WFH due to Coronavirus 2020

Work From Home Checklist

2020 hasn't started on a bright note. With Coronavirus being declared as pandemic by WHO, many steps are taken by various countries to contain the spread. Work from home is one of the steps taken by organisations across the globe. As I entered into Day 3 of WFH, there were a few things that came to my mind and I decided to pen them down. A small checklist, if you may, to prepare organisations to adopt and support work from home or remote work. This is not an exhaustive list but will get one going in the right direction hopefully

As an organization what is it you can do?

• Check hardware - Make sure your employees have access to essential tools like laptops, phones, chargers and other hardware that they can work from home efficiently. 
• Check software - Make sure employees have access to things like email, communication tools like Slack, collaboration tools like Google Suite or Microsoft O365, and other software they may need to get their job done.
• Check telephone - Test call forwarding from office desk phones to mobile phones. Ask your employees to test the ability to access these necessary tools and programs from home so you can troubleshoot or install as needed.
• Check security - When employees are accessing company data through the cloud, ensure they are leveraging two-factor authentication. Ask them to be cautious of clickable links and attachments. Ask them to never give out passwords and to be cautious about sharing personal information on unknown websites.
• Support active communication - Encourage your managers to agree on a regular communication plan and have a cadence for formal meetings, informal check-ins, quick replies, 1:1 reviews, and so on. The plan should include things like expected response times based on urgency, deciding which communication channels are appropriate for a given situation, and the type of work that can be done out of sync from the team versus collaboration on a real-time basis. Also, develop communication plans for your customers, vendors, and other stakeholders. Keep them informed that you are open for business but with modifications to normal operations. 
• Support a culture of productivity and accountability – Remote working does not mean getting less or no work done. In fact, it means being more productive. If your  employees know what is expected of them from a performance metrics and time management perspective, then holding them accountable should be business as usual, no matter where they are.
• Support wellness - One of the best things about remote work is that it allows employees to take better care of themselves. There are opportunities for things like stretch breaks, quick walks around the house, eating healthy home food, avoiding long commutes and overall reduced stress. Utilise this opportunity to help your managers to lead a healthy, happy, and a more productive team.

As a Manager what is it you can do?

• Set clear expectations - Make sure your team know exactly what is expected of them while they are working remotely.
• Set clear communication guidelines - Make sure the team is able to differentiate between things that are urgent and need an immediate response versus things that can wait. Together, decide what communication channels are the right ones to use together. For example, for urgent things you will send an instant message or a place a call as necessary. For things that can wait, just email. Whatever it is, make sure the team agrees on it together and leave in some room for it to evolve and settle naturally.
• Support your team – Every member in the team is different and working at home can throw some unexpected challenges. So ask this question often: “Do you have everything that will help you to work remotely? Is there any other support you will need? Do you have everything you need to be successful and be independent?” This should flush out anything that your team member might be missing from their toolbox that you or the organisation might not have yet considered.
• Be flexible - Things crop up at home that might not crop up when in an office. Make sure your team has some room to be flexible with their schedules. As long as the team knows what they are accountable for, having some flexibility will not matter. In fact, it can help re-enforce accountability and trust in the relationship.

As a Employee what is it you can do?

• Set up a good home office environment - Make sure you have a dedicated space at home to work and you have access to a quiet room with a closed-door to make phone calls. You might also want to consider a comfortable chair to help you stay relaxed while you work.
• Ensure strong internet access - Check to make sure your internet speed is fast enough to have a video call. For example, Zoom, a video conferencing app, recommends you have a connection of 2 Mbps. If you are not sure, you can check www.speedtest.net or www.fast.com  In areas with less internet connectivity, go for  audio conference calls. 
• Avoid distractions - There are distractions at home, even if you are the only one. Make sure you have headphones to stay focused on your tasks. It is tempting to do things like watching Netflix, or checking personal email, Facebook, Whatsapp and so on. It can also mean to clean or do laundry. Try and push these chores to end of your workday.
• Keep them updated – Need to step out for a while? If so, do keep some of the vital team members informed that you’re stepping out for a while with an estimate of when you’ll be back. This is so that they’ll know when to text you or call you for any urgent matters.
• Be a proactive communicator - In the office, it is easy to tap someone on the shoulder by walking over to their desk. Not when you are remote working. So make sure you are proactively reaching out to people if you have questions, ideas, or is facing a roadblock.
• Be accountable - Working from home requires trust. Be someone who is accountable for your own responsibilities. This will build trust with your manager and your employer.
• Hold successful meetings - Remote meetings are different than in-person meetings. Make sure everyone knows what tech they should be using and have them tested before the meeting. It is also a good idea to be the one to lead the meeting with an agenda. Begin meetings with a casual check-in with everyone much like you would in an office setting. This captures the friendliness and makes sure everyone is represented.

Well, these are my two cents of thoughts. Most important thing is that learn to trust your team and as a team member, win the trust of your management. It is a two way communication. This is 2020, not 1920 where remote work is impossible. At this moment, the health of your team members is essential for without them, no organisation can function.

Let me know what you think this article? Is it helpful?

Vinay 

19-Mar-2020

1837 hrs IST