As we adjust to the new ‘normal’ of social isolation and social distancing, working from home or working remotely is a reality for you and many of your employees. Here are 11 things we are learning as we adjust to a new virtual workplace.
1. Set up a workspace.
I set up an extra desk in my office to accommodate my office work since my normal desk didn’t have enough room for another laptop. One co-worker took home his desktop computer and monitors so he could replicate his work office at home. He placed his office in the laundry room, but it is private and out of the way. Others are working at the dining room table. Either way, find a place that you can make your own.
2. Set a schedule.
Try to maintain the same routine as before, except now you are saving time by not commuting. Start and end your workday at the same time as you normally would. This allows your co-workers to know when to expect to see you online.
3. Choose a main communication software.
We are using Microsoft Teams for all internal communication as it was already included with Office 365. This allows us to have group chats and instant video chats with the push of a button. We are still using Outlook, RingCentral (phone and video), and Zoom (video) for external communication, but Teams has been good to replicate those times you would pop into someone’s office to ask a quick question. Other collaboration tools include Slack or Trello. And many software companies are offering free trials for the next few months. Whatever software you choose, make sure that it is easy enough for every employee to use.
4. Communicate regularly.
We have kept our weekly lunch/staff meetings, but now we meet over Teams with video. I still have a daily meeting at 10am with my boss and client coordinator to review our daily goals and discuss what is upcoming with our clients. The key is to build regular communication cycles into the rhythm of the day and week. Maximize your calendar tool to schedule meetings with each other and to block out time for focused concentration. Plan and ask for time with your co-workers by scheduling it. Spontaneous, in-hallway conversations now happen in group chats or by scheduling time with each other.
5. Move and exercise.
I have found I am sitting a lot more and not moving around like I did when I was in the office. Build in times of movement. A good rule of thumb is work 50 minutes and then move for 10 minutes of every hour. Stretching, walking up and down steps, push-ups, or a quick walk around the block (while keeping your social distance of 6 feet) can reenergize you and keep you healthy.
6. Set expectations with your family.
It is easy for your kids or spouse to pop in and say hi during the day since everyone is home self-isolating and schools are closed. Communicate expectations with your household. When can you be interrupted? Put a note on the door to not enter when you have video calls or need to concentrate. Letting them know when you are free and when you need to work will help avoid hurt feelings and allow you to get more work done. When are you going to end your day to be present at home? Make sure you communicate when you will be online and when you are leaving at the end of the day.
7. Set expectations with your team.
Have you communicated when you expect your employees to be available online? Can they take a break to go to appointments? Is there an end of the workday? The more you communicate these unwritten expectations with your team, the better everyone will function together. Our team is keeping our same schedule as if we were in the office together.
8. Focus.
It is easy to lose focus when working from a new location and your routine is disrupted. Remove interruptions. Turn off social media. Avoid getting distracted with household chores during work hours. Keep a notepad on your desk to write down all the spontaneous ‘home’ items that pop into your head as you look around your house.
9. Think about privacy and security.
You are in a new environment; can you have private conversations without the whole family hearing? Is your home network protected? Are there any rules from your organization that you need to be following when working remotely?
10. Get dressed.
Although working in sweatpants or pajamas may sound fun, it is much better to treat each day like a workday. Keep your morning routine, whatever that may include. Get up, shower, and get dressed and ready for the day to help transition your mind to a work mindset as opposed to a vacation mindset where you can lounge around in comfy clothes all day.
11. Stay flexible.
This is a new normal for everyone, and each personality type will handle this transition differently. My introverted kids are loving this, while my extroverted ones are going a little stir-crazy. Know yourself and how you work best. Set up the situations that will help you feel most successful in accomplishing your work. But give yourself grace. Not every day will be perfect or successful, but each day you will learn and improve your rhythm. Not every co-worker is as comfortable online or working virtually. Be supportive and help them get up to speed. Be a patient teacher with each other.
For some of the legal aspects of working from home, read this article from Forbes.
Our team has already received and responded to multiple requests for advice regarding this situation. We can help you with managing your communication, planning next steps, and considering the possible financial and human implications related to this crisis. We are here for you! If you would like to speak to a consultant, contact us!
Dave Winner is a consultant at The Center Consulting Group as well as an adjunct professor at Los Angeles Pacific University, Liberty Seminary, and Regent University. He is a former pastor with 20 years served in three churches in Pennsylvania. Dave has a B.A. in Youth Ministry, an M.Div., and a Ph.D. in Organizational Leadership with a major in Human Resource Development from Regent University. Dave brings experience in organization culture, leadership coaching, adult learning and ministry assessment.
