DESIGNING AND IMPLEMENTING WORKING TIME AND WORK ORGANIZATION ARRANGEMENTS
Trainer’s Guide
Last updated: December 2021
Designing and implementing WTAs/WOAs – Trainer’s Guide
ABOUT THIS TRAINING PROGRAMME Desired result As a result of this training, constituents will look to adopt and implement policies, regulations, or other measures on working hours, working time arrangements or work organization arrangements to meet the needs of workers and employers.
Overall goal Increase the capacity of constituents to adopt policies, regulations, or other measures on working hours, working time arrangements or work organization arrangements to meet the needs of both workers and employers.
Learning objectives By the end of this course, participants will be able to: 1. Explain how working hours are defined, calculated, and can be organized. 2. Design and implement working time arrangements (WTAs) and/or work organisation arrangements (WOAs) 3. Apply the guiding principles for developing balanced WTAs to the design of their WTAs and/or WOAs 4. Relate the International Labour Standards and other national regulatory measures on working-time related topics to the design of their WTAs and/or WOAs. 5. Identify the WTA or WOA that best apply to their needs and help to develop, implement, and revise them when needed.
Methodology This training programme follows a blended-learning approach. The course will be offered fully online and will include both synchronous – such as webinars - and asynchronous elements – such as quizzes or assignments. In this way, participants can both plan their own learning at their own pace and also benefit from direct interaction with subject matter experts and colleagues. Participants will get to work on the design and development of a WTA or WOA to get acquainted with the different types of WTAs/WOAs and principles that apply to each one of them and apply it to their particular context.
Target ILO constituents (government, social partners)
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Designing and implementing WTAs/WOAs – Trainer’s Guide
Number of participants Between 20-30 to be able to manage the groups effectively during the live sessions. Should the number of participants be higher, the time indicated for each activity would have to be adjusted accordingly.
Estimated workload 5 weeks with a weekly workload of 5 hours (25 hours)
Technological resources The course will be made available on ITCILO’s ecampus. Webinars will be delivered via Zoom.
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Designing and implementing WTAs/WOAs – Trainer’s Guide
MODULE 1. GETTING STARTED. KEY CONCEPTS, GUIDING PRINCIPLES AND ILS Learning objectives By the end of this module, participants should be able to: • • •
Differentiate key concepts in working time topics Explain the guiding principles for developing balanced WTAs Identify the key aspects of the International Labour Standards regarding working time, WTAs and WOAs
Module 1 timeline
• Introduction forum • Pre-assessment quiz • Reading chapter 2 on guiding principles (Guide on WTAs) • Reading Conventions / Recommendations on one of the 4 topics
Pre-work on ecampus (2/3 days)
Kick-off webinar (90'-120') • Summary of challenges and expectations from the intro. forum • Summary of strengths and weaknesses identified in the preassessment quiz • Group discussion on Guiding principles (World Café) 40'-1h • Group work on ILS (jigsaw) 20'
• Publish the outcome of the group discussion on their corresponding forum. Participants check out the other 5 topics and comment/ask questions about it. Post-work on ecampus (2 days)
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Designing and implementing WTAs/WOAs – Trainer’s Guide
Module 1. Pre-work on e-campus Subject(s)
Getting participants on board Assess their previous knowledge Preparatory tasks for the webinar
Duration
2/3 days (prior to the kick-off webinar)
Material and tools
Forum, quiz
Technical notes
For this first module, participants need to be assigned to the four different groups in ecampus (already available under participants > groups) for Reading 2. These groups will be also applied during the kick-off webinar (jigsaw).
Links to ecampus1
Forum Introduce yourself Pre-assessment quiz Reading 1 Reading 2 – Group 1 Reading 2- Group 2 Reading 3 – Group 3 Reading 4 – Group 4
Sequence of the pre-work session 1. Forum Introduce yourself The goal of this first forum is to get to know the groups as well as for participants to get to know each other. Facilitators can use the content posted here to present a summary of challenges and expectations at the beginning of the kick-off webinar. 2. Pre-assessment quiz The goal of this quiz is to assess the knowledge level of the group, in particular regarding the key concepts in working time topics. Facilitators can use the report of the results to identify strengths and weaknesses, and adjust the training syllabus if considered necessary. 3. Reading 1. Guiding principles This is a preparatory task for the kick-off webinar. Participants need to complete this 1
Please bear in mind that the ecampus links in this guide lead to the original course developed in 2021. Should the course be duplicated, the links of all modules need to be updated to redirect to the new course on ecampus.
