In 1992 I was expecting my first child while working in marketing for an engineering firm. There had been layoffs and multiple salary reductions - a really tough year. During my six-week maternity leave I called in daily to see if I still had a job. When I returned, I was laid off. There were no marketing positions anywhere. I was terrified! My only choice was to start my own company from a home office. Two months later I had two new clients and doubled my salary.
According to a report from FlexJobs and Global Workplace Analytics (GWA), the number of remote workers in the U.S. increased 159% between 2005 and 2017. Today, there has been a rapid increase in the number of remote workers due to the Coronavirus pandemic. The effects of Covid-19 have left companies rethinking office space needs and considering offering employees the flexibility of working at home either full or part time. Advances in technology, a tight labor market, and the fact that 84% of working parents identify work flexibility as the single most important factor in a job (2016 FlexJobs survey) further the argument of working remotely.
A Stanford University study in 2019 determined that employee productivity from home is 13% higher than office-bound colleagues. And, if they could, 99% of the workforce would choose to work remotely, at least part time, for the rest of their careers. (Buffer)
This is Part 1 of a four-part blog on tackling the new working world. The series will examine:
Part 1- Organization – establish clear boundaries, prioritize goals, and establish a management system that works.
Part 2 – Communication - discuss how to manage remote teams.
Part 3 – Networking – develop and sustain new networking opportunities.
Part 4 - Virtually meeting – discover the new face-to-face meeting.
If the company is thinking about working remotely consider the following ideas:
Establish Clear Boundaries
Define a Private Office Space
Spare room, kitchen countertop, sofa, outside deck, etc. The key is to separate the office from the rest of the home.
After years of sitting at a desk and hating it, I purchased a standup desk. It changed my life. I stand most of the time and forget that I can sit when I’m tired. If you have a small space, the desk can serve as a dining room table or high-top bar.
Set Office Hours
Set specific office hours that work for you/your employer.
In the beginning I was dreadful at this and worked all hours of the day and night, having no clear delineation between work/home. I felt guilty. Decide what you can do during business hours and stick to it. It is important to share the rules with your spouse, kids, family, and friends to make sure everyone is on the same page.
Prioritize Goals
Identify the 3-5 most important tasks each day
Prioritize the list and work with the most important task first.
Understand and focus on what is crucial to you.
Figure out how you are going to complete it.
Recognize your most productive time of day.
I am a morning person so I do my difficult tasks that require the most concentration first thing. The afternoon is reserved for less concentrated projects, research, responding to emails, organization, etc.
Build frequent mental breaks into the daily schedule
Productivity is about energy and focus, not time.
Cognitive capacity declines throughout the day.
Take a break – drink water, walk, exercise, stretch, eat healthy snacks, etc. The exact amount of time is unimportant – decide what works best. Stay away from the refrigerator.
I take a break every 45 minutes and walk around the house and drink water. Additionally, I work out early in the morning and take a long walk at the end of the day.
Find Management System That Works
Work from your calendar, not a “to-do” list
Schedule the day into 30-minute + blocks of time.
Include all important activities – appointments, calls, email blocks, video conference meetings, down time, coffee with colleagues and friends, etc.
This is the best scheduling method to ensure all tasks are completed daily. If it’s on the calendar, it will get done or rescheduled if necessary. Remember – your calendar reflects your values.
Figure out ways to save time
Select phone calls in lieu of meetings and replace calls with email when possible.
Think about setting rules such as no more than three video meetings per day or “meeting free” days where you can work undistracted.
When you do have a meeting/video conference, invite the right people, set a clear agenda, determine goals and how much time is needed, and send a pre-read if appropriate.
Think about the most efficient way to communicate with each person or group. Video conferencing is great, but not always necessary. Frequently, email or text aren’t intimate enough. So, pick up the phone and call. It saves time and is very personal.
Coming soon - Working Remotely Part 2 on Communication – how to successfully manage remote teams. Please feel free to email me with questions/comments.