Y2k2 and telework

By now, you've heard the full range of Y2K scenarios � from denial to survivalist paradise. While there are many opinions, no one really seems to know exactly what will happen. But given the uncertaintly and what's at stake, prudence over panic is the wisest course of action. The prudent approach suggests taking at least a few specific steps as a form of insurance or risk reduction.

Irrespective of where you stand on the issue, some very real and significant activities are taking place to deal with potential problems. For example, headlines outlining Canadian, American and United Kingdom national-level prudence in preparing for Y2K evidence anything but complacency. A December '98 Ottawa Citizen front-page headline describes possible martial law, and that some 32,000 Canadian military troops will be standing by to calm any major Y2K-related disturbances. It also describes RCMP recommendations that prudent Canadians stash some cash, food for a week, and water for a month to prepare for Jan.1, 2000. A January 11 Wall Street Journal article discusses possible National Guard deployment to help with any Y2K emergencies, and a communications drill involving all 460,000 Guardsmen this May to simulate the loss of telephone services across the country.

In the UK, the London Times reports that most of the UK's police forces have cancelled leave over the millennium period. It also reports that a special force of about 1,400 detectives will be on alert during the millennium amid fears that criminals will take advantage of breakdowns of home and commercial electronic security and alarm systems which protect banks, security companies and homes. Amid concerns that police feel that many homes will be empty placing them at risk of break in, the Times advises people to stay home.

While there is uncertainty over just how many microchips and programs will fail, there exists the risk, no matter how small, that some of these failures could result in major disruption. Our workplaces are not immune. At risk are systems that control power, heat, water, security systems, automatic doors, thermostats, lighting, voice mail and internal communications. Transportation systems might also be affected preventing employees from getting to their workplaces.

For many reasons, workplace computer systems are more susceptible to the Y2K bug. They tend to be older, more complex, and encumbered with obsolete computer languages. Because they are largely interconnected via networks, intranets or the Internet to mainframes and servers, if a problem develops, entire networks may be affected.

Home offices and PCs are not immune. Many home-office PCs, especially pre-1996 ones, may not be Y2K compliant and could malfunction. Newer models, even Macs that claim to be less susceptible, are also at risk and should be checked. Furthermore, phone and cable service as well as the Internet and Intranets could get buggy, disrupting or cutting off remote access and data collaboration with the 'office', making 'normal' telework impractical. Y2K-compliant home-office PC’s can keep functioning. Later, when office networks are up and running, files can then be updated or retrieved.

So, how can telework help?

Telework can help with Y2K disruptions just as it has helped with past emergencies. Many organizations have experienced first hand how telework can alleviate business disruption and maintain services during snow and ice storms, floods, earthquakes, hurricanes, bomb threats, explosions, fires, power outages, transportation strikes and other labour disputes, etc. Consequently, more organizations and governments are incorporating telework into their emergency preparedness strategies and business-continuity plans.

For example, when the 1994 California earthquake cut off over a million workers from their businesses, telework permitted thousands to continue their work from home, minimizing business disruption, and in many cases, helping businesses survive. Even with much of the power shut off, telephones continued to operate. Telework was so effective that the government/business sector formed a partnership to promote telework for future emergency preparedness.

In the March '95 issue of Focus Magazine, Susan Herman, General Manager of Los Angeles' Communications Department stated: "Many businesses were uncertain whether they would be able to stay in business or recover in a timely manner to remain competitive." She added: "Telecommuting offered the solution to nearly 700,000 in the region. Using home telecommuting as well as telework centers, businesses were able to effectively respond to customers' calls, complete transactions, and seamlessly recover after the earthquake — even while some of their employees were in their pajamas or working in the den."

In eastern Canada and in the US, the great 1998 Ice Storm cut power for millions, preventing much of the workforce, including some 66,000 Ottawa area federal workers, from accessing their workplace, some for up to several weeks. However, telework allowed thousands to continue working. How? As with most power outages, power did not go out for everyone. Most were either not cut off, or had intermittent power while their buildings were shut down.

Doug Redden, then Executive Director of the Canadian federal government's Institute for Government Information Professionals, was one of those affected. Prevented from getting to his office for about a week, he teleworked from his home in west-end Ottawa. He said: "if it were not for telework, I would not have been able to do anything work-wise." His tools: a computer, pen, paper and phone.

