Civil Service - Post Lockdown - Blended Working?

In my experience over the last two years in two different organisations, even where most people are or were WFH most of the time, those working in Facilities Management/Services areas, Service Officers, and those in ICT Units have had to have a presence in the office. If there's even a handful of people coming in, the building needs to be opened, heated, have someone on reception/security, someone to deliver, collect and frank the post, locked up, etc.

I.T. staff were/are necessary on the ground to do everything from installing additional hardware, prepping laptops and phones to enable remote working, and for helpdesk work where something can't be fixed remotely, etc. Obviously I.T. staff working in development or programming areas can be fully remote.

Why? Why not both? Flexi = flexible. As much as I might enjoy the ability to not start work until 10:00 a couple of mornings because I'm tired, or knock off at 4:00 some evening to beat the traffic, sometimes management need flexibility too, and they need me to work late because there's a deadline, or something urgent has cropped up unexpectedly.

The unofficial Civil Service/Public Service boards.ie Blended Working Survey, May 2022:

125 responses gathered between 23rd May and 31st May. Boards doesn't like images so unfortunately I'm going to have post all of these questions/responses in multiple replies, where I include the charts from Google forms.

Q1 Where are you working?

• CSO - 3
• CSSO - 2
• D/Agriculture, Food and the Marine - 8
• D/Children, Equality, Disability, Integration and Youth - 4
• D/Defence - 2
• D/Education - 5
• D/Enterprise, Trade and Employment - 6
• D/Environment, Climate and Communications - 6
• D/Finance - 1
• D/Foreign Affairs - 1
• D/Further and Higher Education, Research, Innovation and Science - 3
• D/Health - 2
• D/Housing, Local Government and Heritage - 5
• D/Justice - 5
• D/Public Expenditure and Reform - 4
• D/Rural and Community Development - 1
• D/Social Protection - 14
• D/Tourism, Culture, Arts, Gaeltacht, Sport and Media - 3
• D/Transport - 3
• Local Authority - 10 (nobody specified which Local Authority they were working for)
• Other civil service body with less than 500 staff - 11
  • CSSO - 2
  • Agency under D/ETE - 1
  • Agency under DOJ - 1
  • ISI - 1
  • OSI - 1
  • Unspecified - 5
• Other civil service body with more than 500 staff - 12
  • AGS/Garda Civilian - 2
  • ATU - 1
  • NSSO - 2
  • OPW - 2
  • PRA - 1
  • Unspecified - 4
• Revenue Commissioners - 15

Q2 What is your organisation's official policy right now, on blended working for most staff (not counting public offices, facilities, ICT staff)?

• Everyone back fulltime - 6
• Four days in office, 1 WFH - 0
• Three days in office, 2 WFH - 28
• Two days in office, 3 WFH - 60
• One day in office, 4 WFH - 10
• WFH fulltime - 21

Q3 What is your organisation's current working regime for staff in public offices/public counters, if applicable?

• N/A - 46
• Left to local management to organise and roster cover - 13
• Back to office fulltime - 13
• Four days in office, 1 WFH - 1
• Three days in office, 2 WFH - 8
• Two days in office, 3 WFH - 0
• One day in office, 4 WFH - 0
• Public office closed - 1
• Don't know - 42

And I must have left this one open to add in your own answers, as there was also:

• Organisation is blended but local office AP refuses to allow WFH - 1

Part 3 - Blended Working Policy

Q7 - Has your employer published a Blended Working Policy since March 31, when DPER released it's framework?

• Yes - 12
• No - 106
• Don't know - 7

The organisations that have published a policy (possibly!) are:

• D/Enterprise
• D/Foreign Affairs
• D/Justice
• D/Social Protection
• Revenue Commissioners

However! In most cases, it was only some of the staff in each organisation who knew that a policy has been published - so this one needs to be taken with a grain of salt! For info, the numbers saying yes, there is a published policy, compared to the total responses from that organisation were as follows:

• D/Enterprise - 1 (out of 6)
• D/Foreign Affairs - 1 (out of 1)
• D/Justice - 2 (out of 5)
• D/Social Protection - 6 (out of 14)
• Revenue Commissioners - 2 (out of 15)

I don't know what's causing the confusion in the likes of D/SP or Revenue - possibly it's only a draft policy, or not all staff have been made aware of the policy?

Q8 When does it come into effect?

Already up and running - 0

Quarter 3 - 7 (D/Foreign Affairs, D/Justice, four of the six D/SP respondents)

Quarter 4 - 3 (one of the D/SP respondents, and Revenue)

Starting next year - 1 (D/Enterprise)

Don't know - 1

Q9 Has your employer indicated that the Policy is for a trial period or is it subject to review?

• Yes - 10
• Don't know - 2

Seems to be for a trial period, wherever it's been introduced.

