September 15, 2022
Good afternoon,
In same way that systems didn’t crash when computers switched to January 1 in the year 2000 (remember Y2K?), work carried on at DHHS without interruption as we transitioned back to offices last week. In fact, from the comments heard in the hallways, re-entry was more akin to the first day of a new school year. Although, we had a few adjustments, such as places with more workers than chairs and too few paper towels for a given day, we are smoothly working under the DHHS Telework Policy.
We wanted to share some statistics from the DHHS Telework Approval Form that we used for summer planning.
Days of the week: Overall, Tuesday is the most popular day for people to work in offices while Friday is the most popular day for telework. Some offices whose coverage requires it, like Office for Family Independence, have relatively equal distribution across days.
Office capacity: We also have a gauge on each building’s busy days. For example, over 200 people are in 109 Capitol Street on Tuesdays while about 160 people are in the Portland Office on both Tuesdays and Thursdays.
Occasional telework: About 465 workers are approved for occasional telework rather than a specific set of days per week.
As we explained last May, the DHHS Telework Approval form provides additional detailed information needed to, for example, manage space, ensure adequate coverage, and stagger schedules as needed to make sure that the Department’s policy can be implemented well. It achieved its purpose.
Going forward, the system of record will be the State of Maine “Executive Branch Telework Authorization Form.” It is very similar to the DHHS planning form although it is more generic to adapt to different Departments’ telework policies. Starting next week, we will send you instructions on filling it out and approving it along with the timeline for doing so. The Statewide form, FAQs, and instructions can be found at WorksforME.
Lastly, while it is different to see people in person rather than just as a headshot in Teams or Zoom for years, the offices haven’t changed. Indeed, the physical spaces and policies and guidelines (PDF) for their use remain mostly the same with some improvements. We have improved ventilation, installed sit-stand desks in most offices, and improved cleaning. And we will continue to adapt our building to promote worker health and productivity as we settle into the new policy. Suggestions are welcome at: employeequestions.dhhs@maine.gov.
Thanks, Jeanne
Jeanne M. Lambrew, PhD, Commissioner