Best Tips in Organising an Effective Remote Workplace
Due to the continuous advancement in technology and the ever-changing needs in corporate society, remote work has remarkably increased over the past few years. So, you don’t have to feel alone when working virtually, as thousands of other employees can relate to you. And just like you, they are also coping with the changes in the setup.
DigiWorks doesn’t just help bridge aspiring candidates and successful remote companies but also help maximise productivity in the workplace. Working virtually comes with plenty of benefits and challenges at the same time. Our team will help eliminate all the problems that come with remote jobs and give you tips to make your workplace better!
You’ll learn:
- Adjusting to a home-based office.
- Tips and Tricks to Amplify Productivity While Working Remotely
- Manage your virtual team successfully!
Ready to build your remote team?
Use the DigiWorks platform to hire, manage, and pay remote talent from all over the world.
Adjusting to a home-based office.
Every new remote employee aspires to smoothly transition from a traditional office to a work-from-home setup. Employers don’t want complications when workers are dealing with their clients. On the other hand, employees are still coping with the new changes in their new workplace. There are plenty of ways to ensure that everyone takes full advantage of remote work, and here are the following:
1. Settle work expectations.
Offices usually have a supervisor that monitors every employee’s performance and work, which is not the usual case with remote work. However, this doesn’t mean that virtual team members should not set some ground rules. It is essential to have a clear vision of their schedules and guidelines to help adjust to the setup efficiently.
Employees can set up a checklist that they can revise daily, weekly, and monthly, so the entire team can have a look at every task and due date. That will guide them in communicating and collaborating despite not being physically present in an office. Employers can provide management and communication tools, including Slack, Microsoft Teams, Google Drive, and other helpful software and applications. That will help them come up with effective working methods like assigning projects, submitting outputs, and setting up virtual meetings.
Additionally, security and confidentiality of work must be prioritised, especially when working from home. The company needs to ensure that employers follow safety protocols for the proper safeguarding of documents. They can consider setting up strong passwords, using VPN, and other ways to secure files.
2. Arrange a home-based workspace.
Building a home office is one of the critical factors for employees to work effectively. You would want to ensure that employees are comfortable with their workspace to increase productivity and feel motivated. Here are some of the things that you can consider when setting up a home-based office:
3. Stable internet connection.
Most offices usually have the strongest internet as it is one of the essentials when working. Therefore, you might need to invest in a good internet provider if you wish to perform smoothly, even in the comfort of your own home. No one is fond of interruptions while meeting with potential clients in Zoom calls. To minimise connection problems, perform a speed test regularly to know if your internet can handle all the work you need to finish for the day. If you think your internet is quite unstable due to some circumstances like the rain, always back up with a data connection or check the nearest cafe with solid Wi-Fi.
4. Use high-quality tools.
Working from home might require you to use demanding equipment. If you are always in-call with clients, use noise-cancelling headphones with a high-quality mic. If your laptop doesn’t have an HD built-in camera, use a webcam that produces a good image, especially when doing a video meeting. There might also be instances when you need two monitors and an excellent keyboard for typing jobs. You can discuss this with your employers and develop certain agreements as to who will provide these tools.
5. Measure office ergonomics.
In-office and remote jobs both require working for long periods, so ensuring that you comply with proper office ergonomics will help avoid back pains and exhaustion. Check if your desk is at the right height with your chair. You can purchase an office chair that allows you to work with good posture and has excellent back support. You might also want to consider purchasing a stand, keyboard, and mouse that works smoothly.
6. Eliminate distractions.
Finding a quiet room away from any distractions is also a great way to maximise productivity. If you have any pets, you can leave them in a separate room to ensure that no one is bothering you while working. Organising your background for Zoom calls is also a plus, especially when you do multiple daily meetings. Natural lighting is good to use, but you can also purchase led or ring lights that provide a sustainable amount of light that allows you to be visible and presentable in every video meeting.
7. Prioritise the health and safety of employees.
Even if companies manage virtual teams or remote workers, they are still responsible for their employees’ safety. Ensure that you provide proper equipment and materials that are risk and malfunction-free. If their job requires using specific gadgets, devices, or machines, make sure that you have given detailed and clear instructions. Alongside that is maintaining proper lighting, temperature, fire hazard, and other risk-preventive measures.
Apart from physical health, it is also essential to check employees’ mental health and emotional well-being. It is challenging to communicate with every remote team member everyday but ensuring that they are not isolated and feel motivated all the time will eliminate problems and even possible termination. Give proper support and guidance to all your employees and set up regular check-ins together with the entire team to allow collaboration in their workplace. Most importantly, avoid overworking your employees and sending too many tasks at a time.
Tips and Tricks to Amplify Productivity While Working Remotely
1. Manage good health.
Stress, back pains, headaches, and other health-related issues are connected with remote work. Ensuring that your workplace allows you to work comfortably within long hours will increase your productivity and let you finish much more tasks efficiently. If this means investing in proper office ergonomics, then so be it.
Other than that, you should also set a proper work-life balance. Ensure that your family knows your working hours and avoids interrupting you while finishing a project or meeting with clients. You should also know when to stop working and give attention to your personal well-being. Rendering enough time to bond with loved ones and focus on yourself will allow you to go back to work fully energised.