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Designing and implementing WTAs/WOAs – Trainer’s Guide task in advance to be able to participate effectively in the kick-off webinar (World Café activity). 4. Reading 2. ILS The Conventions and Recommendations have been divided into four separate topics (working hours, night work, rest periods and weekly rest, and part-time work). Each group will read only the documents concerning their topic. The goal of this dynamic is to encourage exchange and reflection while reducing reading time.
Module 1. Kick-off webinar Subject(s)
Guiding principles
Duration
90’/120’
Material and tools
Video conference software, breakout rooms
Technical notes
The use of breakout rooms in this webinar will be very important. Make sure that the person in charge of managing the breakout rooms is familiar with the main functionalities.
Links to ecampus
N/A
Sequence of the kick-off webinar Activity
Learning method
Duration
Summary of challenges and expectations from the introduction forum
Presentation
10’
Summary of strengths and weaknesses identified in the pre-assessment quiz
Presentation
10’
Group discussion on the five guiding principles and the impact of the pandemic
World Café
40’-1h
Organize five breakout rooms – one per guiding principle and name a rapporteur that stays in the room. The question for all five rooms is “What positive and negative impact has had the pandemic for this guiding principle?” 3 rounds of 10’ and discussion in plenary
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Designing and implementing WTAs/WOAs – Trainer’s Guide
Group work on the four different topics of IL Standards – Part I
Jigsaw
20’-30’
Distribute participants in the same 4 groups as in the ecampus activity to exchange about the corresponding convention(s) and/or recommendation(s) they read about.
Module 1. Post-work on ecampus
Subject(s)
ILS
Duration
2 days
Material and tools
Forum on ecampus
Technical notes
After the webinar, the recording should be made available on ecampus using the link below, just by replacing the existing URL.
Links to ecampus
Discussion on International Labour Standards Kick-off webinar recording
Sequence of the post-work session 1. Discussion on International Labour Standards After the discussion in the four different groups, one rapporteur per group posts and shares with the everyone the main points in the forum. All participants can then read about the other three topics and react.
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Designing and implementing WTAs/WOAs – Trainer’s Guide
MODULE 2. HOW TO STRUCTURE DIFFERENT TYPES OF WTAs Learning objectives By the end of this module, participants should be able to: •
Describe different types of WTAs and their main features
•
Compare their advantages and disadvantages
•
Acquire good practices for different types of WTAs
Module 2 timeline
WTAs' webinar (120') •Reading •Working on 2 WTAs case studies
Pre-work on ecampus (5 days)
•Follow-up ILS discussions •Defend your proposal elevator pitch and group discussion •Identifying good practices 1-2-4-All
• Submission of their personal project proposal for approval (assignmenton ecampus)
Post-work on ecampus
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Designing and implementing WTAs/WOAs – Trainer’s Guide
Module 2. Pre-work on e-campus Subject(s)
Different types of WTAs
Duration
5 days
Material and tools
Forum
Technical notes Links to ecampus
Module 2 – Reading 1 Case study 1 forum Case study 2 forum Case study 3 forum
Sequence of the pre-work session 1. Reading reference material The goal of this reference material is to get participants acquainted with the main types of WTAs and their main features. 2. Group discussion - Case studies on WTAs Propose 3 different case studies to participants. They need to work on, at least, 2 of them to come up with a proposal where they describe how they would structure the WTA, and which would be the advantages and disadvantages – based on the content of the reference material.
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Designing and implementing WTAs/WOAs – Trainer’s Guide
Module 2. Webinar on WTAs Subject(s)
Types of WTAs
Duration
120’
Material and tools
Video conference software, breakout rooms
Technical notes
The use of breakout rooms in this webinar will be very important. Make sure that the person in charge of managing the breakout rooms is familiar with the main functionalities.
Links to ecampus
N/A
Sequence of the WTA’s webinar Activity
Learning method
Duration
ILS – Follow-up discussion
Discussion in plenary
30’
If considered necessary, facilitators can followup on the exchange on ILS on ecampus and clarify any issue or answer possible questions from participants.
Case studies – defend your proposal
Elevator pitch
WTAs – identifying good practices
1-2-4-All
30’
At least 2 participants per case study get to pitch in their proposal for 2’ followed by a round of discussion among participants and facilitators to identify issues and good practices.
60’
Following the discussion on the WTAs case studies, participants reflect first individually on the lessons learnt and good practices identified. After 10’, participants are sent in pairs to breakout rooms, where they will share and build new ideas with another participants. After 10’, participants are put in groups of four to continue their reflection for 10 more minutes. Finally, facilitators invite in plenary each group to share an insight/idea without repeating any. 10 | P a g e
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Personal project proposal
Explain what the project proposal is about and answer questions from participants if applicable
10’
Module 2. Post-work on ecampus
Subject(s)
Personal project proposal
Duration
Ongoing until the end of the training programme
Material and tools
Assignment on ecampus
Technical notes
After the webinar, the recording should be made available on ecampus using the link below, just by replacing the existing URL.
