Agenda item

[To consider a briefing note on Smart Working]

The Head of Human Resources commented that the briefing note on Smart Working responded to the concerns and questions raised by the Panel Members at the previous meeting.  The overall draft policy had not been changed in any way as the answers contained within the note were felt sufficient to respond to the concerns raised by the Scrutiny Panel.  The report on the draft policy had been delayed going to Cabinet for a decision, in order for the Scrutiny Panel to be able to consider the briefing note.  The Human Resources Business Partner presented the briefing note and highlighted the key areas. 

A Member of the Panel commented that they were surprised there was no defined business case for Smart Working.  He felt there being no business case also raised questions on Officer accountability for the Smart Working Policy.  In response, the Head of Human Resources said the Council employees had morphed naturally into smart working practices through the advances in technology such as laptops, skype and mobile phones.  The desk sharing practices and the Future Space project had also been major drivers.  A large proportion of employees were already using smart working practices and the policy merely was formalising the practices already taking place within the Council.  A Member commented that there was no need for a business case and the monitoring of how successful smart working practices had been, could be managed through performance management. 

A Member asked what systems were in place for logging where a person was working from.  They were also keen to understand what the reactions of employees were, who were unable to carry out smart working practices.  They expressed a concern that energy levels and communication within teams might fall if people were not working in the same office together.  Members raised a concern that call centre staff might not have the full flow of information available during a crisis if they were working in separate places.  In response the Human Resources Officers responded that whilst smart working might offer benefits to the individual, Managers would only approve certain smart working practices if it was in the best interests of the organisation.  When a person applied for a role they were made aware on whether practices such as working from home would be possible or not.  Employees appreciated that smart working practices were a relatively new concept and were being piloted.  Employees were expected to keep their calendars up to date with their working location and inform managers of the work they were undertaking.  Extensive guidance was available to managers on diary management and using technology such as Skype and Microsoft Teams to stay in contact with their staff. 

A Member of the Panel expressed their concern with the Hot Desking approach, their experience in the past was that communication within teams had suffered.  They were concerned that the schools had not fully dealt with single status issues and the concept of smart working, thus potentially enabling equalities claims in the future.  They were also concerned that managers were not fully compliant with ensuring their staff had an annual appraisal.  The Head of Human resources stipulated that there were sometimes good reasons why appraisals were not at a 100% compliant rate.  These included long-term sick leave and maternity leave.  Managers also had one-to-ones with their staff throughout the year. 

A Member of the Panel raised a concern over the current inclement weather policy where people were not able to work from home unless it had been previously agreed.   They were also alarmed that staff may not have been paid, if their normal place of work had been closed. 

A Member of the Panel asked about the process for updating the Council’s systems when a person had left the Council.  They were aware of incidences where people were still able to leave a message on a person’s Council voice mail answerphone service many months after they had left the organisation and others which were listed in the email global address book.  The Head of Human Resources responded that a set process was followed for leavers and she would look into the matters raised. 

There was a discussion about how Smart Working should be considered by the Panel in the future. 

Resolved: That the Scrutiny Panel undertake an assessment and evaluation of the Smart Working Policy at the meeting of the Panel scheduled for the 10 April 2019.  Information on performance management and data on appraisals should also be included as part of the report.