Work Adjustment Advice Process (WAAP)

Steward: Haroon Alvi

When self-interest is involved in a decision, we need to have a bias towards responsibility in the freedom/responsibility polarity.

If the business is impacted by the individual’s work adjustment, then it’s the individual’s responsibility to take care of the business’ needs. The WAAP template is designed to help individuals navigate these tricky decisions.

HERE ARE THE REQUIRED STEPS:

  • Choose A Peer Mentor

  • Announce your WAAP

  • Create a Loomio thread

  • Gather feedback / advice

  • Make a proposal

  • Share your final decision

  • Take action

Scope:

  • IN SCOPE
  • Extended Vacation/Time-off
  • Unpaid leave
  • Time/cost for education or training
  • Work from home or other location
  • Change of work hours
  • Volunteering
  • Other (to discuss with your team)
  • OUT OF SCOPE
  • Need for accommodation
  • Short-term disability
  • Long-term disability
  • Work from home or other location
  • Change of work hours
  • Volunteering
  • Other (to discuss with your team)

DETAILED STEPS:

Peer Mentor  

Peer mentors provide guidance and encouragement through your process. WAAP stewards, T Lab members, or anyone who has experience doing a WAAP can be your peer mentor. Here is a list of people that can be peer mentors: Carla, Edwin, Haroon, Kate Masson, Cassandra, Emily Schmidt, Matt McKenna, Kate Siklosi, and others. 

Announcement  

Announce to your team and explain the context and timeline for your decision. Invite anyone to participate as an advisor. Instructions regarding advisors are as follows: 

  • Everyone who is specifically impacted should be an advisor, plus any subject matter experts (people who have experience in similar situations). 
  • Loree Bennett needs to be notified as an HR specific advisor for input on compliance and HR policies 
  • Karen Mann and Carol O’Keefe also need to be notified when a decision has a financial impact. 
  • For Bangalore, Murali Balasubramanyam needs to be notified when a WAAP is being done 

Loomio Thread

Next step is to create a new thread in Loomio for your WAAP. You can either start a new SECRET Group specifically for your WAAP and start a new thread within that group (WAAP visible only to those invited) or start a new thread in one of your existing Loomio groups  such as your intact team (WAAP visible to all group members). 

START A SECRET GROUP

When you start a group there are three privacy options as listed below – Open, Closed & Secret. If you set your group to Secret, only you and those invited will be able to see, or even find, your WAAP.  

START A NEW THREAD (RAP VISIBLE TO ALL GROUP MEMBERS) 

In a thread in your CCT (or another team) group, the permissions will be set to match the existing group (Private). Your thread will be visible to members of that group, and not just those you invite. 

Start a thread, answering the questions in the proposal template below:

Name the Decision:

(frame as a question in a short sentence)

  1. What is the relevant background and context that is leading to this?
  2. What are the details of the work adjustment that you are considering? What options are you looking at? Do you have a specific proposal in mind?
  3. What are all the benefits you will receive from this?
  4. What are all the ways that the business could be positively or negatively impacted by your adjustment? (e.g., performance, team impact, engagement)
  5. If there are potential negative impacts of your adjustment (e.g., lost productivity, increased expenses,reduced team impact, ):
    • What will you do to avoid or minimize those risks?
    • Will you make up for any negative impacts? (e.g., reduced compensation, extrawork, pay for expenses, losses)

Gathering Feedback/Advice 

Ask for advice, either written or have conversations. Your advisors should provide their advice in writing via Loomio.

Make a proposal – Tentative Decision

Post your tentative decision in the thread and let advisors weigh in. The reason for not using the proposal tool at this stage is to allow your advisors to comfortably weigh in to your tentative decision.

Final Decision

  • What is your decision? Would it help to create an accountability plan?
  • What is your reasoning for that decision?

Post your Final decision using the proposal tool in Loomio.

Advisors can now respond in two ways:

  • They can ask clarifying questions and/or give reactions in the comments
  • They should use the collective agreement buttons as follows:
    • Agree = I agree or can live with it
    • Abstain = I don’t know enough or am not impacted
    • Disagree = I don’t agree with this but will live with it
    • Block = I cannot live with this*

*At this point, the conflict resolution practice may be needed

Take Action 

Take action to implement your decision. Involve IT department for help on technology if required. It is alsoimportant to record your decision in Bamboo HR (for example, changes in hours, unpaid leave, and so on.)