The Next Normal Guide

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Edition 52021 10 13

information and tools on creating the post-pandemic workplace

Working together as an enterprise to create the next normal will be an ongoing and iterative process. We will learn and adjust as we go – creating the best possible working environment to serve our public and support each other.

We’ll be updating this guide as more decisions are made and information is available.

If you have any questions or input about the Next Normal, connect with vincent.therrien@minneapolismn.gov

ToContent

The Next Normal Guide Contents

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Next normal vision statementWhat is our workplace of the future vision?

Work scenario assessmentsHow do we decide which scenarios apply to each of our employees?

Workspaces & technologyWhat can we expect individually and as a team?

Safety & securityHow do we remain safe and secure?

Culture & connectionHow do we stay connected and effective?

Informing & listeningHow do we communicate all of this with our employees?

Work location scenariosWhat are work location options for my workforce?

Next Normal Vision Statement

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We envision an organization where greater flexibility in the workplace enables high performance and enhances our strong commitment to serving the public by promoting collaboration, life balance, and the deepening of community connections.

Work location scenarios*

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There are three (3) Work/Remote Work Scenarios• Remote First. Works almost exclusively at a remote location.

• Hybrid I-III. Works a combination of remote and in the workplace.• Workplace First. Works exclusively at a City office, in the field, or representing

the City within the community.

*aka “work arrangements” or “alternate work arrangements”

Remote Hybrid I Hybrid II Hybrid III Workplace

Defined

Work location is not in the

workplace (e.g. at home not on-site)

Works most of the time remotely

occasionally in the workplace.

Works a combination remote and in the workplace

Works most of the time in the workplace

andremotely occasionally

Works in office, in the field, or

representing the City within the

community

% in the Workplace 0% 1 day a week -

20% or less2 days or less a week – up to

50% in the workplace

2+ days - 50% or more in the workplace

100%

Work Scenario Process

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More on Scenario Assessments

This is the process for determining, communicating, and implementing workplace scenarios.

See the process and instructions document for more information on each step and for helpful resources and tools.

Workplace Scenario Considerations – The Job

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Consideration RemoteWork location is not in the workplace (e.g. at home)

Hybrid< Somewhere in between these

two >

Workplace(in office, in the field, or representing

the City within the community)

In-person interactions with the public or customers.(e.g. Customer Service experience, customer’s ability to access and use City technology, language access)(high)

No in-person interaction with the public or customers is necessary. Or remote interaction is very effective.

Occasionally needs to interact with the public or other customers in-

person.

Job is primarily public or customer-facing where there is a benefit or necessity of in-person interaction.

Nature of the role(High)

Does not require a degree of in-person presence.

Occasional need for in-person presence.

Occupies a highly visible or significant role in the Enterprise that necessitates a high degree of in-person presence.

Interactions for the job effectiveness

(e.g., job duties, knowledge, skills, abilities) (medium)

Work can be done effectively with minimal external or internal in-

person

Work would benefit from occasional in-person interactions.

Work requires or would benefit from frequent in-person interactions.

Interactions for team effectiveness

(e.g., informal and in-person collaboration and problem solving)

(medium)

The team can operate effectively with this role having minimal in-

person interactions.

The team can operate effectively with this role occasionally having in-

person interactions.

The team is most effective with a high level of in-person interactions.

Supervision(low)

The work can be done with little to no in-person supervision.

Occasional in-person supervision or check-ins are necessary.

Performs work that cannot be easily supervised without in-person

presence.

Technology & Equipment(low)

Has technology and equipment that can be easily accessible in a remote

environment.

Has technology and equipment that may occasionally need to be

accessed on-site.

Technology and equipment that primarily needs to be accessed on-

site.

This is the most important thing to consider. Doing our work effectively, efficiently, and equitably, is the best way to serve the public.

More on Scenario Assess-ments

Workplace Scenario Considerations – The Individual

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The City of Minneapolis is committed to supporting employee’s work-life balance, when able. Whenever possible, try to provide a workplace option that works best for the job and the employee.

Consideration RemoteWork location is not in the

workplace (on-site)

Hybrid< Somewhere in between

these two >

Workplace (in office, in the field, or

representing the City within the community)

Employee preference Employee desires to work from home versus on-site.

Employee finds value in both on-site and remote

work arrangements.

Employee prefers working primarily on-site.

Remote Workspace

Has a dedicated remote workspace that is secure

and free of distractions or other barriers.

Is able to access a remote workspace that is secure

and free of distractions or other barriers.

Currently is unable to access a remote workspace that is

secure and free of distractions or other barriers.

