MaaS360™

New technologies such as smart mobile devices, hosted telephone applications, business video and greater broadband access have prompted millions of companies around the globe to embrace the benefits of a mobile workforce. As these technologies proliferate, the number of employees working outside the traditional office environment continues to grow. According to a recent report from the Telework Research Network, more than 20 million people work from home at least one day a week, including the self-employed. And the number of employees working remotely at least one day a month is up about 75 percent since 2005.

The benefits can be significant in terms of productivity and effectiveness. A mobile workforce can help an organization reduce real estate costs and improve service by having the right employees in the right places. In addition, it gives Human Resources leaders the opportunity to increase their talent pool, retain key employees, and quickly respond to changing needs.

Additional findings from the Telework Research Network support these benefits:
 
• Eight out of 10 people say they would work from home if they could, and some employers are listening.

• Approximately 42 percent of employers report they have allowed staff to work from home.

• More workers telecommuting could save more than $650 billion a year from cost reductions associated with less office space and utilities, gasoline and transportation, traffic-related injuries, absenteeism and worker turnover, day care, meals, clothing and commuting time as well as increased productivity.

• By cutting commutes, most workers would gain the equivalent of two to three weeks of vacation time per year.

Yet, while the upsides to employee mobility may seem obvious, there can be downsides as well. Without the proper level of insight, structured management and measurement of mobile workforce programs and associated costs, organizations can jeopardize their short- and long-term effectiveness.

To avoid these risks, companies must make employee mobility a top priority and develop a strategy that emphasizes centralized, tightly structured management to fully support employees. Organizations that adopt this approach experience stronger cost management, increased productivity and more motivated employees.

Bringing Virtual Workforce Initiatives to the Forefront

The rate at which the mobile workforce is growing has created challenges for many companies still grappling with the number of related changes. This was the case for Johnson Financial Group (JFG), a full-service financial services company with 60 offices in Wisconsin and Arizona. The company, which employs more than 1,300 employees, is committed to attracting, retaining and developing top talent. To that end, it offers a Flexible Work Options (FWO) program that consists of job sharing, telework, offsite work and flexible work hours.

Only a year ago, JFG had multiple mobile device vendors, no guidelines for mobile device eligibility, little control over carrier and device selection, no control over billing and payment processes, and limited understanding of the impact mobile device programs had on its bottom line. Through ten months of work developing a strategy for better managing its mobile device programs, JFG has reduced the number of its primary wireless providers, maximizing discounts and service levels with the primary carriers and standardizing its mobile device and laptop fleet. It also achieved a 15 percent reduction in its average monthly wireless spend through automating expense and invoicing processes.

JFG’s FWO program provides virtual office employees extensive access to technology, including Outlook Web Access, cell phones, convergence devices, data cards, laptops and more. Each participant must apply for the program. The employee’s manager works together with representatives from Human Resources and Information Systems to ensure goals are clear. Because data security is fundamental to its business, JFG also deploys security measures to protect proprietary information. FWO participants are trained in how to keep company information secure while working offsite. Through this focus, JFG has realized cost savings and efficiencies that help position the organization well for the future.

Getting Started

The growing mobile workforce has already transformed the business world as we know it. As employee mobility increases, companies that embrace the associated opportunities and pay close attention to avoiding potential pitfalls will play a critical role in driving greater innovation and significant new opportunities.

Utilizing tools to measure the state of existing programs against third-party benchmarks that compare corporate employee mobility programs is a great place to start. Once any problem areas are identified, a plan for improvement and measurement can be developed. Organizations that optimize their mobile workforce by building such a centralized, tightly measured management strategy will be well positioned to reap the benefits today and tomorrow. 360

Kathy Sharo is the Marketing Director at Runzheimer International in Hightstown, NJ.