers.

Your ‘work style’ will be recorded against your post and job profile. Your ‘work style’ should be reviewed on a regular basis through one to ones/supervision and the Helping People to Perform (HPP) appraisal process  where your duties change and these need to be reflected in a revised job profile.

Health and Safety

Health and Safety

We have a responsibility for your health and safety, which includes when you are working in an agile working environment. Our Health and Safety policy includes specific guidance on desk set-up if you're working flexibly in the office or a remote location.

Keeping data safe

Keeping data safe

With more people coming and going into the offices, keeping our data safe is vital. This includes keeping your mobile phones with you, locking files and laptops away at night, having secure remote access to our internal network and password protecting screens and sensitive documents. You can find all of our data security policies on the Information Governance pages, you should also refer to the mobile device policy and IT Security pages.

Home working

This section is for anyone who may work from home, whether it is on an occasional ad-hoc basis or as a ‘designated home worker’ agreed with your manager and a home working agreement in place.

We wouldn’t expect you to work on an ad hoc basis more than two days week and not on the same days every week, unless you are a ‘designated home worker’ and these arrangements are agreed with your manager.

You may want to contact anyone with an interest in your property (e.g. mortgage lenders, landlords, leaseholders, Building and Contents insurer) to make sure there isn’t anything they need to consider when home working.

Tax – Dedicated home workers (employees who are permanently home based) will be paid an allowance by the council to cover the costs of working from home. This will be the rate set by HMRC each tax year and so won’t be taxed.

Agile work style: Part of the Digital Transformation Programme

Page updated: 12/02/2019 15:39:20