Supporting each other during lockdown

I do hope that you have enjoyed a well-earned break over Christmas and the new year.

Following the recent surge in infection levels we are now in Advanced Protection again, and it is important that we work together to support each other during another challenging period of lockdown. I thought it might be helpful to let you know about some of the initiatives we are taking forward to assist colleagues with sustaining a mutually supportive environment and to remind you of what is already on offer.

Community building 

Some departments and sections have found ways to help people connect naturally during this time; others have developed ways of sharing good practice within their communities. We know that a lot of good work has been undertaken to build a sense of community while we work away from each other.  We are asking your teams to send in examples of what has worked well so that we can collate and share them with others via the Learning Lounge.

Clearing the decks and flexibility

Clearing the decks work continues, while recognising that there are business priorities which don’t disappear because of the virus. Additionally, in support of the balance we need to achieve in facilitating flexibility whilst also ensuring our priority tasks are completed, we are encouraging teams: to identify core working hours; to increase flexibility for those with home schooling and caring responsibilities; to encourage staff to take time away from their devices during daylight hours to get outdoor exercise; and to allow real flexibility around delivering their duties which accommodates their individual circumstances. It is also worth reminding everyone that if colleagues are unable to work as usual due to a school closure or, indeed, find that for some of the time they cannot work at all, there will be no need to record this as absence and their pay will not be affected.

Reducing the need for written papers

Some areas of our work require some form of written audit trail but there are others which can be dealt with easily through oral briefings, one sheet of bullet points or a facilitated discussion. We are encouraging teams to think this through and discuss with colleagues responsible for agenda setting to see whether business can be dealt with without a full committee paper.

Managing meetings

For those of us who spend a lot of time on Zoom: think whether a ‘phone call would work as well; how long meetings should be; breaks; starting and finishing in good time for the next one; whether there could be days in the week where meetings are limited only to those which are in the University calendar and agree this protocol with those with whom you meet. Take a look at the Zoom guidance on our Staff Directory.

What support is already on offer?

Details of the support that is available now can be found in the latest blog from our Workplace Health and Wellbeing Manager.  Our working from home guidance is also available online. Take the time to look at this and make sure that colleagues round you have done so too. Look out for each other; you could take part in some of our activities, specifically designed to support you, as part of a wider group.

Ideas

I know departments and sections are looking at other ideas to build a supportive community, so please keep them coming to me at hrdirector@essex.ac.uk.

Additional Days of Leave

I have received very positive feedback in response to my email announcing two days of leave over the Christmas and new year period and one day over the Easter break. We knew this year was going to be difficult and I hope this one small way through which we have been able to express our appreciation has helped. I am extremely grateful for all the hard work, support and collaboration that I have seen across our entire community. As the Vice-Chancellor noted in the All Staff General Meeting on 14 January many of us are trying hard to manage work and personal responsibilities and struggling to make it work in practice with competing demands on our time: challenging workloads, childcare, home schooling and caring for other relatives/friends in difficult situations. Anthony has asked me to consider whether awarding some additional days of annual leave might be possible and I hope to e-mail you about this in due course. 

And lastly, thank you again for all you are doing in your role within the University alongside your other responsibilities and other aspects of your lives. I want to encourage everyone to continue to be kind to each other but also to be  kind to ourselves, and to seek help if you need it.