IT and technology
For many of us IT and technology will be a lifeline during a period when our working patterns will change. It can be quite an adjustment though to do a lot online, and we aren't all tech geniuses:
- Ask for help with IT - from IT department and from colleagues. Wherever possible try and use equipment provided by work - but if there's no alternative most conference software can also be used on mobiles and tablets.
- Use online training to guide you to learn new skills - Microsoft and other companies that provide remote working software have good, free videos available to help.
- Try and use video calls whenever you can - there's no substitute for seeing another person's face. If videoconferencing is a step too far, you can do WhatsApp video for basic video calls with close colleagues. If you'd check in with colleagues in person in the office - check in with them virtually as well - whether by video or by call/email.
- Try and keep your work channels clear for work topics - but create social channels too on your intranet or messenger tool. Have a space where people can shoot the breeze or share pet pictures without talk of the virus - and have a separate space where people can find updates about policies and procedures relating to the outbreak.
- Think about your digital working style and how it fits with others in your team - you need to find a rhythm. Sending an email doesn't mean that everybody has read it - and some people like to send emails at off times - but they don't necessarily expect you to answer.
Getting into a routine
Working from home or remotely can be very challenging and isolating. Sometimes our attention wanders, or we miss people.
A structured day can be a good way to address this:
- Designate a place to work that is as free of distractions as you can make it.
- Set a routine for working at home - it's important to get up and get started, to take regular breaks including a lunch break, and to finish working and turn off at an appropriate time.
- No matter how tempting, avoid working in your pyjamas all day. This is likely a big change already so try not to lose all your daily routines at once.
- Try and set clear tasks for the day - three major decisions or activities is a good day's work - but keep an eye on ongoing tasks too. You won't always get as much done at home - but you might get loads done. One great tip we heard of this week was to have a WEB list – W – what you want to achieve – E – what you expect to achieve – and B – what you had Better achieve that day. This helps prioritise.
- Have a proper lunch break. Stop, makes something nice to eat, and eat away from your work area. Try and get outside and get some natural light if you can do so safely, and try some exercise, again within guidelines on social contact - it's easy to get dragged in to work out of hours.
- Use your diary to clearly say to others when you are working and when you are available to speak.
- Consider keeping a journal - incorporating gratitude practice - ask "What was I grateful for today?" - and learning - ask "What was I challenged by today?" - in a week or so you will start to get insights into things you can improve in this working pattern. Soon you'll get to know when you do your best focused work, or need the most input. At home that might be different to the office. You could combine this with a paper bullet journal or planner to keep thoughts, tasks and achievement in the same place.
- When you are done for the day, pack away your work things or leave your work area at the end of the day.
- If you are home-schooling or looking after children whilst trying to work, have a conversation with work about those realities. Try and set up a routine whereby you have distinct times for working and for helping with school time. Dividing your attention may leave both things suffering and being there for children offering undivided attention at these uncertain times is very important.
Keep up the formal and social flow of work
It's really important that structured and unstructured connections with work and colleagues carry on whilst people are working remotely or flexibly:
- If you are a manager, discuss with your teams how you'd like to run supervision, check-ins, and sign offs remotely. Let people know how and when to contact you and try not to go outside those lines until you've got a routine established.
- Try to use video for all formal discussions, and any discussions where you are checking in on someone’s well-being - the non-verbal communication is key for this.
- Follow-up video chats or calls with a quick note with a summary of the actions to take, or your understanding of the major points to ensure that things are clear.
- Use video calling software for informal chats - Soup. Sandwich and Skype lunches - or virtual coffee catch-ups for example.
- If a new starter joins your team during this period, try to take time off your workflow and have a long videoconference induction with them and a virtual lunch. Acknowledge they’re not starting under ideal circumstances and this might stress them out on top of the common stress of wanting to demonstrate their skills and fit for the new job.
- Consider having break or lunch buddies to encourage you to take a break or a lunch break - or check in with your team at the end of the day to update on what you've done - work and otherwise that day.
- Try and keep a separation between work and personal - think for example before connecting with colleagues you wouldn't ordinarily link with on things like Facebook and respect the boundaries people have between work and home life.
Use the support that's available
This is a challenging time for all of us – and whether we are at work or not many employers provide support.
- Many employers offer Employee Assistance Programmes, and wider benefits. Use these wherever you need - many have dedicated apps and websites and they aren't just about counselling.
- If you have ongoing health or mental health conditions, even if they aren't disclosed, your employer has a duty to make reasonable adjustments. In this case this could include home working, additional support from managers, or equipment.
- It's quite likely that we will need to accept a certain amount of distress and anxiety relating to the outbreak, in the short and medium term. If you have self-care techniques that work for you, try and make sure that you have what you need. You may need to think differently - for example doing exercise workouts from videos instead of attending classes. You may want to consider looking at mindfulness practice or finding ways to help others in your community. Self-compassion, and support for others is going to be very important.