Links to ecampus
Module 2 webinar recording Personal project proposal
Sequence of the post-work session 1. Submission of the personal project proposal In the dedicated space, participants will submit their personal project proposal. Facilitators can provide personal and confidential feedback to each one of them.
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Designing and implementing WTAs/WOAs – Trainer’s Guide
MODULE 3. HOW TO STRUCTURE A WORK ORGANIZATION ARRANGEMENT Learning objectives By the end of this module, participants should be able to: •
Describe the main features of telework
•
Identify advantages and disadvantages of telework
•
Acquire good practices to structure telework as WOA
Module 3 timeline • Starting the discussion. Identifying advantages and disadvantages of telework • Reading teleworking guide Pre-work on ecampus (3 days)
Teleworking webinar (90') • Country case study • Group discussion in plenary
• Collaborative document on the 10 golden rules of telework/hybrid work Post-work on ecampus (3 days)
Follow-up webinar module 3 (60') + Module 4 (60') • Fishbowl discussion on the collaborative document • Module 4 starts (see next pages)
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Module 3. Pre-work on e-campus Subject(s)
Telework
Duration
3 days
Material and tools
Collaborative boards (Miro)
Technical notes
Both activities use the same Miro board.
Links to ecampus
Starting the discussion. Identifying advantages and disadvantages of telework Moving forward with the discussion on telework
Sequence of the pre-work session 1. Starting the discussion. Identifying advantages and disadvantages of telework. Based on their own experience and/or own knowledge, participants list positive and less positive aspects of telework on an interactive whiteboard without repeating ideas already shared. 2. Moving forward with the discussion on telework Once all participants have contributed to the board, they will be asked to collaboratively classify each one of the ideas shared into one of the three groups: Well-being and productivity Gender dimension Trust and organizational culture 3. Reference material Participants are invited to compare their answers to the guide (pages 5 to 20). Then, they are invited to go back to the virtual whiteboard and add the important points missing on the whiteboard.
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Module 3. Webinar on telework Subject(s)
Telework – well-being and productivity, gender dimension of teleworking, trust and organization culture
Duration
90’
Material and tools
Video conference software, breakout rooms
Technical notes
The use of breakout rooms in this webinar will be very important. Make sure that the person in charge of managing the breakout rooms is familiar with the main functionalities.
Links to ecampus
N/A
Sequence of the WOA’s webinar Activity
Learning method
Duration
Country case study
Group discussion
45’
Organize participants in groups per country (or region) and send them to breakout rooms. The goal of the group work is to analyse and assess their country’s (or their regions’) response to the pandemic on telework. Main questions: -
What were the successes in the implementation of telework as response to the pandemic?
-
What should have been done differently?
Participants can use the Annex III. Checklist (pages 33-36) as a reference document to run a quick evaluation they can use as basis for their discussion.
Country case study
Plenary Each group will present their analysis to the group in plenary followed by a round of questions and comments.
45’
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Module 3. Post-work on ecampus Subject(s)
Policy responses The future of teleworking/hybrid working
Duration
3 days
Material and tools
Collaborative board on Miro
Technical notes
After the webinar, the recording should be made available on ecampus using the link below, just by replacing the existing URL.
Links to ecampus
The 10 golden rules for the future of teleworking and hybrid work
Sequence of the post-work session 1. The 10 golden rules for the future of teleworking and hybrid working Right after the webinar, participants start providing their input in a collaborative board on Miro on the future of teleworking and hybrid work following the format of “golden rules” or main general principles. Pages 21 to 26 of the Guide can be suggested as reference material.
Module 3. Follow-up webinar on telework (combined with Module 4) Subject(s)
Policy responses The future of teleworking/hybrid working
Duration
60’
Material and tools
Video conference software, breakout rooms
Technical notes
The use of breakout rooms in this webinar will be very important. Make sure that the person in charge of managing the breakout rooms is familiar with the main functionalities. The fishbowl required spotlighting certain participants to create the “inner circle” of the discussion, i.e., only those participants whose webcams are spotlighted will be entitled to talk. In Zoom, use the function “Spotlight for All”. In Teams, right-click the participant and chose “Spotlight”.
