Homeworking is going to be a fact of life for many of us for the duration of the coronavirus.
With Coronavirus and Covid-19 now a global reality, were all going to have to dramatically change the way we work and how we manage a team of colleagues who are working remotely. The upside to these dark times is theres never been a better time to work remotely as there are now so many hardware and software solutions available for dispersed teams. This brief article is my own personal take on the kind of technology available to help you and your business. It may help to show how you can use technology to keep up levels of productivity and morale in your business.
First off,Microsoft Teamsis a relatively new software package thats now included as a part of Microsofts Office 365 suite. A large number of companies subscribe to Microsoft Office for many of their employees. And thanks to the way Office works, remote workers can access the complete suite of programs using either a work laptop or an employees own home computer, whether it be a PC or Mac.
Microsoft Teams is great for keeping all employees in the loop and communications can be split by projects or departments. Teams is also great for holding video meetings, casual chat sessions, and pooling resources such as Word documents, Excel spreadsheets and image files. You might also consider extending an invitation to Microsoft Teams to your suppliers and other stakeholders by setting up a special stakeholder channel just for them. Using Teams with your suppliers and stakeholders can help them stay up to date with your business needs and even collaborate with each other to serve your business better.
Microsoft Teams is a great way to get teams working in sync and for organizing meetings and ... [+] projects.
Theres a completely free version ofMicrosoft Teamsavailable for Windows, Mac, Android, and iOS devices. Microsoft is doing its best to roll out the software with six-month free licenses to some companies so that everyone can be using Teams to keep their colleagues included. Hopefully, well see more software companies making their software for remote workers available at free or reduced rates for the duration of the pandemic.
Keeping workers on track with projects could need some sort of collaboration software. Trello is a great package that can orchestrate a teams work and keep everyone in step with the project. There are other productivity packages available so take a look and see whats on offer. Likewise, cloud platforms likeDropbox Business,OneDrive,BoxandGoogle Docsare good ways to work collaboratively. If youre a Mac user, then iCloud is also a good way to share files and manage projects. Make sure you have enough space on your cloud storage platform and be sure your colleagues know how to use it effectively.
Trello is a great tool for managing projects.
Communication is vital when managing remote teams. There are lots of packages such asSkype for BusinessorZoomthat enable you to set up audio or video conferences so that virtual meetings with clients or colleagues can be held whenever necessary. It would be good if Microsoft could make Skype for Business freely available for the duration of the virus and make it interoperable with the home version of Skype. Zoom is another comms platform that does much the same thing as Skype for Business, and theres a free version available, although meetings are limited in duration. If that limit could be lifted for the next few months, that would be helpful too.
Holding video conferences will be a new and unsettling way of working for some employees and team members. Its important to recap on whats been discussed and to pause to give everyone the chance to make a contribution. Its always worth reminding people taking part in the meeting that they can pitch in with ideas and questions during the meeting by using the chat function instead of speaking up. Chairing a video conference requires a slightly different approach to face-to-face meetings, so take time to look up some tips online on how to chair video conferences so that your meetings are as successful and as productive as possible.
Skype for Business enables remote workers to see and hear each other as well as collaborate or work ... [+] files.
While were on the subject of video conferencing, some pieces of hardware can make meetings easier and more enjoyable. A good webcam is a great investment. Many laptops already have webcams but not all of them are brilliant quality. Workers using their home computers or desktops may not even have webcams so consider mailing out hardware to those team members so they can join in with video conferencing.Logitechmakes some superb webcams and Ill be reviewing a couple of models in the coming weeks.
Another great piece of hardware to have is a speakerphone. There are quite a few on the market ranging from theSennheiser SP30Twith Microsoft Teams certification, to the great valueSoundcore PowerConf. Using a speakerphone is much nicer than holding a mobile to your ear and it can provide great sound for a webcam. Its also possible to route your mobile phones calls through to your computer. At the moment, I have my iPhone linked to my iMac using FaceTime, which means I can take and make phone calls on my computer without having to even pick up my phone.
The Soundcore PowerConf is a really affordable speakerphone that uses Bluetooth or USB to connect to ... [+] a smartphone or computer.
If youre going to be making audio calls using Facebook Messenger or Apple FaceTime, its a good idea to invest in a USB headset for making those calls, or a USB microphone such as the excellentBlue Yeti Xor Samson Go Mic. These devices can produce exceptionally clear audio and could be useful if your job involves contributing remotely to radio broadcasts or industry podcasts. Podcasts are also a great way of keeping in touch with customers and colleagues, so maybe consider a weekly podcast for employees to increase morale and keep them up to date on company news while theyre working.
If your workers will be spending a lot of time working from home, its worth thinking about issuing them with some specific advice on ergonomics. Employees wont always have an office chair thats adjustable like they will have at work. Desks at home may not be as large as work desks, and this can cause cramping and posture problems. If your workers are using their laptops all day, the keyboard and screen position will cause all kinds of muscle problems resulting in strains and aches.
The Blue Yeti X USB microphone will massively improve the audio quality of your calls or podcasts.
Consider supplying your colleagues with an external keyboard and mouse, plus an screen to use with their laptop. LED monitors are inexpensive, as are wireless keyboards and mice. Using a laptop with a height-adjustable external monitor plus a good-quality keyboard and mouse will boost productivity and sense of wellbeing, while protecting from RSI or other posture problems.
Employees working from home for some time will be using extra electricity and heat to power their computers and keep themselves warm. It would be equitable to make a contribution to cover their expenses for Internet connection, phone calls, heating and power costs for as long as they are working remotely. These extra payments wont cost a lot as you will be saving money on not keeping the office open with all the heat, lighting and power costs involved.
Remote working can be very successful. Some studies have shown that people are more productive when working from home. However, work and home life must be split. For some, that could mean turning over a spare room to a home office or study with a door that can be firmly shut at night. While youre working from home, its sensible to have a proper cut-off time for when you stop working, and that also extends to not sending emails or requests to other colleagues at all times of the day or night.
Take plenty of breaks and be sure to keep hydrated. Time can pass quickly when you're working ... [+] remotely without interruptions.
Establish some office hours and try to stick to them. Its all too easy to lose track of time when working from home, so try to keep yourself and your colleagues to a routine. Be sure to take regular breaks and drink plenty of water. There are no water coolers or drinks machines at home, so remind everyone from time to time to take a proper break, get a drink, stretch their legs and have some fresh air. Remember, time can pass quickly when you are working from home without interruptions from colleagues, so keep hydrated and take frequent screen breaks.
The Coronavirus will subside eventually but until that time we must try to keep working on through the situation. Remote working can keep your productivity at normal levels but its important to foster a sense of community amongst colleagues by taking time out for a bit of office chat or by maybe holding something fun like an office quiz via a chat client. With a little thought, remote working can be fun as well as productive. In fact, you may find you dont want to go back to the office. The way we work may be changed forever, and well have the coronavirus to thank for that.
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Home Working Can Productive As Well As Fun So Long As You Have The Best Technology - Forbes