USER GUIDE

HOW TO USE
Workability

Contents

Home page features

You can have multiple employers and be connected to multiple workspaces.  By clicking on the icon, you can see which workspace you are in currently and switch to an alternative workspace.

You can find all your active and historic follow-up activity listed here.

Sort by type of follow-up, employee name, date and latest status, and see who has access to the case page. Click through to go to the case page itself.

If you are a leader, your list will include follow-ups with your own leader and follow-ups you are managing with your own team.  Use the filter “Only my follow-ups” to see activity relating to your own cases. 

 

In My tasks you can find all you active and historic tasks and activities for all your follow-up cases. 

Sort by due date, follow-up type employee name. Click the icon to see the full follow-up page the task belongs to.

If you are a leader your list will include tasks relating to your own follow-ups and all the tasks you have relating to follow-ups you have with with members of your team.  Use the filter “only my follow-ups” to see activity relating only to your own cases. 

Leaders, HR and admins have the menu icon “My teams”, where they can view all the employees in the hiearchy where they have a leadership role. 

Leaders can add new employees to their team by clicking the green button. They can also  or remove employees in the team.

HR and admins can see the whole workspace hierarchy, can move employees from one Teamspace to another, move leaders to and from Teamspaces and remove people from the workspce. 

A one-page overview of your own:

  • Workability status
  • Sick-leaves statistics
  • Active follow-up cases

Here you will also see any saved self-assessments you have taken.

Found in the top menu you can find information about workability or get in touch with the Workability team for additional support or help:

  • FAQ
  • Contact us
  • User guides and articles

In Workability you can have 1-2-1 direct message conversations with:

  • Your leader
  • Your HR Contact
  • Your team (if you are a leader)

This is a useful way to have a low-barrier to dialogue within the organisation and can raise issues early before more structured follow-up is needed. 

You will get a notification whenever a new follow-up is created in your team, the satus of a follow-up changes, or any urgent action is required from you.

Clicking a notification will take you to the case page for the notification, clicking on a specific link within the notification will open the task or document that requires your attention. 

 

 

Click “View all” to open the list in a full window. 

 

Toggle between languages whenever you like. Currently we support:

  • Norwegian
  • English 

Click on your picture icon in the top right corner to access all your personal and organisation administration pages.

These features are explained in detail later in this page.

 

We welcome your feedback!

Whever you spot something you don’t like, that does not work, or does not work how you would have expected it, you can easily send us feedback by clicking the MEGAPHONE icon in the bottom right hand corner. 

Thank you for helping make Workability better.

How to report an issue or work absence (employee)

Workability is designed to provide a variety of ways to build open and trusting dialogue between leaders and employees across your organisation. We enable employees to raise issues with their leaders and take an active role in finding solutions that work – for them and for the organisation.

 You can find the main options for raising issues with your leaders in our Workability Assistant on the home screen dashboard.  The options are explained below.

The simplest way to raise an issue with your leader is to start a new direct message thread.  This is the flexible way to discuss your situation, with the lowest barrier for starting a new dialogue. Use it to raise any issue affecting you at work. This can be an effective way to get early support and understanding, and enable your leaders to make adjustments to facilitate your situation.

As an employee, you can choose to start a new thread with either your leader or your HR contact. You can also raise an issue with both, which will open a new follow-up case. 

As a leader, the message function is an effective way to do simple follow-ups with your employees, respond to issues they have raised or start a dialogue on a topic you wish to raise yourself. Open and structured communication helps your employee feel connected to the workplace and to contribute in a way that is adapted to their current capacity and goals. 

Should you as an employee or leader require help from an occupational health specialist , you can connect to a service through the Workability Assistant on your home screen dashboard.

If your organisation has an occupational health services provider, their contact details will be provided here. For those organisations that do not, we provide contact details for DinHMS Medco, our partner health services provider. 

 

Employees that want to report a workplace absence or sick-leave can do so from the Workability Assistant on their home screen dashboard. 

