Preparing for a transition to a Hybrid Workplace

January 30, 2023 - Defence Stories

DND employees are reminded that they are expected to work in their assigned, on-site workspace at least one day per week starting today, January 30, in support of the implementation of the Common Hybrid Work Model across DND/CAF.

While this direction was specific to public servants, implementation of this policy may also have impacts on Canadian Armed Forces members, especially in the areas of IM/IT and accommodations. Members are encouraged to consult their local Chain of Command for additional details.

While work continues to refine details of how this approach will be implemented, there are key points Defence Team members should keep in mind in preparation for a return to the workplace.

IM/IT Issues

IT issues may be encountered due to the displacement of assets between home and office workplaces. Staff should bring their laptop, docking station, and mouse to the office in the event that there are supply shortages at their on-site location or that some equipment may no longer be functional after an extended period of non-use.

If additional IT assets (extra monitors, docking stations, power cords, etc.) were taken to remote locations during the pandemic it is highly recommended that these be returned to the office even if the individual’s primary place of work will be from a remote location. This will help ensure onsite work stations are properly equipped in a more timely manner. Staff are encouraged to bring their laptop to and from the office, as needed, and can use a personal monitor when working remotely. If this will cause undue disruption, speak to your manager who can exercise discretion on a case-by-case basis.

Staff that already have an assigned cubicle can return IT assets directly to their designated workplace. If you do not have an assigned cubicle or designated workplace, you can:

• Outside the NCR: Submit an EITSM Ticket (accessible only on the National Defence network) to coordinate the return of their hardware after February 6.
• Within the NCR: Return assets to the DIMEUS kiosk located on the first floor of Building 9 at the Carling Campus.

Public Health Measures

The health and safety of everyone will continue to be put first. The latest guidance requests that all Defence Team members continue to carry a mask on their person and wear it, if necessary.  

To this end, Defence Team members should continue to:

• stay home when they are sick;
• practice physical distancing where possible; and
• maintain good hand hygiene at work.

Those able to receive COVID-19 booster doses are encouraged to do so as indicated within the Government of Canada’s COVID-19 Vaccination Policy and the CDS Directive on CAF COVID-19 Vaccination.

Work Arrangements

This new direction may require a meaningful conversation about your work arrangements with your manager. Once this conversation has occurred and you have come to an agreement, you can submit it in the myWorkArrangements (mWA) application that is now available to all DND employees. 

Work arrangements are required for all DND public servants, even for those who are working full-time in the office. Previous agreements will no longer be valid after January 30. For more information, please visit the hybrid work web site (accessible only on the National Defence network).

Duty to Accommodate

Employees requiring an accommodation, should speak to their manager. Managers have an obligation under the Canadian Human Rights Act to adopt measures to eliminate disadvantages to employees as a result of a rule, policy, practice or barrier that has or may have an adverse impact on individuals. Requests for an accommodation may be submitted under DAOD-5015, Workplace Accommodation.

Requests for Exceptions

The process for requesting an exception, such as a full-time telework request or other exceptions will be communicated shortly. Employees seeking an exception must wait to submit their arrangement in mWA until the process has been finalized.

Available Support and Resources

As the implementation of the Hybrid Work Model continues, everyone should apply best practices for inclusion by ensuring team members are looped into daily work, no matter where they are working from.

Understanding that returning to the physical workplace can be difficult for some, remember that resources are available to provide support.

Questions?

Communications will remain transparent and new information will be shared as it becomes available. Meanwhile, for more information, DND employees are encouraged to check out the Common Hybrid Work Model for the Federal Public Service, FAQs, or submit a question to our Ask Anything: Hybrid Work inbox.