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Managing a team working from different locations

Managing a team that is working remotely is difficult. It is important to think about how you and your team will work together while being apart.

HSE Policy on Public Health Service Employees Working From Home during COVID-19

Tips on supporting your team

Create a work plan

Think about the work output of the team in a normal week and how that can be planned out while the team works from home. There may be areas that now need to be prioritised because of the coronavirus outbreak.

A clear work plan for your team will help manage everyone's expectations and what to focus on each day.

Check in regularly

If possible, check in with your team daily or every couple of days to make sure everyone is on track. It also gives the team an opportunity to flag any issues they are having quickly.

See section on using tools and software to find out how you can do this easily.

Contact the Office of the CIO: phone 0818 300 300; log a call via NSD Self Service portal

Communicate as a group

There are several online tools designed to help teams communicate and work as a group.

To set this up, you will need to identify how you will:

  • keep in touch collectively
  • share files and work outputs across the team

Audio and video conferencing

Even if your team is not working from home, teleconferencing is recommended instead of face-to-face meetings, to reduce the risk of spreading coronavirus.

There are a number of options available:

WhatsApp

Exceptional provision has been made for this app to be made available during the Covid-19 crisis on the HSE network, primarily to support messaging, but it also can support video calls. It is suited for 1-4 users. Read more about Whatsapp.

Gov.ie conference calls

Gov.ie offers a free conference call facility across all government departments. Registration is free and you can schedule conference calls in advance.

Register for Gov.ie conferencing

Cisco Webex

An enterprise solution for video conferencing, online meetings, screen share and webinars. It provides for controlled ‘room’ access and this may be suited to clinical consultation and larger meetings. Read more about Cisco Webex Meetings.

Microsoft Teams

Microsoft Teams offers a platform for video and audio conferencing. It allows document sharing and storage, screen sharing and messaging.

Microsoft Teams is available if you have already been migrated to the national HealthIrl domain.

If you are not on the HealthIrl domain you can use Webex instead.

If you are not on the national Health Irl domain you can still attend a Teams meeting (by clicking on the invitation link received), but you will not be able to schedule a meeting.

Microsoft Teams is only available if you are on HealthIrl domain

The phased migration of all staff to HealthIrl is continuing. Microsoft Teams will be available to you when your migration is done.

Read more about Microsoft Teams.

Sharing work files

How your team will share and store work files is another important part of home working.

Some options available to you are:

Shared file on HSE network

This is the simplest option to store and access team documents. If you don't already have this set up for your team contact OoCIO and they can set this up for you quickly.

Basecamp

Basecamp is a project management tool. It can allow your teams to communicate and have fewer meetings. You can share documents, group chat and message your team easily.

You can start a free 30-day trial here

Skype

Skype is no longer a supported product within the HSE.

Contact Office of the CIO

Phone: 0818 300 300

Log a call via NSD Self Service portal

Related Content

  • Technology you need when holding a teleconference
    PDF266KB
    Infographic explaining what technologies you need when holding a teleconference. Information includes teleconference solutions for groups of 3 to 5 people, 5 to 10 people, more than 10 people and collaboration where audio, video and or screen share capabilities.

Page last reviewed: 12/04/2021
Next review due: 12/04/2024