You can report the following types of absence:

  • Sick-leave (with note from doctor)
  • Self-certified sick-leave
  • Family leave

If your organisation has enabled integrations with Altinn, sick-notes sent by the doctor should be automatically received in Workability and there is no need to submit anything manually. 

Workability Assistant will take you through a series of questions to help identitify the right absence option for you and prepare you for the steps that follow. Things you should reflect on to ensure a good return-to-work process are:

  • Residual work capacity – Are there tasks you can continue to help with during your absence to remain connected to your work and workplace? Do you need to be 100% off work or could you be involved in some types of work/tasks?
  • Workplace accommodations – Are there changes your employer might make that would reduce the need for the sick-leave or help you return to work more quickly? Examples can include working from home, changing work hours or changing tasks.

It is important for employees and leaders to have an open dialogue around any and all types of issues that affect a person`s working life, whether they are caused by the workplace environment itself or by factors outside the workplace. 

Our open issue option allows an employee to raise any issue with their leader, with HR, or both. Employees are able to raise issues related to:

  • Their work (e.g. tasks, variety, leadership, team dynamics, inclusivity, achievements, work satisfaction)
  • Their development (e.g. career direction, goals, development plan, training, job opportunities, mentoring)
  • The physical work environment (e.g. health and safety, equipment, other adaptations)
  • The social work environment (e.g. work attitudes, communication, work relationships, social culture)
  • Organisational factors (e.g. values, policies, work practices, leadership)
  • Factors outside of work that impact work capacity, motivation and engagement (e.g. homelife, family matters, other personal issues)

Follow-up case page

When a new issue report or a new follow-up has been started, a new follow-up case page is created. Here, the employee, leader and HR contact can access features enabling an open dialogue and structured follow-up process. Additionally, they can track progress and invite external parties such as doctors, NAV and other stakeholders and specialists to collaborate in facilitating the employees return to full work.

A summary of the case page features and functionality are described below:

There are 4 different follow-up types that exist today, each with its own predefined steps that help facilitate a good follow-up routine and good communication. Case types:

  • Sick-leave
  • Self-certified sick-leave
  • Family leave
  • Other issue

The employee Workability status is the percentage of an employees work capacity they are currently able to commit to their work.  

100% Workability = 100% ability to work. 

0% Workability = 100% absent from work.

 

A summary of each follow-up is found in the top-centre of every follow-up case page. See Case type, start date, a summary of the current status and next tasks. 

The case feed is the primary communication channel for case participants to communicate and collaborate. Posts in the feed can be just for internal parties or open to all case participants.

Features of the feed:

  • Posts and comments by case participant (public and internal only)
  • Changes in case status
  • A copy of documents and tasks completed on the case
  • Comments added to documents filed on the case page

The timeline shows all the scheduled tasks and follow-up activities that are planned for a specific follow-up, as well as a history of completed tasks.  Clicking on each task listed in the timeline opens a new tool/template workflow, which helps the employee or leader complete their task effectively. 

Different case types have different predefined tasks. Sick-leave cases include the steps needed to complete the NAV follow-up process, including dialogue meetings.

Employees

  • Residual work capacity assessment
  • Workplace accommodations proposal 
  • Complete follow-up questionnaires
  • Self-assessment of return to full work progress and outlook

Leaders

  • Facilitation to help employee remain in work
  • Customise a follow-up process
  • Schedule follow-up meetings 
  • Set tasks for employee to complete
  • Send case follow-up plan and updates to NAV
  • Create dialogue meetings

The timeline shows you all scheduled tasks for a specific case due by the leader or employee.

Each task to be completed in Workability comes with its own routine and instructions to help the leader and employee complete the task as quickly and easily as possible.

Having template routines and guidance for each task helps establish consistent methods and reduces the burden on employees and leaders when it comes to how to approach the follow-up process. We base our templates on modern leadership practices that aim to build trust, open dialogue, inclusivity and a good communication practice.

 

 

In the access panel on the left side of the follow-up page you can see all internal and external parties that have access to the case page. The employee, their leader and their HR contact will automatically have full access to the case page. 