Q10 What options are available under the policy? (all that were available could be ticked)

• One day WFH, four in office - 6
• Two days WFH, three in office - 8
• Three days WFH, two in office - 7
• Four days WFH, one in office - 6
• Five days WFH - 1

D/Enterprise is offering 2 days WFH.

D/Foreign Affairs is offering 2 or 3 days WFH

D/Justice is offering 1, 2 or 3 days WFH

D/Social Protection - a variety of answers (possibly it's because some people may be working in public offices?): two people saying 4 days WFH is the only option; one saying 1 day WFH is the only option; the rest saying 1 to 4 days WFH are available, except for one who says 1 to 5 days WFH is available!

Revenue is offering either 3 days WFH, or between 1 to 4 days WFH...

Q11 Who decides on your application?

• Not clear - 1
• "HR", a blended working section, no named/identifiable person - 1
• My line manager - 4
• Head of business unit - 2
• An AGS, Director or equivalent - 0

Q12 If your application is refused, or you don't get the option you want, is there an appeal mechanism outlined?

• Yes - 7
• Don't know - 5

Someone from each organisation with a policy did answer "Yes", so we can assume there is one!

Q13 Does the Policy allow some flexibility to staff, or does it just allow for a "fixed" arrangement? (E.g., you could work 3 days in office/2 WFH normally but then vary that, if necessary, say for a project)?

• Yes, there is that flexibility mentioned - 6
• If you want to vary your pattern you need to reapply - 0
• No, no mention of variance - 1
• Don't know - 5

No mention of variance was the answer from one of the Justice people, and other didn't know.

Q14 Does the Policy allow some flexibility to management? (E.g., you might normally have 3 days in office, 2 WFH, but management could roster you into the office for 4 or 5 days to cover leave?)

• Yes - 5
• No - 2
• Don't know - 5

Again no mention of variance was the answer from one of the Justice people, and other didn't know. One Revenue person reckoned yes, management have flexibility, while the other reckoned no, they didn't. Social Protection's management have flexibility to vary arrangements, too.

(That's all for now, time for dinner. The rest later!)

Part 4 - No Blended Working Policy

Q15 When has your employer indicated that it will publish its Policy?

• 113 responses

• By end Q2 - 49
• Q3 - 16
• Q4 - 7
• Next year - 0
• Don't know - 41

Q16 Although your employer hasn't published a Policy yet, are there rumours, hints or indications from senior management on what it will allow when it is published? (Tick all that apply)

113 responses

The "reasonably reliable indications", above, are "reasonably reliable indications, but only unofficial, e.g., line managers, union", and "reasonably reliable indications, officially, but are subject to change", respectively.

Q17 Have your union reps and/or Partnership Committee had any involvement in negotiating the Blended Working Policy? (Tick all that apply)

125 responses

I think the surprising thing here is fully 70% of us don't actually know whether or not our union and/or partnership committee are involved in negotiating anything to do with blended working!

Part 6 - Anything else?

Q21 Do you have anything you'd like to add on the topic of blended working that was missed from the survey and should be included if there's another one?

So the relevant comments received are below. Note, I didn't say in the survey I was going to post these, and probably should have, so I've left out or edited responses that might serve to identify anyone. If anyone recognises their comment and wants it removed, feel free to PM me.

NB: I can only edit this post until approximately 10pm on 1st June.

* Just wish it wasn’t implemented on the personal whims of senior management.

* In DECC five days a week in the office will only be allowed in exceptional circumstances. I answered yes to question on Partnership Committee but its really Grade Forum reps for each grade, and there is a specifically set up cross grade Consultative Group comprising of grade reps from A/Sec down to CO.

* I have answered the questions as "blended working" but our situation at the moment is work at home as we have been doing - there is no option for that scenario! If someone wants to work from the office the line manager should be told but you don't have to book a desk so far. Re when blended work is to come in it has been mooted for September (officially.unofficially) with one day a week the minimum.

* DHLGH are taking a very rigid approach to blended working, despite the fact that the office cannot accommodate all staff at the same time due to increased numbers.

* Yes, DFHERIS have 1 anchor day and 1 floating. No rosters required

* The available answers for Flexi didn't quite fit for my department. Clock in whenever suits (before 10), take lunch whenever suits without clocking out (don't have to take 1.15) and clock out anytime from 4 on. Regardless of how many hours I work I will get 7.24 on the clock. This has been how we worked all during Covid - suits most. We can't build up time but we also can't lose time! The work gets done and I put in longer days when necessary and balance it out when not so busy. In no hurry to see Flexi restored as this system is working well and work gets done.

* What is your preference now that you are back in the office a while post covid on blended working? I would still love fulltime remote working, only to attend the office for meeting/onsite training etc.

