Systematic work environment management regarding distance work
What to bear in mind prior to a conversation with an employee who is working from home:
- The conversation can be conducted via telephone, email or Zoom/Skype/equivalent.
- The health and safety representative should be informed that the conversation has taken place.
- If required, consult with the local HR officer or work environment coordinator before the conversation.
- Please note that the remote work of teaching staff is regulated by the working hours agreement for teaching staff but also by the Work Environment Act. Therefore, as an LU manager, you must have a conversation about the work environment with members of teaching staff who are working remotely.
- The requirements of the Swedish Work Environment Authority regulations on workplace layout (AFS 2009:2, see link in right-hand column) can usually be met in the home, but it is important to think about lighting and ergonomics, for example. If an equally good chair cannot be provided at home, there may, for example, be a need for more frequent pauses for movement.
- Write down what has been discussed, preferably using the template (see below). The template can be used in conversations with employees, regardless of professional category, who are working from home following a consultation with you as an LU manager.
Download fillable conversation template in Swedish (Word 82 KB)
Download fillable conversation template in English (Word 87 KB)
During the conversation
In the conversation between you as an LU manager and the employee it is to be clearly stated that when working at home the employee has an increased responsibility for their own work environment, which entails:
• being watchful for risks and calling attention to these risks to you as an LU manager,
• ensuring that the layout of the workplace is as satisfactory as possible,
• submitting information on changed conditions that may affect the work environment to you as an LU manager,
• reporting incidents, occupational injuries and illness to you as an LU manager and in accordance with prevailing procedures. Remember that the health and safety representative is to be informed about incidents and occupational injuries.
During the conversation you are to talk about the risks relating to the actual duties as well as the work environment. Find out, for example, if there is a need for safety equipment. Is there a need for some type of adaptation? Is there a need for support aids?
Please note that your responsibility for rehabilitation is unchanged.
Other aspects to bear in mind regarding the risk of infection due to the coronavirus/Covid-19
Urge the employee to keep updated on the recommendations made by the Swedish Public Health Agency and others, and also follow updates of LU’s information, e.g. via the Staff Pages.
Urge the employee to inform you as an LU manager about any changes in their health status, and about factors that affect the infection risk (e.g. if a family member becomes infected).
Contact your local HR officer or work environment coordinator at faculty level/equivalent.
Swedish Work Environment Authority website www.av.se
Swedish Work Environment Authority regulations regarding workplace layout (AFS 2009:2)
Working from home for teaching staff is regulated by the working hours agreement for teaching staff, see section 7. Råd och anvisningar till lokalt avtal om arbetstid för lärare m fl vid Lunds universitet (pdf). Only available in Swedish.