Back-To-Office Key To City Success: STEPHANSON

This is an internal memo sent to City of Ottawa staff concerning the return-to-office policy by city manager Wendy Stephanson:

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I am reaching out to acknowledge that the announcement of the five-day in-office standard starting in January has raised some questions and concerns. Today, I want to connect with you to provide clarity, context and reassurance.

First, I want to thank you for the dedication, professionalism and care you bring to our community and to each other every day.

Over the past five years, all City employees have adapted to new ways of working during a time of significant change, which speaks to the talent and resilience of the entire workforce. Whether you are serving residents on the front lines or supporting operations behind the scenes—you bring passion and pride to your work that makes a positive difference in our community.

That commitment is not in question.

The conversation about an in-office standard is part of a broader effort to set us up for continued success both now and in the future.

I want to assure you that there will be continued flexibility and manager discretion when considering alternative work arrangement requests—including hybrid work arrangements—based on the nature of the position, service delivery and operational requirements, available space and individual circumstances.

The in-office standard is about maximizing the use of our current spaces and demonstrating a consistent employee presence within our City facilities from Monday to Friday. Of course, schedules may vary for each department.

I also want to clarify that the Alternative Work Arrangements Policy and its supporting procedures remain unchanged. Arrangements will be confirmed or put in place where it makes sense from a productivity and service delivery perspective, and will reflect the mix of work we do in City facilities, the community and from personal residences, where appropriate.

Context

The City continues to face complex and evolving challenges. In recent years, we have seen an unprecedented shift in the demographic composition of our workforce with a record number of retirements and ongoing leadership turnover.

I have also heard from Members of Council, community partners, leaders and employees that we must continue to find ways to build and foster relationships to work more efficiently, increase our responsiveness and strengthen public trust.

A more regular on-site presence will contribute to strengthening relationships, team practices and processes that help us work effectively. In addition, being together in-person supports succession planning and knowledge transfer, while providing regular opportunities for coaching and mentoring.

Ultimately, culture is built on connection. Working side by side fosters a sense of belonging, improves collaboration and strengthens our ability to continue delivering service excellence.

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Next steps

I want to assure you that your General Managers are working closely with their departmental leadership teams to develop practical plans in the lead up to January.

Over the coming weeks, you will have the opportunity to have a meaningful discussion with your manager about your work arrangements, with a clear plan in place well before the end of the year. Your General Manager will be sharing more information on next steps shortly.

Finally, I want you to know that we are committed to listening to your feedback and providing the resources and supports you need. Our goal is to approach this in a thoughtful and pragmatic way. I encourage you to share your thoughts and ideas with me through my feedback tool or directly with your General Manager.

Once again, thank you for your dedication and hard work—it’s a privilege to lead this incredible City-wide team. Together, we will continue to build a strong and connected workplace that supports one another to deliver service excellence.

With appreciation,

Wendy
Wendy Stephanson (she/her/elle)
City Manager

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