With the spread of the virus, COVID-19, I keep hearing the following phrase mentioned, “We are in unprecedented times.” Unprecedented means we don’t have a prior template on how to do this. Working remotely is one of those “unprecedented” actions that you may be facing.
While this isn’t new for everyone, many, from businesses to schools are having to face this for the very first time. As someone who has worked remotely since 2007, I hope the following article can give you some helpful tips on setting up a productive work environment at home.
Create Space & Boundaries
For some, it sounds wonderful to have the opportunity to work from home. No more commute in traffic to work, and you could possibly even wear your pajama bottoms if you want. 😊 However, there are down sides. When being at home it is natural for your brain to think that it is not work time. There can also be a lot of non-work distractions.
I recommend creating a space in your home that is designated as workspace. This way when you go into this space your mindset can become work focused. So, it may not be the best idea to sit on your couch and work in front of the TV. 😊 I also make sure that if I walk through my house during work time that I keep on “mental blinders.” For example, if I walk into my kitchen, I ignore those dirty dishes in the sink. It can be easy to get distracted by household chores or hobbies.
We also need to set boundaries around non-work time. For example, when working from home it can be easy to slide into answering work emails during family time. I know one leader who sets clear boundaries of when he starts and ends work each day. Others sometimes have to flex their hours throughout the day. This may be the case if you have children at home. If so, it may help to clarify (and set a mental boundary regarding) which part of the day are work hours and not work hours.
Also, set a boundary with screen time. Take breaks to walk around. I have found that exercising during my lunch when possible is a great way to re-energize me and give a break from the screen. (Here is a free exercise app that includes “at work” exercises).
Keep Communication Going
When working remotely it can be easy to get disconnected from people. In a shared physical space, we take for granted times when spontaneous communication can happen, such as just stopping to talk as you pass someone in the hall. So, when working remotely, we need to be intentional with connecting and communicating with others.
It may be setting times in the calendar for joint meetings or setting informal times to talk by phone while you eat your lunch. I recommend that even with formal meetings, allow some time for personal connection. Also, don’t think that because no one has called you everything is fine. Be proactive with email, texts and use of apps.
I also encourage you to be spontaneous and creative. What are new organic ways to communicate that fit your culture? Be intentional to brainstorm ideas with others. Then give them a try. Some will work and some may not, and this is okay. Also, the modes of communication can change. So always be open to learn as you go.
Invest in Technology
There is a lot of great technology out there to support you with working remotely. One thing I learned was the value of investing in someone who is an expert in technology, since I am not! They were able to help me find the right systems and also how to make those systems work efficiently together. They are also available to help me when I run into technology problems.
When your computer is your office space, you need to invest in knowing how to use the tools it can provide effectively and maintain it. It is an investment that can save you time, frustration and work smarter.
If as an organization, you are having staff work remotely, invest in trainings to make sure your staff understand how to use the technology. If technology comes easy to you, don’t assume that it is natural for others. Also, clarify a designated person that staff can go to for technology questions.
Also, be aware of where you place your technology. Some of your work will probably include video so pay attention to what people will see in the background. You don’t want it to distract from your meeting or presentation.
Tips for Managers
Moving employees from a physical office space to working remotely can bring feelings of loss of connection and a loss of control. However, this is also a time of opportunity to empower employees and develop their growth mindsets. Measure success by clear goals and results not by feeling like success comes from your direct oversight.
Set ongoing meeting times to check in with employees. This can be a time to provide support and direction just like you had in a physical office. Also, don’t feel like you must have all of the answers. If working remotely is new for all of you, engage your employees in the problems solving process. You will be amazed at the innovative ways many minds come up with solutions to working through a new territory.
Recently I was talking with a manager who decided to try to continue her “open door policy” through ZOOM. She let her direct reports know about specific times she would have an open meeting space on ZOOM. Any of them were welcome to pop into the meeting space if they had questions, concerns or just wanted to talk. What creative ideas do you have?
Maintain Your Culture
Every organization has a culture. A culture consists of your core values, influencers who communicate your culture, tools/ symbols of your culture, and structures that maintain culture. Be intentional to think about how you can translate these into a remote setting. How can you empower those who tend to be influencers of your culture to create new and organic ways to maintain your culture?
I am familiar with one remote based company, that uses surveys to check in with staff about if their modes of providing connection and community are working. This also allows staff to give feedback on new ideas. They also include survey questions regarding how staff are connecting to core values.
Working remotely can have its challenges but can also be a time of opportunity too. How will you make the most of it?