Tips for Entering into an AWL Agreement
Alternate Work Location (AWL)
Employees and managers considering a remote work arrangement should consider how to incorporate these tips into your AWL arrangements to maximize efficiency and communication.
- Remote work requires trust between managers, employees, and team members. Ensure conversations occur before the remote employee relocates to establish expectations and processes for team interaction.
- Establish specific meetings between manager and remote employee for the first 60-90 days to touch base on how the remote working situation is operating.
- Establish regular check-ins between the manager and remote employee, as well as the team and remote employee, to touch base on project progress and updates.
- Establish a procedure or method of letting the team know when the remote employee is unavailable (marking times on calendar, sending an email to team, etc.).
- Ensure access to and promotion of online training resources.
- Establish expectations of how often the remote employee will travel to on-site location and maximize face time with colleagues and customers when the opportunity presents itself.
- Remote employees should make an effort to call colleagues on the phone or via webcam rather than relying on email and continue to participate in team meetings, through videoconferencing, if possible.
Remote employees:
- should establish a morning routine prior to starting work, similar to what they would do before going to the office.
- are expected to participate in video meetings using the same professional appearance and environment that they would if they were at the primary duty station.
- regardless of time zone, are generally expected to keep the same schedule as the regular office. In addition, they should keep work computer and calendars on Central Time Zone to avoid scheduling issues.
- Account for for lunch time and short breaksthat promote physical and mental wellness.
- set task/deliverable goals for the day and/or week; block time off on calendar for increased accountability on projects.
- Use a share drive. Include all relevant job information in one place. Provide samples and instruction materials on using the shared drive, as needed.
- Consider team management and project systems.
- Ensure remote employee is set-up with remote VPN and the ability to sign documents electronically.
- Ensure remote employee, manager, and team are familiar with using technology features, including video calling, instant messaging, and screen sharing.
- All remote work associated with the AWL program, should be done utilizing university or agency owned computer equipment. However, if an employee is working from home after hours, on their own personal time (such as evenings or weekends), they may use their personal cell phones and computer devices.
- Personal cell phones and other devices may be used for validating credentials with TAMU multi-factor security systems and authorized web based systems such as Email.
- Personal devices may be subject to TAMU policies and procedures if used to remotely operate authorized University assets and web systems.
- Security protocols within the AWL program are not intended to replace any statutory requirements in our Research programs.
- In all situations, employees are expected to maintain security protocols appropriate for the specific law, contract, or legal framework governing data access and use. Data regulation guidance found here.
- Have a dedicated room to serve as the remote office.
- Identify necessary hardware and identify which resources your department can provide based on the AWL arrangement:
- Laptops, monitors,
- printer/scanner.
- Ensure a reliable internet connection.
- Make calendar available to all team members and share calendar details. Be sure to note any time away or on leave.
- Ensure space is free of background noises: children, music, TV, pets, etc. Keep the space professional.