In the wake of the Coronavirus 19 pandemic – Yes it has been declared a pandemic – and yes I said “in the wake of” – Many private and public sector companies are making the decision to allow (and in some cases, mandate) that their employees work remotely.
This is a miracle for some that enjoy working remotely, an adventure for those that have never done it before AND a nightmare for those that hate it.
Seeing as this may go on for the next few weeks, today’s post is for the latter two. If you don’t absolutely enjoy working from home, here is how you can make it work. I want to specifically discuss working from home when you have a baby or toddler (in my case, I have both), in a separate post.
Get Prepared!
Before you leave the office here is what you can do:
- Print off any important documents you might need to review. I’m lucky enough to have a printer at home but ink is expensive, and sometimes… it just doesn’t work. I don’t want to be caught off guard.
- Have everything you need to successfully do your job virtually. This means confirming:
- you are able to connect (login) to your company VPN, network, domain, sharepoint etc.
- Your passwords and access certificates are up to date.
- You have your laptop chargers (both pieces if it applies), docking station, second monitor and additional cables, FOBS (2F-authentication) and PIV cards with you when you leave.
- If any of the above are not up to par, now is the time to visit/call your IT support and obtain replacements.
Set yourself up for success (The night before):
- Pick your workspace carefully. If you don’t have a dedicated home office, pick a space where you will be able to spread out sufficiently. This goes without saying that you need space if you use a second monitor. Tip: If you will be using video conferencing, be mindful of your immediate background. The dedicated space should be free from clutter, distracting objects and personal effects that would be deemed inappropriate to have in your actual office.
- Choose an area that’s functional for meetings/calls. I have my station set up next to a bright sunny window to keep me motivated and upbeat. There is also a functioning door when I need to take a call and my son decides that he wants to sing along to his favorite songs. Try not to sit near high traffic areas where people will be walking behind you often.
- Set things up the night before so that you can troubleshoot any connectivity or power issues. Nothing is worse than joining a meeting or logging in late because your conferencing software or Operating system needed an update. #LessonsLearned
- Have a game plan with your partner. Let’s say there is limited space and both you and your partner have to work from home. On a good day, that means sitting next to each other doing your work and sharing a laugh or two. On a hectic day, that means, two sets of meetings, phone calls and the need for thinking space. If you only have one office, that can be a recipe for disaster. The best thing to do would be to take some time to discuss your work calendars and create a plan as to how to maximise the space and make the environment conducive for everyone. E.g. Hubs and I once had to work from home together and both had virtual meetings scheduled for the same time. Through open communication, we were able to determine each other’s needs for our meetings. Hubs needed the double monitor and a closed door because he would be speaking and sharing his screen. While I took my meeting in the bedroom as I did not have much of a presenter role in this particular instance. In the afternoon, we switched places.
Tip: turn on your front facing camera (horizontal mode) and take a picture of yourself sitting at your laptop. Use the picture as a guide to determine what needs to be moved. E.g. the big box of pull ups on the bookshelf to your left.
How to Champion Your Remote Day
- Wake up early and set your morning routine. Just because you are working from home does not mean you should throw your routines to the wind. Having a routine will help you to stay on track and focus. Wake up, shower, do some light make up (especially if you are video conferencing) and dress appropriately. Use your saved commute time to enjoy your cup of coffee, get the kids ready and settle in.
- Look the part. Say No to Pajama wear. I get it. It’s quite tempting to wear your pajamas all day. I am guilty of this once in a while but when working remotely for an extended period the saying “when you look good, you feel good” truly applies. On my remote days you can typically find me in my uniform. A comfy striped long sleeve or denim collared shirt and tailored leggings/joggers. I top it off with a cozy cardigan or long line vest with pockets for a more polished but cozy comfy look. Dressing this way tells my mind and body that it is time to work and not sleep. It also allows me to look presentable if I need to make a mad dash to the office for something or pick up lunch. (Find items I have in my closet at the end of this post)
- Take Breaks. Sometimes, we can become so wrapped up in the tasks for the day that we sit for hours at a time leading to eye and body fatigue and boredom. Prevent this by taking frequent 5-10 min breaks where you actually stand and walk away from your computer. Stretch your body, walk to the mailbox, use the bathroom or grab a snack/drink. This will keep your energy and spirits up.
- Set Boundaries. Because you are remote. It’s also easy to over work yourself. As tempting as it may be, and as long as there is no emergency, once you have worked your hours, LOG OUT. Let’s say your core hours are 9-5. Once it’s 6pm step away from your laptop and enjoy your home life. Don’t feel pressured to stay online. Everyone’s home situation is different. You need to maintain a healthy work-life balance and it’s hard when your work is being done within your home. Note: Here is my exception to the rule. In my next post, I talk about discussing the need for flexibility with your supervisor. Having to step away to care for your child(red) or ill relative is time away from your work so in fairness be flexible enough to answer an email or complete tasks after hours if needed. I recently spoke with a colleague who said “He hires adults’ “. True adults are responsible and know how to prioritize and accomplish their tasks (successfully). Adults communicate effectively when or if they need help and BEFORE “the kitchen burns down”. You are being paid to complete a task so it is your responsibility to complete it.
- Communicate Effectively – depending on the nature of your role, and especially if you work in teams, effective communication is going to play a vital role in your remote office success. The greatness that is technology allows us to communicate as quickly as if we were in the same room, but with so many tools at our disposal it can become overwhelming. Imagine receiving an IM, email, app alert and phone call all about the same thing and from multiple people. Yikes! Effective communication means using your best judgement (and rules of etiquette) to know when an email (with all the important details), a phone call or a brief conference call will work best. Cheat sheet – most likely your skype is hooked up to your outlook account so it is possible to look up older conversations if needed.
TIP: when sending an IM/Slack/Skype/Team message… 1. Keep it professional and 2. Compose your whole message before hitting send. That way your colleague is not receiving multiple alerts and waiting for you to ask your “quick question”
If you made it to the end, you are a real one! I hope these help you or someone you know who needs this. Just remember to do what works best for you and your household and be flexible. Though I’ve included some kid friendly tips here, check back later for my second post on working from home with your little ones. (Link will be updated here)