Make telework part of Y2K contingency planning

No matter what the odds of Y2K disruption, given the potential consequences, the best course is to err on the side of caution. Of course, the priorities rest with life, limb, family, and property, however, a prudent outlook towards business continuity is also important. Telework can provide that continuity and Y2K gives employers and employees the opportunity to re-examine the telework option, or to refine and promote their current telework practices.

While telework does not apply to all types of jobs, people or situations, it does to many. To limit the risk of business disruption if systems and/or power goes down, plan now by applying the military strategy of asset dispersal (in this case, data, files and staff etc) to dispersed teleworkers.

Distributing resources and telework-ready employees gives organizations a valuable option. Teleworkers do not always need to rely on networks, so even if connections to the organization are severed, many teleworkers, especially those with compliant computers may still be able to work. Some will have generators, solar power, or portables with extra batteries. When power returns, even if sporadically, they can recharge their batteries. If all else fails, teleworkers can work with pen and paper.

One of Canada's leading risk management experts, James Wright, Chairman of the Canadian Standards Association's Risk Management Technical Committee says: "An effective control measure to reduce Y2K risk is to duplicate your means of production. Telework can provide this protection by helping organizations continue operations even in the event of widespread disruption of work-place systems." James Wright is also Director of Ottawa-based Risk Management Associates.

Whether or not there is a Y2K-induced emergency, home may be one of the best place to work. First, home-office systems are less Y2K-prone, and generally easier to make compliant. Furthermore, if the Y2K bug creates shutdowns and/or transportation difficulties, getting to the workplace may be impractical or impossible, and many workers will not show up for work. Others will stay home simply to be with their families and loved ones, and to protect their property, as a 'just-in-case' measure. Some will stay home from work to be with their children whose school systems have acted to ease Y2K fears by extending the Christmas holiday to include the first week after the New Year. This is what the government of New Brunswick decided to do. Many provinces and states will follow suit.

Knowing this, many employers are granting longer-than-normal holiday leave periods — a significant business cost. However, if a telework program is in place, employers can 'roll with the punch' and balance their employees’ personal needs with their own business objectives.

What can you do? A Y2K / telework checklist.

1.	Whether you are an individual or an employer, integrate telework into your emergency preparedness and business continuity strategies. Approach Y2K as a business-management issue, and telework as one among many potential solutions. Even if the Y2K bug doesn't create problems for you, telework will be in place to help with other potential emergencies.
2.	Check your software and hardware for compliance. Don't assume anything. Ask the manufacturers (or your employer if applicable) to provide compliance information and fixes. Unless you know how, get an expert to help, but do it soon before they are all completely booked.
3.	Consider software that can identify Y2K computer and software issues and suggest necessary changes. Examples include Symantec’s "Norton 2000", and Greenwich Mean Time UTA’s "Check 2000 PC Deluxe.
4.	Once you have checked your system for compliance, back up all your records.
5.	Let the taxman help. Canadians who replace non-compliant computers or software before June 30 may qualify for a tax break permitting a 100% expense deduction over a one-year period. Americans may also get tax breaks, taking a 100% write-off up to $18,000, subject to certain conditions.
6.	If you are worried about power, look into solar power, or consider getting a generator, but move quickly because they are selling like Furbies�
7.	If you are an employer, expand your existing telework program, or start a telework program. Appoint a senior person to coordinate the project.
8.	Build a 'telework kit' for yourself and/or your employees. Include such telework tools as basic telework guidelines, lists of important phone numbers, email addresses, passwords and procedures for backing up key data on diskettes or removable storage.
9.	Invest in extra Y2K-ready laptops and buy extra batteries. Plan, budget and train or assist your staff in Y2K-proofing their digital equipment.
10.	Consider alternatives to computers. Even pen and paper can allow the work to continue, so identify ahead of time what tasks can be teleworked.
10�	Give us feedback on other ways that you think telework can help with Y2K issues for incorporation into follow-up articles.

*The Telework GuysTM are: Bob Fortier, President of the Canadian Telework Association and of InnoVisions Canada, and John Edwards, Virginia-based, CEO of Telework Analytics International. Both sit on the Board of the International Telework Association and Council (John Edwards is its Vice-President). � Copyright 1999, The Telework GuysTM. All rights reserved.