Hybrid working supporting guidancePublished: 16 May 2023
Freedom of information class: How we manage our resources
Supporting Guidance for the Hybrid Working Policy
Our colleagues’ wellbeing is important to us, so we’ve set some minimum standards for a safe and effective working environment. You’ll need to meet these standards to be able to work from home. If you’re unable to meet these standards at home then you will be asked to return to working from the office.
All permanent colleagues are required to complete the ‘HomeWorkers’ module prior to any remote working This can be accessed via the RoS apps tab on the intranet toolbar. A DSE assessment may also be required following the ‘HomeWorkers’ module.
If you are able to work remotely, you must have an internet connection which allows you to reliably perform your role. A "full fibre" broadband connection (often called UltraFast, HyperFast, or FTTC) is highly recommended where available as it's inherently more stable and reliable.
Your broadband must have a minimum connection speed of 10Mbps download and 1Mbps upload. This is the minimum required speed and a faster connection will allow you to work more effectively.
To keep you safe
You must have a chair, with a 5-castor star-shaped base and which has a fully adjustable seat height and tilt mechanism. RoS will provide a suitable chair for your home working station if you do not have one.
You must have a desk setup which allows your screen to sit at a suitable height, along with a separate keyboard and mouse, and a headset for calls to ensure compliance with Health and Safety guidelines and to support your ongoing musculoskeletal health. RoS is committed to providing equipment to support reasonable adjustments, both at home and in the office. We want colleagues to be safe and comfortable, no matter where they’re working. RoS can also offer ergonomic equipment to improve the comfort and safety of your work station – a full catalogue is available here.
You must have a suitable solid work surface, which is of a standard height for a desk or table.
Suitable work environment
You must have a suitable work environment, which allows confidentiality as appropriate to your role, the ability to adhere to the Clear Desk and Screen Procedure, and the ability to focus.
Any domestic arrangements such as childcare or caring arrangements that the employee would require to have in place to enable them to attend the workplace must remain in place when the employee is working from home. Where, due to short-term unforeseen circumstances, or alternative arrangements not being available, the employee should contact their line manager immediately to discuss and talk through possible options, such as, for example, the use of appropriate special leave or using flexible working hours.
One of the risks associated with working more often from home is that it can be harder to ‘switch off’ from work, or to work longer hours. Colleagues should be mindful to maintain a boundary between home and work and allow others the opportunity to do the same – we all have the right to disconnect.
If a colleague has set their status to 'do not disturb' on Teams - whether in the office, or working remotely - they could be focusing on work which requires concentration without distractions; they could be taking some time away from their screen for their wellbeing; or they could be dealing with a personal matter.
Whatever the reason, please be conscientious of colleagues' boundaries when it comes to communicating, and respect the 'do not disturb' status.
Using office facilities
When you work from the office, please continue to be mindful of other colleagues using the space. If you book a desk in the quiet wing, for example, it is expected that you will work quietly with consideration for other colleagues who have also specifically booked a desk in that space.
If you book a desk or meeting room but no longer require it, remember to cancel your booking to make the desk or room available to other colleagues who may wish to book it.
When booking meeting or collaboration spaces, consider the space and layout you require and choose the most suitable room for your event. We have a number of spaces with different capacities and configurations, the concierge service will be able to support you with finding the best space and avoid having to reconfigure rooms unnecessarily.
If you have used a meeting or collaboration space, remember to return furniture to how you found it, and remove any meeting materials or litter when leaving a space so that the next colleagues who use it don't have to clear up after you.