* Our Department will publish the policy over the next few months but have indicated that there will be flexibility for AP/POs in each area with a minimum of only 4 days per month required in the office.

* How it will all work in relation to recruitment into the future ie will there be separate competitions which will recruit for remote jobs only (I would like to see this), will it be embedded into job descriptions (I'm starting to see this).

* If we have a bank holiday or day off these days are regarded as our remote working days so some weeks we have no remote working. Although we have normal working hours our remote days are changed on a whim for no reason, messing up childcare arrangements etc, regularly.

* Some of the questions previously should have included the option to say we’re currently still WFH 5 days a week rather than blended (current situation for DSP policy staff until policy is published). Perhaps questions about how/if applications were made

* My department sets number of days in office higher for Admin staff than professional staff even though we all work on delivering the same service. Concern is that locally approved blended arrangements will mirror pandemic with Admin staff required in office while professional staff WFH with process adapted to facilitate only professional staff.

* DSP seem very flexible and progressive.

* We didn't have official flex time but flexible work arrangements applied in most areas, e.g. flexible start/finish times

* Perhaps bit more on communication from Management to staff on their thoughts, as in my own department staff have not been really consulted throughout the process.

* Just a couple of notes - NSSO kept Flexi clocking throughout WFH, it was just Flexi leave that went. Also, officers can currently have Flexi leave back if they choose to return to 5 days in the office - but that was a fairly recent piece of news, and I haven't heard any detail on that (does it have to be a permanent return to 5 days? If so, can they still apply for blended later on, or do they have to return to 5 for a certain amount or time or anything? - thinking of the work pattern change process here. If not a commitment to permanent 5 days, how much can you chop and change it?)

* Fully wfh but some of the questions re flexi didn’t give an option for wfh. Flexi accrual not allowed but can work between 8am- 7pm

* Which flexi pilot is your dept planning to trial a, flexible for all working patterns regardless or b, flexi acrual allowed only when attending the office

* Hope there won't be "family friendly " criteria as in my organisation worksharing has been restricted to staff with children under 18 and staff with medical reasons. Staff with elderly parents can only avail of carer's leave where relative requires care 24 hours a day. Blended working might allow caring without giving up job / losing income.

* Add Garda Civilian to the list (otherwise some will include under Dept of Justice).

* We don’t have any blended working policy, or official guidance on use of flexitime / flexileave apart from DPER policy on COVID-19. Flexi time always allowed when WFH, but no flexi leave.

* Many colleagues continue to WFH if not public facing and their management haven’t rattled any cages.

* ICT have a local policy to require 1 day onsite

* Question mark of possibility for management to move staff to customer facing roles on a whim removing remote working options as it happened to me.

* Maybe a question on who do we think is pushing for back to the office? Answer: the Sec Gen! Or something to capture the reality on the ground i.e. plenty of people in my dept seem essentially to be ignoring the edict, but I'm still on probation so don't feel that I can do that, much as I want to. Plenty of days I've gone in to an empty office, current situation is ridiculous IMO

* Our AP had all staff in office despite official policy and point blank refuses WFH. If they hear of someone WFH they demand to know who authorised it & expect the employee to either be in the office the following day or to report sick.

* Current policy is two days minimum in the office, but no maximum. I'm generally in the office 4 or 5 days a week, from personal preference.

* You might ask additional questions about provision of desk, chair or costs to cover these.

* The lack of engagement with AP Grade and down has been lacking in this process. The irony of the system where we all rattle out the set pieces at interview re engaging with stakeholders, communicate with stakeholders, lead and manage people, collaborate, bring people with you etc - why are we not applying those competencies in the most fundamental of policies impacting on civil service and public sector staff? I fear a policy will be brought in that both managers and staff will not agree with nor feel part of the decision and the result will be a disengaged workforce.

* I have been so angry how staff have been treated by management (Sec. Gen, HR etc.) in my Dept. and also the Forsa rep in relation to the return to the office. I worked at home for 2 years and myself or my colleagues were not consulted at all on the return to the office. WFH is life changing for me and improves my quality of life. I feel workers are just puppets at the moment to fill spaces in properties/real estate and there is no care for staff wellbeing or what the majority of staff want. Yes, some staff want to attend the office and that's their choice but for myself and many others the commute, taking away the option to live further away from the office, the absolute distraction working in open plan offices and forced return to the office is a complete negative. I am looking for other employment, preferably remote work now as I am completely disillusioned with the Department I work in.

Sin é. Some good comments/suggestions there, which I'll try to incorporate if I do this again.

Is handing in notice not a little drastic as a first step? Would it not be an idea to either get the union involved, or all just contact HR and look for a transfer? CC'ing this guy's manager and outlining why you're all looking to move? Very hard to justify his position, given the circumstances, and more senior management might well tell him to cop on to himself.