Connectivity

Employee’s remote workspace allows for high

quality remote connectivity, network and/or bandwidth.

Employee’s remote workspace allows for high

quality remote connectivity, network and/or bandwidth.

Employee’s remote workspace does not currently allow for a

high quality remote connectivity, network and/or

bandwidth.

• Use the Workplace Scenario Assessment Tool to help determine the best scenario for each employee/job role.• Refer to the procedures portion of the AWA policy to view other important considerations. • Refer to the Telework overview for supervisors (PDF) and Telework overview for employees (PDF) to learn

more about telework or remote working arrangements, including things to consider and how to complete the proper forms.

Technology provided

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The City will provide the following technology at each employee’s primary work location. (Generally, an employee’s primary location is at home for remote, or Hybrid I scenarios, and at a City site for Hybrid III and Workplace Scenarios. Employees should work with their direct supervisor to identify their primary work location.)

• Laptop and power cord (provides portability when working at another location)

• Docking station

• Monitor

• Keyboard and mouse

The City will not provide additional technology resources for a secondary location

• Departments recognize that this may provide challenges to employees

• IT welcomes the opportunity to assist managers with individual scenarios if strongly warranted

• If employees have specific, work related, needs (i.e. a Macintosh computer for design) their department will need to fund, provide, and determine best location for that technology

The City provides internet services for completing job duties at City sites and buildings only

• Employees working either remotely or in a hybrid work scenario under the AWA Policy are responsible for internet connectivity at their off-site location

• Go to https://www.fcc.gov/broadbandbenefit & https://www.pcsforpeople.org/ for information about alternative options and costs

More on Technology and Workspace

Technology support

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General support• The City will provide in-person technology and support at City sites and buildings only

• The IT Service Desk (612) 673-2525 can help with remote technology set up and support

Home printer and peripheral support• IT will provide remote assistance and technology support to install 3rd party

peripherals employees purchase or their departments purchase for them including• Printers and multi-functional devices• Keyboard and mice• Webcams and conferencing accessories• Other peripherals at the discretion of IT

Some notes• Printers often require software to fully realize the functionality

• IT will only install the software provided in-box and/or via the printer manufacturer website

• IT highly recommends that employees only use their devices via direct cable connection

More on Technology and Workspace

Workspace provided

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The city will provide workspaces based on the workplace scenario for each employee

* notes on following page

Remote Hybrid I Hybrid II Hybrid III Workplace

DefinedWork location is not in the workplace (e.g. at

home not on-site)

Works most of the time remotely

occasionally in the workplace.

Works a combination

remote and in the workplace

Works most of the time in the

workplace andremotely

occasionally

Works in office, in the field, or representing the City within the community

% in the Workplace

0%1 day a week - 20% or

less

2 days or less a week – up to

50% in the workplace

2+ days - 50% or more in the workplace

100%

Workspace Designation

Opportunity for non-assigned hotel

workspace*

Opportunity for non-assigned hotel

workspace or Assigned alternatin

g day(s) shared workstation**

Assigned personal workspace/office or Assigned alternating day(s) shared

workstation**

Workspace Alternate Oppor

tunity -within Departme

nt

An unassigned cubical or department collaboration space – I.e. focus room, huddle space or work

lounge

An unassigned cubical or assigned if

shard or department collaboration space –

I.e. focus room, huddle space or

work lounge

I.e. An assigned workstation or department collaboration/alternate space – I.e. focus room, huddle space or work lounge

Workspace Opportunity -

Enterpriseunassigned touchdown workstation or community/alternate spaces***

More on Technology and Workspace

Workspace Support

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Ergonomics• Refer to the Ergonomics Program Webpages for helpful information.

• Refer to Workstation Discomfort: Symptoms and Solutions for key points relative to setting up any workstation one might have occasion to work at.

Some notes• Property Services and IT will be available to work jointly with departments to review their current City

workplace. This will include reviewing current on-site City workspaces; private workstations/offices, shared common spaces, and collaboration spaces.

• After understanding what percentage of staff that will work remotely/hybrid, Property Services and IT will review existing technology and space allocations and work with departments to seek solutions that will meet the needs of each department based on their intent/objective of bringing their staff back to the workplace short term and long term.

General support• The City will provide in-person ergonomic and workplace support at City sites and buildings only.

More on Technology and Workspace

Workspace Matrix cont.

*Not scheduled by specific day of week but by choice and first come with no need for prior coordination with team/reservation.

**Scheduled by day of week this includes assigned day of week i.e. “A and B days” coordination with fellow team members .