2. Get rid of any distractions.
Once you start working remotely, you’ll be surprised at how the smallest things can easily distract you. If you want to avoid any distractions, try cleaning up and organising your workspace. It will allow you to think clearly, as you don’t have to move misplaced objects or clean the surface constantly. Additionally, you can set time for house chores, watching tv, and scrolling on your social media so it doesn’t interfere during your work hours. If you have problems disabling your notification or getting rid of your gadgets, try doing the Pomodoro technique. It allows you to work for longer hours and take occasional breaks.
3. Get ready for the day.
Doing your best in work-related activities is as important as prioritising your mental health. There are probably days that you can’t even take off your pyjamas and would prefer to work on your bed. Even if it is your day off or the weekend, try to have a get ready routine. You can set up an alarm early in the morning, make your breakfast, and dress for the day. You can also take some time to do a little self-care routine. It is all right to take breaks from time to time and allow yourself to relax fully. However, you can also schedule weekly bonding with your loved ones, especially if you haven’t had social interaction for quite some time.
4. Set a time away from work.
If you haven’t constructed a regular work schedule, you’ll end up working little by little, consuming your whole day. After your work hours, it is best to close your equipment, stay out of your home office, and relax. Putting a line between your work and life is challenging, but it is essential. In that way, you won’t excessively work and will have time to enjoy your free time. Set up good music, watch a new movie, work out, play a sport, do anything that will keep you away from stress and clear your mind.
5. Avoid procrastinating.
When you are given a task, it is best to put it on a to-do list right away if you don’t want to end up missing the deadline for your work assignments or do it at the last minute. Set a certain time to finish a task to ensure that you have given enough effort and provide quality output. It might seem like you have more time to complete your work but time goes by quickly. Always stick to your work schedule and give yourself occasional breaks, so you don’t burn yourself out or get bored doing your tasks.
6. Work with proper equipment.
Have you finished working, and your laptop starts lagging? Then, when you restart it, all your files are missing. I bet that stressed you out! Ensure that all your equipment, devices, and tools are safe to use and are effectively working. If you have problems with it, make sure to call your employer and discuss the issues immediately.
Manage your virtual team successfully! Practice work discipline.
Establishing a clear remote work policy that builds discipline among work employees is important. You are not physically present in your employee’s workplace, so making rules that ensure they are working well is an excellent alternative. However, that doesn’t mean that workers are required to give updates on every move they make. Instead, they can provide a brief update of their projects, if they need assistance, and how far they are from finishing specific tasks.
Put up online team building.
Remote workers are missing out on acquaintance parties or office events, but that doesn’t mean they can’t have online team building. Collaboration and inclusivity are crucial in a virtual work setting, so organising events that allow your employees to get together online is necessary. Taking away the fun in the workplace will give poor results and a weak foundation for professional relationships. Don’t hesitate to celebrate from time to time and ensure that your employees are also happy with their work.
Provide your team members with enough trust and support.
Giving your virtual team members enough support will help them feel motivated and productive to finish their tasks. One of the significant problems with remote work is the lack of connection in the workplace, leading to isolation among employees. To avoid that, provide time to analyse the projects of each member and give them wonderful and genuine feedback all the time.
Employers should also be approachable, so the employees wouldn’t feel uneasy reaching out whenever they need help. Additionally, avoid micromanaging and allow your employees to show that they can do their work efficiently even without supervision. In that way, you can show your team that you trust their skills and creativity.
Send precise but clear messages.
Over-communicating is not a thing with virtual teams. However, don’t send too many messages to your employees as if you are talking to a child. It is better to provide precise messages but with clear detail or information. Moreover, don’t assume that everyone already understands you. It is better to give extra effort to answering questions and send explicit instructional videos. If you cannot meet your team in a video conference, try adding emojis and let everyone do the same.
Ready to build your remote team?
Use the DigiWorks platform to hire, manage, and pay remote talent from all over the world.
Conclusion
Together with many up and rising companies and aspiring remote employees, DigiWorks understands that a remote work setting provides a mountain of opportunity and opens doors for a successful career. Throughout the years, more and more employees are making significant improvements after being employed remotely. However, building a successful company or business is only possible when employees feel comfortable, content, and happy. The DigiWorks Team hopes that this article helps many aspiring candidates and employers to have a successful experience with remote work. If you wish to find excellent virtual workers or companies that support remote work, DigiWorks is here for you.
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About DigiWorks
DigiWorks is an easy-to-use platform that helps small businesses and start ups hire amazing remote talent from around the world. DigiWorks offers a way for you to hire, manage and pay people from all countries. If you find an amazing virtual assistant from Philippines, a content writer from Nigeria, or operations manager from South Africa – manage and pay your entire team from one platform with no hassle.
If you’re looking for a more affordable and sustainable option you might consider making use of a hiring platform like DigiWorks. Virtual assistant companies or platforms like DigiWorks are amazing as they not only match you with pre-vetted and assessed remote workers that can take care of all your business needs but they will also handle all onboarding and payroll needs as well.