March 2020
W O R K I N G R E M O T E LY AT B O A R D W A L K
Dear Team, During this sensitive time, we must respond with resilient leadership and find innovative ways of continuing to work and thrive with our teams. Recognizing that personal priorities may have shifted towards immediate concerns about family health, accommodating extended school and daycare closures and dealing with the overall unpredictability of COVID-19, it is crucial that we encourage each other to adopt a calm and steady approach to whatever happens next. With a long view in mind, we must continue to act with purpose, be accountable and continue to provide exceptional customer service and experience to our communities. For those of you working remotely, please review this document and make your best effort to be as productive and focused in delivering the best possible results for our Resident Members and fellow Associates. Sam Kolias CEO
and Chairman of the Board
W O R K I N G R E M O T E LY AT B O A R D W A L K
Boardwalk Expectations: For Associates and Teams Working Remotely Stay in Your Routines - Daily Meetings (Huddles) • Managers with team members working remotely will host regular daily team huddles at a set time (required) • Please use MS Teams and require your team members to check-in early–pay attention to attendance • Share what people are working on, and discuss how people can work together better each day • Discuss goals, objectives, and expected results to help prioritize and set timelines for the team • Put a focus on outcomes as a team and always celebrate your accomplishments
Associates Will Always Be Available Team members must be available and responsive during specific hours— 8:30 a.m. – 4:30 p.m (or whatever is standard for your team) • Forward your work phone to your mobile if applicable • Update your voicemail message to ensure it is clear people know how to reach you • Make sure your mobile phone is always on and charged • Be accessible on MS Teams when at your computer • Check text and email regularly • Provide back-up contact details to your manager, in case you must be reached in an emergency • Keep your regular work hours where and if possible
Maintain 1-to-1 Connections between Managers and Associates Managers and Associates will ensure regular 1-on-1 meetings to talk openly and honestly about how the remote work is progressing for the individual and the team. Ideally this will occur at least once per week.
Boardwalk’s Expectations: For Associates and Teams Working Remotely Overcommunication is Key With everyone decentralized, communicating and over-communicating is critical If you’re trying to finish a project, about to take a call, or going to be otherwise unavailable at any point during the day. Reach out to your colleagues via email or txt to let them know. This provides them the context they need when you may not be able to tend to something immediately.
Leverage MS Teams Please make your best effort to make effective use of MS Teams and strive to get better in using this as a remote work tool. For smaller meetings, please get comfortable using video where it makes sense. All Associates are asked to watch the MS Teams online tutorials that will help them be better users (see hyperlink below).
MS Teams Video Training Comply with IT Guidelines for Working Remotely All Associates must understand what is required to work in our IT environment productively and securely. It is important that you read through the following section, “Understanding Our Remote IT Environment”. We have helpful resources available online and via our helpdesk if you run into challenges.
W O R K I N G R E M O T E LY AT B O A R D W A L K
Understanding Our Remote IT Environment Every associate working remotely has a Boardwalk issued device that is permitted to connecting to our network. To ensure the security of our network please ensure that the Global Protect VPN application is running on your laptop. This ensures your connection is secure and protected behind our firewall while you access internal resources such as shared network drives.
1. How to check if your GlobalProtect is working:
Type GlobalProtect in the search feature in your taskbar, and click the GlobalProtect icon.
Once you do so you will see the following window appear on the bottom right of your screen. Please note: The application should be running continuously in the background, no need to launch the application every time you log in.
If you do not see the application listed above, please log a Desktop Support Ticket via the two option presented below.
2. Security is paramount when working remotely, especially if you are in any public spaces. If you step away from your PC, please ensure you lock your PC (Windows Key + L)
3. Every associate does have an Office 365 account and should have Microsoft Teams on their device. For collaboration this is one of our preferred options for teams to chat, call and have video conference meetings. You can find TEAMs training material on the IT site on Connect located here: https://boardwalkreit.sharepoint.com/sites/connect-information-technologies-en
W O R K I N G R E M O T E LY AT B O A R D W A L K
Desktop Support Process There are two ways to log a Desktop Support Request. We want to stress the importance of logging a ticket and not emailing a desktop support associate directly as we are working from the queue to prioritize and manage the tickets in an approporate manner. Log a ticket via the Desktop Support web application located at
http://desktopsupport.boardwalk.ad/CompServ/Default.asp select the Submission Form option and complete the form presented to you.