*** Community enterprise space i.e. 10th floor Public Service Building

Common technology and workspaces

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The vision of the Next Normal is to include the following features in each of our City buildings. These features will be implemented over time and as demand and funding becomes available.• Hotel unassigned cubes• Huddle and focus rooms• Non-enclosed common gathering spaces within the open

floor plan• Rooms fitted with technology to easily connect with remote

workers

Helpful tips and tools for a successful work environment

New Public Service Building Guidelines

More on Technology and Workspace

Common technology and workspaces defined

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Collaboration Spaces

• These spaces support different communication needs and provide technology that enables flexibility in a variety of work settings.

• All the City spaces are wi-fi accessible and many have additional technology amenities.

• Some of these collaboration areas are reservable while others are not; please refer to the Outlook calendar determine their availability.

Enterprise Conference Rooms (enclosed)

• These conference rooms that are available to any department, but priority use will be given to departments housed on floor of conference room.

• Public Service Building has several and they are in the central core of each office floor, convenient to the elevators.

Enterprise Collaboration spaces (enclosed and non-enclosed)

• These include huddle rooms, team/project rooms and open stairwell collaboration spaces. They can be used for a variety of purposes including team or individual work, meal and breaks.

Focus Rooms (enclosed)

• Accommodates one or two people and provide a great place to focus and conduct activities like writing, reading, conference calls or confidential discussions.

Work Lounge (non-enclosed)

• Dual-purpose spaces designed for collaboration and dining.

Safety and Security – Our BuildingsThe employee COVID-19 resource page and FAQs and the enterprise return to workplace plan provides guidance on keeping our workplaces safe and healthy for all employees.Other helpful information:

Custodial Services• We have taken reasonably necessary precautions to ensure health and safety. Finance & Property Services is working with building

operators to provide a safe and clean work environment following federal cleaning guidelines in all City buildings. This includes working closely with the Municipal Building Commission for City Hall.

• Communal cleaning products are available to departments. You can maximize the effectiveness of these efforts by washing your hands often with soap and water for at least 20 seconds, avoiding touching your face, and cleaning and disinfecting surfaces and objects used.

New Security Operations Center and Coverage• The Security Operations Center operates 24 hours a day, 7 days a week and is responsible for monitoring enterprise building access

controls, security cameras and alarm systems.

• The Public Service Building is always staffed with security. During peak hours, special events or emergency situations, security will be increased to meet those specific demands.

Requesting Security Assistance and Escorting• City employees may request security escort or assistance upon Security Service Request via Omnigo.

Access Privileges and Visitor Screening• All visitors requesting entry to controlled or restricted areas must be screened by the department sponsor/escort prior to being allowed

entry.

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More on Safety and Security

Safety and Security – Other ResourcesUse these helpful links and tools to stay informed:

Internal Resources

City of Minneapolis Employee's Common Questions

Transportation and Parking Benefits

Minneapolis COVID-19 Vaccine Information

External Resources

Find alternate transportation choices on Move Minneapolis

FInd Metro Transit's safety & security initiatives

Situation Update for COVID-19 - Minnesota Dept. of Health (state.mn.us)

How to Protect Yourself & Others | CDC

Protect Yourself & Others: COVID-19 - Minnesota Dept. of Health (state.mn.us)

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From MCC The Future of Public Safety in Minneapolis

Culture and ConnectionA hybrid work environment is a big change for the enterprise. Over the past year, much of our business was done with many or all people remotely. In the next normal we anticipate that we’ll have many people in the workplace AND many people remotely. It’s important that we consider ways that we can be effective, efficient and continue collaborating well.

Here are some learning opportunities to help us be well and successful in the Next Normal.

Go to COMET-HR Learning and Development for course dates and times.

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Tips for Employees in the Next Normal Work Environment

This course will allow you to learn some new skills for managing stress and change. In addition, there will be an opportunity to connect with others in the organization to hear how they are adjusting.

Managing a Hybrid Team

Many teams have been working in a hybrid setting for the last year and a half. During this time, leaders have learned how to work with their team when they are all not in the same location. Hybrid work will continue into the foreseeable future. This class provides additional ideas for leaders to effectively work with their team when they do not regularly see all of them in person. It will also allow you to virtually connect with other leaders to get additional ideas.

Developing My Career in the Next Normal

This learning event open to all City employees and sponsored by the Minneapolis Black Employee Network (MBEN). The two-part learning event focuses on professional growth, learning and development as we enter the next phase of our work environment in the wake of the pandemic.

See City Talk for more information about this program.

Informing and Listening

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Refer to the Next Normal webpage for the latest information.

If you have any questions or input to provide, connect with vincent.therrien@minneapolismn.gov