10 Tips to Survive Remote and Virtual Work
As we continue to move into the future (we have no choice), remote and virtual work is on the rise. This is exciting for some and dreadful for others. Whether you have unwillingly moved to remote and virtual work or are excited about the continued shift towards this work environment, these 10 tips to survive remote and virtual work will help you with the challenges.
1. Schedule
This may sound elementary, but a successful remote worker operates on a schedule. People may have varying work from home situations. Some may find they are far more productive because their office is full of distractions (e.g., phone calls, visitors, coworkers popping by to chat, the sound of the copier, that one lightbulb in the ceiling that buzzes all day, etc.). Others may find that working from home is more challenging because they are a few feet away from those dishes they did not do last night, and they have been itching to re-arrange that pantry’s cans of soup.
Either way, a schedule will provide the clarity and structure needed to be successful. Remember, schedule in small breaks like you would naturally have in the office. It is rare that someone truly works non-stop for 8+ hours a day. There are breaks to grab water, go the bathroom, grab lunch, etc. The luxury of being in your home means your short break can help alleviate stress related to chores and errands. Yes, it is perfectly okay to put in a load of laundry on your way to the bathroom.
2. Physical Workspace
Your bed is probably not the best physical workspace. Even if you live in a micro space, you should invest your time, money, and energy into making an actual workspace. There are plenty of remote agreements that require a dedicated home office space anyway…and it is for good reason. Your brain may have a hard time getting into the work zone from your actual bed. This is a space typically used to recharge, relax, and slumber. You will find that when you have a clean, clear, and efficient workspace, you will be more productive.
Now, there is no “one size fits all” model to provide here. This decision truly depends on your workstyle. For example, if you have a flexible workstyle, it may be beneficial to have a desk with a holder for various project folders or binders that you can pick up and switch between throughout the day. If you have an abstract and creative workstyle, you may benefit from a white board across your desk that you can write all over, sit down, and reflect on through out the day. You may be the person who sketches/draws and outlines ideas and mind maps to get through your work tasks.
There are many ways to set up your physical workspace but no matter what, make sure it is organized for the work tasks that you must complete. If you have to look for 5 minutes around your space for that one printed report every day- maybe change where it is located or create a “quick reference” binder for yourself. Organizational tools (e.g., reusable notebooks, white boards, desk organizers, etc.) and calendars can be your best friend.
3. The Final Countdown
Maximize the last 30 minutes of your workday. Use this time to make lists, move items to new due dates, and wind down the day. That being said, have an end time for your workday established at the start of your workday! The fact is, there will always be work to do. Unless you are in serious crunch mode for a major project deadline let the end of the day happen, on time. The work is not going to get up and walk away- no matter how much we wish it would.
This is your time to print off or save file you need for the tasks tomorrow. Do you need to review a report and provide feedback? Make sure you already have the report downloaded or printed and on your desk for the next morning. Preparation can decrease feelings of being overwhelmed and allow you to have knowledge of potential issues or concerns to address the next day.
4. Communication Methods
Remote/virtual work means death by email. I am not sure if anyone has died by the high volume of emails in their inbox alone…but I would not be surprised if it has happened. Have a plan to get through your emails without being trapped by them. Set times to check emails (oh and turn off the notification sound/window pop up for emails). Unless your position is 100% checking emails, you will need time to work on tasks and duties. A maximum of three hours a day dedicated to emails should do the trick.
Also, do not forget to use more effective and efficient communication methods when necessary. If your emails are turning into replies of one-word sentences, open the instant messenger, text, hop on a quick video conference, or pick up the phone. Whatever established methods exist for quick communication need to be utilized. If there are no options, bring it up to your supervisor ASAP. Remote/virtual work means we can no longer walk down the hall to a coworker’s office to ask a quick yes/no question and let me be clear, an email is not suitable for this type of communication.
5. Turn down for what?
If you are not acquainted with the DJ Snake and Lil Jon 2013 collab (https://youtu.be/HMUDVMiITOU), you’re welcome. This tip surrounds work-life balance. Abide by your business hours, as much as possible. As stated earlier, the work never ends. You need to “turn down” to prevent burnout and overall disdain for your workplace.
Take breaks when needed. Sick time can be used for mental health days (refer to your employee handbook on requirements for taking sick time like producing a doctor’s note and whatnot). Go on vacation. Some workplaces make taking PTO an obstacle course and guess what, it’s 100% worth going through that obstacle course to get the break that you need to perform your best.
We are not alive to simply work, pay bills, and die.
6. Boundaries
Yay, you are at home. That is only half of it. Working from home means setting boundaries with your family, friends, roommates, etc. Sure, you can put a load of laundry in between meetings or wash a sink of dishes while preparing lunch but you likely will not be able to give your full attention to work if you are doing too much or expected to do too much within the home. You can have a “do not disturb” timeframe for your family to respect.
Now, let us talk about clothes. Some people may find it necessary to wear work clothes during the day to put themselves in “work” mode and it may be required for video meetings. Others can flourish in the ability to stay in pajamas all day and still work. The choice is yours and you can certainly play around with both to find out what works best for you.
7. Power Minutes
Right before you start your day of getting ready (logging into your software, profiles, email, etc.) play your favorite song, drink your favorite tea/coffee, meditate for 3 minutes, etc. These are your minutes to invigorate yourself and energize yourself. Putting yourself into the proper headspace to get going is important.
8. Organization
Digital files and clutter. People often focus solely on physical spaces, but I am convinced that looking at a computer monitor with hundreds of files saved to the desktop does something to the brain…and it is not good. Digital clutter can impact your ease of access and workflow immensely. Taking time to truly organize things into a “mapping” and sequential order can decrease the clicking around and you will find yourself whizzing through processes and tasks.
Yes, you will need to take the time to write down a mapping of how you access information, but it is worth it! No more clicking into four different folders to track down a pdf. Remember, set up email folders/sub folders and rules!
9. Upgraded Technology
Talk to your work’s IT. Make sure you are rolling with the best tech workstation solutions possible. Are you in video conferences a lot? Get a ring light that goes around your webcam! Facilitating important training and informational sessions? Get a higher-quality external microphone with a USB noise filter. Dealing with lots of data? Ask for an external hard drive for your work computer. Do you have an inconsistent Wi-Fi connection? Request a booster. Scanner/printer too slow? Ask for a new one.
Do not forget about programs/software too! Sometimes remote work on computers is not as frequently updated as on-site systems. Remember to check that things are updated, and that you have the latest version of everything you work with on a regular basis. Also, please turn it off and back on before submitting a helpdesk ticket.
10. Accountability
There are some people who work better under the eye of the ruler! Seriously, some people need their supervisor around to stay on task and not text all day. If this is you, you need to hold yourself accountable for your work. This may mean doing a “burst” task list. Start with the task that you hate the most or is the hardest each day. Then, create a task list that is short and put yourself on a timer.
Need to respond to a bunch of emails? Set a timer for 45 minutes to get through it and put the additional work those emails may create into a to-do list.
Are you dreading looking through those pivot tables and aggregating data for a report? Start your day with this task and set a timer for one hour to get started.
Break tasks apart into smaller “to-do list” items. Set a goal for the number of tasks to complete each day. Of course, some tasks may take 3-5 minutes while others may take 2-3 hours, so make sure your daily goal is attainable based on what you have going on.
I hope you find some of these tips useful and if you found this blogpost helpful, Share with your friends!
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