Update on hybrid work

March 20, 2023 – Defence Stories

Earlier this year, preliminary details were shared on how DND/CAF would support the Government of Canada’s implementation of a common approach to hybrid work to ensure consistency across government.

Work has continued over the past several months to ensure a seamless transition to a hybrid model aimed at improving teamwork and increasing collaboration for teams across the country. Working remotely has its advantages, yet there are some benefits that simply cannot be realized in a virtual setting. Since directing that employees not already working on-site return to the physical workplace at least one day per week by the end of January, more Defence Team members have been working alongside one another during in-person meetings, collaborating in boardrooms and hallways, and enjoying opportunities to catch up with long-time colleagues and get acquainted with new ones over lunch and coffee.

Since the last update in January, teams across DND/CAF have been consulted to determine the best approach to support the government-wide direction that would require all federal public servants to work a minimum of two-to-three days per week (or 40-60 per cent of their regular schedule) in the workplace. 

Based on those consultations, DND/CAF has established a two-day (40 per cent) per week minimum for employees to work on-site by March 31, 2023. While this is a minimum standard and will be subject to L1 direction based on operational requirements and duties associated with the nature of work, teams are encouraged to go on-site more frequently, if they are able to do so. Employees can discuss options with their supervisor to work a minimum of 40 per cent of their regular schedule in the workplace. 

While this government policy is specific to public service employees, this has implications for CAF members as the department phases-in the updated Treasury Board direction on hybrid work. CAF military duty is unique and requires high standards and levels of readiness, teamwork, discipline, and leadership resilience. As a baseline, CAF members should be working on-site on a full-time basis unless under specific arrangement from their L1s/Chain of Command. In this latter case, L1 arrangements for CAF members should, at a minimum, reflect the two-day per week requirement for public service employees to work on-site.

In addition to the two-day (40 per cent) minimum requirement for public service employees, there are additional requirements associated with the implementation of the hybrid model that employees should keep in mind.

myWorkArrangements

The deadline for all DND public servants (including indeterminate, full-time, part-time, term, students, casual workers, and those already working full time on-site) to submit on-site, telework, and hybrid work arrangements in the myWorkArrangements (mWA) application was March 3. Managers should ensure that all arrangements continue to be entered as soon as possible.

Exception or accommodation requests

Employees seeking an exception request (accessible only on the National Defence network) to the two-day per week minimum (or 40 per cent), are to follow the steps outlined on the Exceptions within the common hybrid work model (accessible only on the National Defence network) web page. Employees seeking a workplace accommodation based on medical or other accommodation factors, are to follow the steps outlined on the Workplace accommodations within the common hybrid work model (accessible only on the National Defence network) web page. Until such time as an exception or accommodation request is approved, employees should maintain their current workplace posture.

A solution is being sought for those who do not have access to the TBS application portal (TAP), where the mWA application is housed. More information will be shared when it becomes available.

Workplace readiness

L1s are encouraged to support increased workplace readiness across Defence, including leveraging tools such as depersonalization and unassigned seating to manage space constraints within their existing footprint. Staff should continue to discuss office space requirements with their Chain of Command.

Employees should continue to bring their laptop, docking station, and mouse to the office if there are supply shortages at their on-site location. Further direction and guidance on ergonomic assessments and ergonomic equipment will be provided in the coming weeks as we transition fully to a hybrid work model. For information or requests related to equipment issues, you may submit a service request through Assyst (accessible only on the National Defence network). 

Health and Wellness

Despite current measures to prevent COVID-19, the virus continues to spread in our communities and new variants are expected to emerge. As protection continues to be a priority, staff are encouraged to:

• remain updated with a COVID-19 booster bivalent vaccine;
• practice physical distancing;
• mask when physical distancing is not practical; and
• stay away from others when you are sick, wear a mask if you have cold- or flu-like symptoms, and where possible, leverage remote work when sick (for at least 24 hours), until you no longer have a fever and your symptoms have improved.

Communications will remain transparent and new information will be shared as it becomes available. Meanwhile, for more information, DND employees and military managers of DND employees are encouraged to check out the hybrid work web site (accessible only on the National Defence network) or contact HR Connect RH (accessible only on the National Defence network) at 1-833-747-6363 between 8 a.m. – 4 p.m., in your local time zone, for support.

Additionally, you can continue to submit questions to the Ask Anything: Hybrid Work positional mailbox. Answers to Ask Anything questions are posted on the Defence Team FAQs web page.

The early stages of DND’s hybrid work model have been encouraging and will require continued collaboration, team spirit, and innovation that will result from military and civilian Defence Team members having greater opportunities to work alongside one another in person.