[A version of this content was shared with all IS caregivers in a memo from B.J. Moore on June 9. It meant as guidance for our Shared Services caregiver based in administrative centers.]
We have begun moving forward with our new flexible work model, resuming some in-person collaboration opportunities, and supporting our continued flexibility and innovative approach to work this model offers.
While this approach is embraced by Providence as a whole system, the steps we are describing here will focus first on our administrative buildings, with no short-term impact to clinical sites. Please review and share any questions via our Open Forum Yammer group.
Over this past year, we’ve had the opportunity to think differently and plan for a new future. After gathering your feedback about what does and does not work for you, and examining best practices, we’ve designed a new model for those who can work virtually some or all the time.
You may have seen this update about the new flexible work model. The model features three approaches to work:
- Predominantly in-person
- Hybrid: Mix of on-site and virtual days
- Predominantly virtual
Caregivers being on-site only as their role requires for in-person collaboration, connection and other sacred encounters is the central feature of this new model. Many of you shared this flexible way of working offers the modern experience and work-life balance you want.
Modern and flexible
Our vision is a collaborative, modern work experience that strengthens and grows the Mission and our culture. Rolling out a forward-thinking model enables caregivers to do their best work across home, office, or location of their choice, and supports regular meaningful in-person interaction with team members.
I understand not all caregivers can work virtually due to special circumstances. We’ll continue to work with caregivers to ensure individual working arrangements meet personal needs, recognizing the intent is to have a hybrid schedule for most caregivers in scope for this model.
A phased approach starting July 6
Late last year we shared our earliest return would be July 1, and that an executive committee would review this decision quarterly based on three criteria: Health and safety, caregiver experience, and space readiness. Based on these criteria and with COVID-19 restrictions easing, we opened select conference rooms for limited collaboration in May.
Beginning July 6, we will begin a phased return that allows increased on-site collaboration and pilot programs, while preparing for our new flexible model. Some spaces will be reconfigured over the coming months to support the modern, engaging hybrid experience we’re rolling out. We will provide more details about conference room use as we get closer to July. Of course, we’ll follow state, local, and federal guidelines in all locations.
Starting Q4, we’ll start bringing back more caregivers for day-to-day work with the flexible model in action.
Phases at-a-glance:
| Timing | Phase | Details |
| Through July 2 | Limited gatherings in non-clinical conference space | Limited team gatherings allowed at some of our corporate sites |
| July 6 – Q4 2021 | Increased on-site collaboration and pilots | – Open conference rooms in most admin buildings (non-clinical conference space) – Run pilot programs in Alaska, Portland, Redmond and Renton; test and refine flexible model based on feedback – Begin reconfiguring buildings, while keeping limited access to workspaces available |
| Q4 2021 – early 2022 | Phased admin campus go-lives – transition to flexible model | – Caregivers begin to return and transition to flexible model, as admin spaces are completed – Gather feedback from caregivers about new model in action |
| 2022 | Full transition to flexible model across all locations | Continue to gather feedback about our new model |
For our caregivers and teammates in Alaska: As mentioned, you’re participating in a pilot for the rollout of this model and will be returning earlier, a July timeframe. Please watch for those separate communications.
Getting ready for our new model
When we do return later this year or early next, it’s not “back to normal.” It’s a new approach to work. While there may be local nuances depending on your office location, our team will lean into this new way of working. More information will come soon with local guidance on collaboration space use in our specific buildings. If you haven’t already started having discussions about it already, you’ll meet with your core leaders in the coming weeks to discuss the new flexible model and learn more about your team’s day-to-day working schedule.
For more about what’s changing and what’s not changing, please check out this overview. In addition, there are a number of resources in the virtual work section of the HR Service Portal, including FAQs.
Travel update
In support of our new model, caregiver engagement, financial stewardship, and our commitment to be carbon negative by 2030, our goal for travel should be 25% of what it was pre-COVID. Travel should be for specific business-related reasons that cannot be accomplished virtually, such as the development of new relationships, strategy sessions and formation activities. Our digital tools and flexible model allow us to work in new ways, supporting better work-life balance.
More information about this, masking in non-clinical settings, and other guidance will come soon. Stay tuned for updates.
The success of the vaccines and ease of restrictions around COVID-19 are promising – there’s light at the end of the tunnel! We look forward to welcoming our teams back for some in-person collaboration. We will continue to move forward with our new way of working and the opportunity for us to reimagine how we spend time collaborating virtually and in-person.