External parties can be invited to contribute to the case page, where final approval is given by the employee.  Access for external parties can be tailored to ensure only relevant historic or future information is accessible. 

All external parties can contribute through posting on the feed wall and through commenting on feed posts.  

 

In the bottom panel on the left you can find a copy of all the documents that have been added to a case page, through completion of tasks, follow-up activities and uploaded documents.

Self-assessments tools (employee)

 

A key factor in creating good follow-up processes is providing tools for employees to reflect and evaluate their situation, to gain a better understanding of the factors affecting their work and identify possible solutions that could work to improve their connection and contribution to the workplace in their current situation. 

Our self assessment tools are incorporated throughout our workflows as tasks to be completed, such as the residual work capacity tool, which employees complete as part of a sick-leave follow-up process. 

Other tools are being developed continously to empower and support employees, helping them remain healthy, happy and engaged in their work.  

A description of our current self-assesment tools is given below:

A residual work capacity self-assessment helps the employee evaluate and communicate the ways their work capacity impacts their job role and ability to engage fully in their work. Through doing this assessment the employee can easily communicate ways they could remain connected to their work throughout their return to full work. It includes a self-assessment of the following areas:

  1. Physical function
  2. Cognitive function
  3. Tasks you can and cannot do
  4. Any other factors affecting the current absence

The self-assessment of workplace accommodations asks the employee to evaluate and communicate changes to their working environment, tasks or working hours that the leader might consider to help minimise workplace absence or maximise work engagement in a way that work for both the employee and the organisation. 

As part of the sick-leave process, we ask an employee to make these suggestions to their leader to help them tailor the appropriate facilitations.

 

As an employee, there can be many factors in the workplace or outside of the workplace that contribute to the issue you have reported. The self assessment tool in the Workability self assessment allows you to reflect on other factors your leaders should be aware of, to give them the chance to make helpful and effective interventions and adjustments.

Evaluating and giving feedback on the aspects of your work that impact your work capacity, motivation and engagement can help your leaders provide solutions and early interventions to help you thrive at work.

Here, you can reflect on factors connected to your development and how they impact your work capacity, motivation and engagement. By communicating these to your leaders, you give them the opportunity to make adjustments to support your development and have a voice in shaping your own progress and growth.

1. Physical environment

The physical work environment should be safe and secure, and provide you with the facilities you need to thrive and grow. Use our self-assessment to identify factors that impact your work capacity, motivation and engagement at work. 

 

 

2. Social environment

Equally, the workplace culture, communication styles, and nature of relationships and attitudes are important in providing the conditions for an employee to thrive. Use this page to evaluate and provide feedback on the social elements of the workplace environment affecting your worklife.  

 

The organisational culture, its values, practices and policies, have a big impact on your ability to thrive at work. 

Use the self assessment to identify organisational factors that impact your work situation. By communicating them to your leaders you give them valuable tools to build an organisational culture and structure that is supportive and inclusive.

Sometimes home life and other factors outside of the workplace can impact your ability to work and thrive at work. Use the self assessment to map factors outside of work that might be impacting your worklife. 

Having an open dialogue around these factors gives your leaders the opportunity to provide accommodations and additional support to help you. 

Creating a follow-up plan (Leader)

Regular follow-ups, good communication and inclusive and open approaches to organising work and leading teams are key factors in building engaged teams and trusting relationships in the workplace.  

Workability makes it easy for leaders to follow-up employees, create a low-barrier and open dialogue and create tailored follow-up plans for a wide range of leadership tasks and scenarios. 

When it comes to sick-leave, creating and agreeing a follow-up plan together with your employee is an essential requirement and obligation put on line-managers by NAV and the Norwegian state.  Workability provides a tool to help you through each of the steps required by NAV, as well as a feature to send your follow-up plan to NAV directly from Workability. Read more about doing a good sick-leave follow up.

A description of the features we provide is given below.

For many types of issue, and for a new proposal document filed by an employee, you need to accept, approve or acknowledge receipt of the issue raised.