If you are not behind the VPN and cannot connect to the Desktop Support web application, please log into BPMS, and in the upper right corner is an option to email support, within the window that is presented, select the relevant category and submit the ticket to our Desktop Support team. If you cannot access Desktop Support or BPMS to log a request, please contact your CSR or Leader at site to log a request on your behalf. Our support team will contact you to discuss the problem you may have. If required, they can connect to your device remotely via the TeamViewer application. This application gives them the ability to see what is on your screen and interact with your device as necessary to resolve the issue.
W O R K I N G R E M O T E LY AT B O A R D W A L K
Important Tips - How to Be Productive When Working Remotely Get started early. When working in an office, your morning commute can help you wake up and feel ready to work by the time you get to your desk. At home, the transition from your pillow to your computer can be much more jarring. Believe it or not, one way to work from home productively is to dive into your to-do list as soon as you wake up. Simply getting a project started first thing in the morning can be the key to making progress on it gradually throughout the day. Otherwise, you›ll prolong breakfast and let the morning sluggishness wear away your motivation.
Pretend like you are going into the office. The mental association you make between work and an office can make you more productive, and there’s no reason that feeling should be lost when telecommuting. When working from home, do all the things you’d do to prepare for an office role: Set your alarm, make (or go get) coffee, and wear nice clothes.
Structure your day like you would in the office When working from home, you’re your own personal manager. Without things like an in-person meeting schedule to break up your day, you can be quick to lose focus or burn out. To stay on schedule, segment what you’ll do and when over the course of the day. If you have an online calendar, create personal events and reminders that tell you when to shift gears and start on new tasks.
Choose a dedicated work space. Just because you’re not working at an office doesn’t mean you can’t, well, have an office. Rather than cooping yourself up in your room or on the couch -- spaces that are associated with leisure time -- dedicate a specific room or surface in your home to work.
Important Tips - How to Be Productive When Working Remotely Plan what you’ll be working on ahead of time. Spending time figuring out what you’ll do today can take away from actually doing those things. And, you’ll have planned your task list so recently that you can be tempted to change your schedule on the fly. It’s important to let your agenda change if you need it to, but it’s equally as important to commit to an agenda that outlines every assignment before you begin. Try solidifying your schedule the day before, making it feel more official when you wake up the next day to get started on it. Also plan your meetings ahead and book the time you need with fellow teammates.
Use technology to stay connected. Working from home might help you focus on your work in the short term, but it can also make you feel cut off the larger operation happening in the office. Instant messaging and videoconferencing tools can make it easy to check in with coworkers and remind you how your work is contributing to the big picture.
Communicate expectations with anyone who will be home with you. Of course, you might be working from home but still have “company.” Make sure any roommates, siblings, parents, spouses, and dogs (well, maybe not dogs) respect your space during work hours. Just because you’re working from home doesn’t mean you’re home.
Always employ good conference call etiquette • Remain focused (limit multi-tasking) • Participate from a private location without distractions • Ensure you are in a location with a good wifi and/or phone connection • Use mute to eliminate background noise • Be on time
Keep up the human element – just as we would in the office When we are in the office, people assemble for meetings and typically have conversations about what is happening in people’s lives. We also have fun telling stories and having a laugh. It’s common to stop at friend’s workspace, or in the hallway, to say hello and catch up. Many of us like to go out for coffee or lunch to socialize with one another. All of this should continue in a remote form to help us maintain and strengthen the important bonds and love we have in the Boardwalk Family. When you need a break, pick up the phone or video call a fellow Associate. Always keep the fun and collegial spirit that we all share alive.