Some managers are just petty. I have 6 staff working to me. We look out for eachother and ensure that we all get to WFH when we want. I have made in more than clear that as long as the work is getting done and they go to site when needs be that they can work where they want on the other days.

Circular on Haddington Road hours reversal issued: https://www.gov.ie/en/circular/46f72-circular-142022-revision-of-working-hours-in-the-civil-service/

In a nutshell: we're going to a 7-hour day.

Not, for some reason, the actual pre-HRA hours of 6:57. I imagine Fórsa will send a strongly worded email, and the land-grabbing PO or AP who decided this will get a promotion for "saving" all of those 15-minute chunks.

The core hours are weird and they retain the "we finish 15 minutes early on a Friday so ye can all rush to the train station to get a seat" and bizarre 1 hour 15 minute lunchbreak. And 9:12?!

This was interesting, though:

👍️

Partnership Committee, now there's a thing I haven't heard in 15 years or so.

Seriously, they still exist?

Totally unfair and displays an amazing lack of cop on tbh. Anybody who would implement such a thing should not be managing people.

As above.

LOL!

Zero consultation and zip from the union branch too.

👍️👍️

Gobshite. Should be stuck in a white walled room on his own and told to read reports for the rest of his days.

I brought home my fancy back chair, when we returned to the office regularly they eventually got me a second one for in the office. It's in their interest as the first chair saved them a fortune in sick leave. No desk provided and I haven't heard of anyone getting one in our Dept.

Hear hear 👍️👍️👍️ this is where all the airy-fairy management-speak BS hits reality, and so far it's not looking too pretty

👍️ and as for the union I couldn't even tell you who my Forsa rep is any more. The merger has, as predicted, been a complete disaster for everyone apart from the officials

Do you mean for under current arrangements; or what's been proposed for published policies? I can pull this out all right but I'll have to do it mostly manually, I think, so it'll be this evening.

We all want to see where we are going to look for a move to😀!

Oh, we plan to appeal as soon as we're offered the one day WFH. I spoke to our AP about the appeals process yesterday and he explained that we have to appeal to him and then ultimately the PO if that fails.

To be honest, I've already mentally prepared myself to leave. Submitted 2 job applications today already ( both offering hybrid/WFH options). I simply don't want to work under anyone who mistrusts and undervalues his staff to such a degree. His loss.

Wait, when you said the manager do you mean the HEO?

I wouldn't be paying any attention to what a HEO says

I should caveat this (and in fact all the results!) by saying I'm assuming good faith on all the responses, that nobody was messing, that nobody submitted multiple forms, etc., and that nobody should base career choices off an anonymous survey published on boards!

So, for Departments that have already published a Blended Working Policy:

• D/Enterprise will allow 2 days WFH, from next year. This is worse than at present, where currently staff have 3 days WFH. (Based on 1 response)
• D/Foreign Affairs will allow 2 days WFH, from Q3. This is worse than at present, where currently staff have 3 days WFH. (Based on 1 response)
• D/Justice will allow 1, 2, or 3 days WFH (1 response) or 2 days WFH (1 response), from Q3. This is worse than at present, where currently staff have 3 days WFH.
• D/Social Protection will allow... well, confusion. 6 responses, 4 different answers :-) So it'll either be 1 day WFH as the only option (unlikely, I feel - this was 1 person), 4 days WFH as the only option (2 people), choice of 1 to 4 days WFH (2 people), or choice of 1 to 5 days WFH (1 person). A majority saying this be introduced in Q3. The current situation is varied - ranging from WFH fulltime to "everyone is back in the office fulltime" - so presumably a public office. (Also, note another 8 people working in D/SP are under the impression that the Department has not published a blended working policy...)
• Revenue Commissioners will allow 3 days WFH (1 response) or a choice of 1 to 4 days WFH (1 response), from Q4. This is worse than the current situation, where currently (most?) staff are WFH fulltime.

Meanwhile, the current situation for Departments is as follows (note I excluded the "Organisation with more than/less than 500 staff" and the local authorities, cos it's a gorgeous evening...):

• 3 days WFH, 2 in the office: CSO, Departments of Children, Defence, Education, Enterprise, Environment, Finance, Foreign Affairs, Further & Higher Ed, Health, Housing, Justice, Rural & Community Dev, Tourism
• 2 days WFH, 3 in the office: DPER (though 1 of the 5 respondents has more WFH days), Departments of Agriculture, Transport

Other:

• D/Social Protection, as already noted, currently has a variety of work patterns. 14 respondents in total, one person says "everyone is back fulltime", but everyone else is WFH from 3, 4, or 5 days.
• Revenue, as above, most people WFH fulltime with just one person back in the office fulltime, as a local manager won't allow WFH.