We provide a standard template for this, which gives you the option to:

  • Accept with a comment
  • Ask a question
  • Schedule a meeting to discuss

Whenever you as a leader need to do this, we will create a task and remind you when a deadline is near. The task takes you straight to the template, with built-in guidance and wording suggestions.

Scheduling a simple follow-up:

Whenever a relatively simple issue is raised, such as a self-certified sick-leave or Other issue, you have the option to create a simple follow-up plan to check on your employee. 

The simple follow-up scheduler gives you options to schedule:

  • A single follow-up event
  • Multiple recurring follow-ups

by: 

  • Telephone call
  • Message 
Follow-up activities will appear on the timeline on the Follow-up case page, but will only be visible to the Leader who created the follow-up event. 
 

Workability provides leaders with specific tools to help solve specific employee challenges and leadership tasks. 

For example, when an employee files a new sick-leave, the task is to facilitate a return to full work and keep them engaged and connected to the workplace.  Our Facilitation workflow takes the leader and employee through the process and collaboration on the changes to be made to support the employee in their return to full work. 

 

These tasks are managed in the Case page timeline and on the My Tasks page.

When the leader receives a proposal from the employee (via a self-assessment), they can choose to accept, edit or start a new proposal. 

We are developing several specific tools that relate to different leadership tasks and scenarios to help the leader include the employee in organising work roles and tasks, defining employee development and goals, evaluating performance and many more. 

Follow-ups that require longer term adaptations and involve achieving specific outcomes over a longer time are more complex.  For this, we have developed a follow-up builder made up of a scheduler for regular meetings, and a content builder which allows the leader to tailor the agenda and questions being addressed specifically to the meeting and situation.

Our follow-up scheduler helps a leader define:

  • Duration of the follow-up
  • Frequency
  • Method of follow-up
  • Tasks for your employee

The tailored content builder for structured follow-ups is explained in more detail below. 

Each follow-up type you create with an employee will use a different template document which consists of a list of points for discussion or questions the employee could answer.  

 Our content builder is a questionnaire tool that allows you to:

  • Select a template for the type of follow-up
  • Preview, edit and save new template
  • Adjust questions or agenda points according to the situation
  • Adjust data and plans to be reviewed
  • Evalauate and comment on targets and plans
  • Document and implement improvements and changes agreed between employee and leader

The employee can be given a pre-task before a follow-up meeting. The pre-task could be to complete the questionnaire in advance, and define the changes they would like to see in their working situation.

This approach can be applied to for example sick-leave follow-up, where the agreed facilitation/sick-leave percentage is reviewed and updated. 

You can also use the follow-up builder tools when creating follow-ups for employees, targets, performance reviews, development plans and other leadership tasks, to amend the follow-up content to meet the needs of the specific situation.

For all follow-up meetings, the leader can access the saved meeting event and will find a comment box for adding any notes they want to make on the content and agreements in the follow-up event.  

When an employee completes a task before a follow-up meeting, a copy of their inputs and answers is saved on the case page and made available for the leader to review. 

In the meeting, the participants can review the answers together and add any final comments and decisions. Updates can then be made to any adjustments to the employees work, tasks, targets or facilitations. 

 

Account and administration

There are several steps involved in getting your organisation completely set-up and ready to start onboarding your employees. Our wizard will guide you through the process step-by-step.

My Profile is the first menu item in administration menu, found in the top right-hand corner of the page.  This is your personal account in Workability.

Here you can see your login details: name, email address, telephone number, plus any active Workspaces you are a member of. 

Your Workspace profile relates to the role you have as an employee, leader, HR, etc. 

Here you can see your organisational role and key relationships:

  • Name of the organisation
  • Name of Teamspace
  • Leader
  • HR Contact
  • Job title (editable)

Admins can view and edit the organisation’s account and workspace information, including:

  • Contact person details
  • Workspace name
  • Subscription details and contracts
  • Billing history and invoices
  • Users of Workability in their organisation

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Email: contact@workability.no

Phone: +47 416 68 505

ORG no.: 926 624 636

Workability AS   |   926 624 636   |   Marielund 14, 2006 Tromsø, Norway

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