Links to ecampus
N/A 15 | P a g e
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Sequence of the follow up webinar on telework Activity
Learning method
The 10 golden rules for the future of teleworking and hybrid working
Fishbowl
Duration 1h
The facilitator(s) will introduce the session by explaining the main objective: discuss to come up with the most important principles to telework/hybrid work in the upcoming future. The dynamic of the discussion will be then explained: only a limited number of participants (between 3 and 5 ideally) will be able to discuss at the same time (inner circle, “the fishes”) and the rest of the group will listen and take notes to follow the discussion (outer circle, “the fishbowl”). The facilitator(s) can ask for volunteers to start the discussion or designate them directly. After a defined time (10’), new participants from the outer circle can enter the discussion but someone from the inner circle has to leave. They can ask for participation by using the function “rise hand”. The facilitator(s) will remove spotlight from the one participant leaving and will spotlight the new participants entering the inner circle. By the end of the session, each participant should have their own version of the document that best applies to their own reality.
See Module 4 for the continuation of this webinar.
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MODULE 4. HOW TO DESIGN AND IMPLEMENT WTAs COLLABORATIVELY Learning objectives By the end of this module, participants should be able to: •
Explain the five steps of the process of designing and implementing WTAs
•
Identify the key challenges of each individual step of the process
•
Apply good practices of designing and implementing WTAs to real-life situation
Module 4 timeline
Post-work on ecampus (3 days) •Brainstorming •Expert panel
WTA's design and implementation webinar (60') shared with module 3 (60')
•Forum exchange on key challenges and best practices of each step of the process
• Feedback on forum discussion •Wrap-up questions
Closing webinar (90')
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Module 4. Webinar on how to design and implement WTAs collaboratively Subject(s)
The five steps of the process of designing and implementing WTAs
Duration
60’
Material and tools
Video conference software, breakout rooms
Technical notes
The use of breakout rooms in this webinar will be very important. Make sure that the person in charge of managing the breakout rooms is familiar with the main functionalities.
Links to ecampus
N/A
Sequence of the five-step process’ webinar Activity
Learning method
Duration
Starting the discussion. What do you know about designing and implementing a WTA/WOA?
Brainstorming
30’-40’
Right after module 3’s discussion on teleworking/hybrid work, participants are asked to reflect on how to design and implement a WTA/WOA. They will get to exchange with other participants in groups of 2/3 for about 10’ about what they know and what they don’t know on the topic. After that time, move participants to a different breakout room where they will further exchange with new colleagues. There will be 2/3 rounds. By the end of the rounds, participants will share in plenary a list of “strong beliefs” (what they are sure they know) and a prioritized list of questions about what they want to know more or need advice about.
How to design and implement WTAs collaboratively
Presentation – Expert panel
30’-40’
The facilitator(s) will present the 5-step process to the group. By the end of the presentation, participants will hold a discussion about their strong beliefs being confirmed or discarded. They will also review the questions they had from the previous activity to see if the presentation has 18 | P a g e
Designing and implementing WTAs/WOAs – Trainer’s Guide already answered them. If this is not the case, the facilitator(s) will answer them now. Reference material to further the discussion: pages 31 to 42 of the WTA Guide.
Module 4. Post-work on ecampus
Subject(s)
Key challenges and best practices of the five steps of designing and implementing WTAs
Duration
3 days
Material and tools
Forum
Technical notes
After the webinar, the recording should be made available on ecampus using the link below, just by replacing the existing URL.
Links to ecampus
Key challenges and best practices – Step 1. Identify Key challenges and best practices – Step 2. Design Key challenges and best practices – Step 3. Plan Key challenges and best practices – Step 4. Implement Key challenges and best practices – Step 5. Revisiting and updating
Sequence of the post-work session 1. Key challenges and best practices of the five steps of designing and implementing WTAs After the webinar, five different forums corresponding to each step of the process will open in the platform. Participants will be invited to discuss each one of them to identify the key challenges of each step of the process as well as the best practices to meet those challenges.
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Module 4. Closing webinar Subject(s)
The five steps of the process of designing and implementing WTAs
Duration
60’
Material and tools
Video conference software, breakout rooms
Technical notes
The use of breakout rooms in this webinar will be very important. Make sure that the person in charge of managing the breakout rooms is familiar with the main functionalities.
Links to ecampus
N/A
Sequence of the closing webinar Activity
Learning method
Duration
Feedback on the group discussion
Presentation
20’-30’
Wrap-up – Last questions to experts
1-2-4-All (as in module 2)
The facilitator(s) will open the session by providing feedback on the main conclusions of the forum regarding key challenges and best practices on designing and implementing WTAs/WOAs.
60’
To wrap-up the course, participants reflect first individually on any question, issue or topic still pending. After 5’, participants are sent in pairs to breakout rooms, where they will share and build new ideas with another participants. After 5’, participants are put in groups of four to continue their reflection for 5 more minutes. Finally, facilitators answer their questions in plenary.
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