Self-Care and Self-Management Creating an Effective Home Office Virtual Communications Virtual Tools 1 4 6 10 THIS GUIDE IS INTERACTIVE This guide offers suggestions and tips for creating an effective work-from-home environment, using strategic best practices for communication, and staying happy and healthy. Here’s a mantra to help you work efficiently from home: STAY PRODUCTIVE. BE AVAILABLE. OVER-COMMUNICATE Productivity, availability, and communication are key to successful customer and manager engagement – especially when you’re working from home! ProcureAbility Guide to Working from Home Click on a page number in the index or on links found throughout the document.
Transcript
Self-Care and Self-Management
Creating an Effective Home Office
Virtual Communications
Virtual Tools
1
4
6
10
THIS GUIDE IS INTERACTIVE
This guide offers suggestions and tips for creating an effective work-from-home environment, using strategic best practices for communication, and staying happy and healthy. Here’s a mantra to help you work efficiently from home:
STAY PRODUCTIVE.
BE AVAILABLE.
OVER-COMMUNICATE
Productivity, availability, and communication are key to successful customer and manager engagement – especially when you’re working from home!
ProcureAbility Guide to Working from Home
Click on a page number in the index or on links found throughout the document.
• Mornings look much different when you don’t need to get ready for the office, but you should still focus on personal wellness. Build a new routine for coffee, shower, getting dressed, etc. to help you start the day off right.
• “Dress for success” means something a little different when you work from home, but if you will be video conferencing, be sure to look professional from head to toe.
• Waking up, rolling over, and getting online is not a good standard for working from home. It limits productivity and will take a toll on personal well-being.
FIND A PLACE TO FOCUS
• If possible, have a dedicated workspace that you can arrive at and leave on a daily basis. It will help keep you focused and create a boundary for after hours.
• Create a schedule for your day and do your best to adhere to it. Block off time in your calendar for important tasks.
• Stay engaged by making to-do lists and crossing off tasks and milestones daily. You are responsible for holding yourself accountable.
Go Green!Not only do plants purify your air, but they have also been shown to increase productivity, enhance creativity, and reduce stress. Consider placing a potted plant on your desk or somewhere in your office. Plants that are easy to take care of include succulents, cactus, aloe, and peace lily.
• Working from home may increase the amount of time you spend sitting throughout the day, so it’s important to get up and move around!
• Treat work like you normally would. Stop to eat lunch, grab some water, or take a moment to step away.
• Try to incorporate some light stretching. Yoga is a great way to activate your muscles and keep your energy and spirits high. There are many YouTube channels with easy-to-follow videos you can access from your phone or computer. Sun Salutations are a great and quick option (see below).
• Go for walks or work out before or after work. The fresh air, sunshine, and endorphins will revitalize you, especially if you are not able to visit public spaces.
• Working from home may be a big adjustment for some employees. Family, pets, TV, chores, etc. can all disrupt your workday. Set up your work area in a place with limited distractions and come up with creative solutions for any that do occur:
– Family causing a distraction? Check out Pinterest for ideas to entertain kids who are home from school. Putting everyone on a schedule for the day would help with efficiency.
– Pets excited to have you around? Make time to play before and after work or on a break during the day.
– Worried about chores? Map out a plan to tackle them.
– Dislike silence? Instead of TV or music, try a sound machine app, there are many free options in your app store.
• You may need to take some calls in a room with a closed door to further eliminate distractions for you and those you are speaking with.
DON’T FORGET TO COMMUNICATE
• Be proactive about reaching out to your team and clients. This will not onlyhelp you be effective but will improve productivity.
• Work with your team/customer to determine and plan the best way to getin touch. Note that simple and robust conversations may have differentcommunication solutions. To name a few:
4 Video meetings (try to use these at least once a week with your team) 4 Conference calls 4 Text4 One-on-one calls 4 Email
• Utilize your internal chat tool, like Microsoft Teams, for quick conversationsthat do not require a call.
Keeping focused and engaged with work can be tough while at home! Distractions and discomfort can break your concentration, so make your job easier by setting up the right environment.
• Separate office space from personal space: Set a designated area in your home for work, like a spare bedroom or a large corner.
• Create storage space: Plenty of storage is key tokeeping your space de-cluttered. A clean, straightenedworkspace keeps you centered and focused. Usethese “lean” guidelines to store your items:
– Items used 2 or more times per day can stay on your desk
– Items used every 1–3 days should go in your desk drawer
– Items used every 3+ days should go in a cabinet nearby
• Use Proper Lighting: Our brains are most activein well-lit areas. Natural sunlight stimulates us thebest, so position your workstation near a window.Overhead lighting and desk lamps can provide asecondary form of light.
• Feel comfortable: Just likea corporate office, your homeoffice needs to be comfortable.Pictures of family and friends,decorations, plants, etc. willmake your space feel warm andinviting.
Get Smart!The average person wastes 4.3 hours per week searching for papers. Smart storage solutions save time, improve organization, and enhance focus.
Lighten Up!Good lighting is proven to reduce eye strain and give a boost to energy levels, mood, alertness, and productivity.
Color PsychologyBLUE tones stimulate the mind, which is good for jobs that involve a lot of heavy thinking.RED is linked to physical stimulation, which is a good option for more physical work.YELLOW inspires creative thinking and optimism, which is an ideal option for creative professionals.GREEN creates a serene atmosphere, which is a good choice for high-pressure jobs.
Color intensity is important. STRONG, BRIGHT colors will stimulate while LOW-SATURATION SHADES will soothe.
Adhering to good workplace ergonomics will keep you healthy and happy! The CDC lists sprains, strains, back pain, carpal tunnel syndrome, and hernias as the most common ergonomic-related injuries. To combat this, acquire ergonomic equipment like a new keyboard and follow the guidelines shown below from Fresh Design Consulting to set up your desk.
• Developing project cadence involves more time, discussion, and hands-on effort with remote work vs. on-site work.
• Team members should build rapport with stakeholders and each other from the start of a project. Creating a virtual water cooler can be a great way to break the ice and make connections.
• Projects that have already begun should continue to follow the scheduled cadence as work shifts to remote settings. For example, weekly stakeholder meetings occurring at 3PM every Tuesday should continue.
• Impromptu meetings, calls, and texts will increase among all members. Save their contact information in your work phone, tablet, and/or computer.
FORMAL VS. INFORMAL INTERACTIONS
• Formal meetings usually have larger audiences. Be sure to use software that will accommodate the number of participants.
• Software should be accessible to all attendees.
• Note the time zone, as some remote participants may be in other time zones.
• Send meeting agendas with the meeting invite along with virtual meeting rules. For example: will the meeting have open chat? Should everyone have their camera on or just the presenter? Should voice devices be muted when not talking?
FORMAL
• Can occur a myriad of ways, from calling someone’s cell phone to a conference tool like Webex.
• Might have a flexible agenda. Requests and questions may come up at any time.
• Should be used to build rapport with team and take advantage of the ability to use water cooler talk that cannot be conducted in formal meetings.
• Think through each party with whom you have regular professional contact. Proactively contact each one to confirm how you will communicate while working remotely.
• Identify tasks can’t be fulfilled while working from home and make a plan to reduce impact.
• If meetings or events are postponed, see if they can be replaced with technology events. Make contingency plans if needed.
Draft a work plan
• Tell employees how often they should send updates and what those updates should include.
• Communicate how quickly employees are expected to respond while teleworking.
• If you normally make daily rounds to visit people at their desks, call them during this period.
• Maintain team meetings and one-to-one check-ins. If you didn’t already do them, schedule them now.
• A positive attitude toward teleworking and a willingness to trust employees to work effectively is key to being successful and productive with a remote team.
• Re-emphasize a focus on measuring results and reaching objectives –regardless of work arrangement. The employee’s completed work product is the indicator of success.
Make a communication and accountability plan
Be positive
SuggestionConsider starting each workday with a phone, video, or instant message chat. Your employees will be eager for connection and information during the disruption and the structure will help everyone create a positive routine. Every other day or weekly may be fine – as long as your team stays in sync.
• Introduce everyone during the meeting and give everyone a chance to contribute.
• Don’t stare at your phone while other people are presenting.
• Don’t interrupt other people when they’re speaking (or attempt to speak over them).
• Test all technology (including camera/video, Wi-Fi, and screen sharing) before the meeting.
• Read the agenda and come prepared.
• Don’t work on other tasks (like checking email) during the virtual meeting.
• Turn off all notifications and make sure your cell phone is on silent.
Video conference etiquette for online meetings
• Have everyone introduce themselves.
• Give everyone something to cover or discuss.
• Think of ways to encourage introverts to participate.
• What are the deliverables and next steps?
• Who’s responsible for following up on each item or task?
• When are deliverables due?
• When is the next meeting or check-in?
Determine the recommended conference tool for your organization and ensure it is downloaded on your computer and/or cell phone. Zoom, Webex, and Microsoft Teams are examples of possible communication tools.
Keeping remote team members engaged during a video conference
• Determine the recommended conference tool for your organization and ensure it is downloaded on your computer and/or cell phone: Zoom, Webex, Microsoft Teams, etc.
• Set notifications/alerts within the selected conference tool so you know when a message pops up.
• Set up one-on-ones with your manager/team to verify everyone is on the same page.
TEXTING / CHAT TOOLS
• Determine the recommended text or chat tool for your organization and ensure it is downloaded on your computer and/or cell phone: Microsoft Teams, iMessage, Yammer, etc.
• If using a messaging/chat app, keep it updated.
• Set notifications/alerts so you know when you receive a message.
EMAILS
• Add your organization’s email account onto your mobile phone.
• Set notifications/alerts so you know when an email arrives.
• Establish the best times of day to check your email and always stay up to date.
• Send regular updates on projects to those involved, especially management.
• Skype call recording: Important messages and presentations can be recorded.
• Skype WiFi: Skype has 2 million hotspots around the world available for connection, if your preferred connection is unavailable.
• Skype call forwarding: If you’re expecting a call on Skype but are on the move, you can forward your calls to a mobile or landline number.
MICROSOFT TEAMS
• Teams mobile app: Download the mobile app to your phone to stay connected throughout the day, receive alerts, and reply easily; if you don’t have a separate work phone, consider how to mute notifications outside of work hours to maintain healthy boundaries.
• Teams calls: Messaging back and forth on your Teams thread isn’t always the best way to work through a critical issue, so explore the buttons on the menu at the top and hop on a video or voice call with the people on the thread – it works for one-to-one and multi-person calls.
• Integration efficiency: Microsoft products are all connected, and you can leverage Teams to share files and work in other Office products; each new Team created automatically generates a SharePoint page to host shared files, and it can be accessed directly via SharePoint.
• Recurring meetings: Keep in touch regularly with your team or stakeholders by using Zoom’s recurring meeting feature with a unique meeting number to avoid meeting overlap.
• Record meetings for future reference: If you are giving a training session, or some participants are unable to attend a meeting due to conflicts, you can use Zoom’s record feature to share the meeting and give participants a way to refer back to important information.
DROPBOX
• Multiple interfaces: Access Dropbox via web browser, desktop app, or mobile app.
• Share and collaborate: Create shared folders with team members and access shared documents to work collaboratively on important deliverables while remote.
• Recover deleted files: Solve remote version control issues with Dropbox’s deleted files feature; just click “Show Deleted Files” on the right sidebar and recover any files deleted in error.
Keyboard Shortcuts
I is for Invite. Press Cmd+I (macOS) or Alt+I (Windows) to jump to the Invite window, where you can grab the link to the meeting or send invitations to others via email.
M is for Mute. Press Cmd+Ctrl+M (macOS) or Alt+M (Windows) when you are the meeting host and want to mute everyone else on the line.
S is for Share. Press Cmd+Shift+S (macOS) or Alt+Shift+S (Windows) to share your screen.
• Host meetings: Use your dedicated personal room as a virtual conference space where you can host meetings anytime.
• Take advantage of the desktop app: Schedule, start, and join meetings from Microsoft Outlook using the Cisco Webex Meetings desktop app, without signing in to Webex.
• Record meetings: Keep recordings of meetings to browse and view later as needed.
