{"id":5745,"date":"2020-03-25T18:26:20","date_gmt":"2020-03-25T23:26:20","guid":{"rendered":"https:\/\/justinparrtech.com\/JustinParr-Tech\/?p=5745"},"modified":"2020-03-25T18:26:20","modified_gmt":"2020-03-25T23:26:20","slug":"covid-19-tips-for-working-from-home","status":"publish","type":"post","link":"https:\/\/justinparrtech.com\/JustinParr-Tech\/covid-19-tips-for-working-from-home\/","title":{"rendered":"COVID-19 &#8211; Tips for Working from Home"},"content":{"rendered":"<p>In response to the COVID-19 threat, many companies are implementing a work-from-home policy for office workers.<\/p>\n<p>Although working from home can keep you safe from a global pandemic, it can also be more challenging than it sounds.<\/p>\n<p>Here are some tips and tricks for workers and employers, to help you maximize your time, and keep a remote workforce efficient.<\/p>\n<p>Read on&#8230;<\/p>\n<p><!--more--><\/p>\n<p>&nbsp;<\/p>\n<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_82_2 counter-hierarchy ez-toc-counter ez-toc-custom ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\"><p class=\"ez-toc-title\" style=\"cursor:inherit\">Table of Contents<\/p>\n<\/div><nav><ul class='ez-toc-list ez-toc-list-level-1 ' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/justinparrtech.com\/JustinParr-Tech\/covid-19-tips-for-working-from-home\/#benefits-of-working-from-home\" >Benefits of Working from Home<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/justinparrtech.com\/JustinParr-Tech\/covid-19-tips-for-working-from-home\/#drawbacks-of-working-from-home\" >Drawbacks of Working from Home<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/justinparrtech.com\/JustinParr-Tech\/covid-19-tips-for-working-from-home\/#employee-work-from-home-tips\" >Employee Work-From-Home Tips<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/justinparrtech.com\/JustinParr-Tech\/covid-19-tips-for-working-from-home\/#set-expectations-at-home\" >Set Expectations At Home<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/justinparrtech.com\/JustinParr-Tech\/covid-19-tips-for-working-from-home\/#set-up-a-designated-work-area\" >Set Up a Designated Work Area<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-6\" href=\"https:\/\/justinparrtech.com\/JustinParr-Tech\/covid-19-tips-for-working-from-home\/#maintain-a-work-mentality\" >Maintain a Work Mentality<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-7\" href=\"https:\/\/justinparrtech.com\/JustinParr-Tech\/covid-19-tips-for-working-from-home\/#maintain-a-schedule\" >Maintain a Schedule<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-8\" href=\"https:\/\/justinparrtech.com\/JustinParr-Tech\/covid-19-tips-for-working-from-home\/#stay-on-task\" >Stay on Task<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-9\" href=\"https:\/\/justinparrtech.com\/JustinParr-Tech\/covid-19-tips-for-working-from-home\/#maintain-hygiene-and-dress-professionally\" >Maintain Hygiene, and Dress Professionally<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-10\" href=\"https:\/\/justinparrtech.com\/JustinParr-Tech\/covid-19-tips-for-working-from-home\/#set-expectations-at-work\" >Set Expectations at Work<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-11\" href=\"https:\/\/justinparrtech.com\/JustinParr-Tech\/covid-19-tips-for-working-from-home\/#conference-call-etiquette\" >Conference Call Etiquette<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-12\" href=\"https:\/\/justinparrtech.com\/JustinParr-Tech\/covid-19-tips-for-working-from-home\/#conference-call-faux-pas\" >Conference Call Faux Pas<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-13\" href=\"https:\/\/justinparrtech.com\/JustinParr-Tech\/covid-19-tips-for-working-from-home\/#employer-tips-enabling-a-remote-workforce\" >Employer Tips: Enabling a Remote Workforce<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-14\" href=\"https:\/\/justinparrtech.com\/JustinParr-Tech\/covid-19-tips-for-working-from-home\/#create-a-work-from-home-checklist\" >Create a Work From Home Checklist<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-15\" href=\"https:\/\/justinparrtech.com\/JustinParr-Tech\/covid-19-tips-for-working-from-home\/#have-each-remote-worker-sign-a-work-from-home-agreement\" >Have Each Remote Worker Sign a Work-From-Home Agreement<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-16\" href=\"https:\/\/justinparrtech.com\/JustinParr-Tech\/covid-19-tips-for-working-from-home\/#maintain-security\" >Maintain Security<\/a><ul class='ez-toc-list-level-4' ><li class='ez-toc-heading-level-4'><a class=\"ez-toc-link ez-toc-heading-17\" href=\"https:\/\/justinparrtech.com\/JustinParr-Tech\/covid-19-tips-for-working-from-home\/#limit-work-to-company-issued-equipment\" >Limit Work to Company-Issued Equipment<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-4'><a class=\"ez-toc-link ez-toc-heading-18\" href=\"https:\/\/justinparrtech.com\/JustinParr-Tech\/covid-19-tips-for-working-from-home\/#limit-work-to-company-issued-online-accounts\" >Limit Work to Company-Issued Online Accounts<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-4'><a class=\"ez-toc-link ez-toc-heading-19\" href=\"https:\/\/justinparrtech.com\/JustinParr-Tech\/covid-19-tips-for-working-from-home\/#have-workers-avoid-printing\" >Have Workers Avoid Printing<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-4'><a class=\"ez-toc-link ez-toc-heading-20\" href=\"https:\/\/justinparrtech.com\/JustinParr-Tech\/covid-19-tips-for-working-from-home\/#try-to-keep-the-data-inside-the-datacenter\" >Try to Keep the Data inside the Datacenter<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-4'><a class=\"ez-toc-link ez-toc-heading-21\" href=\"https:\/\/justinparrtech.com\/JustinParr-Tech\/covid-19-tips-for-working-from-home\/#encrypt-all-hardware\" >Encrypt All Hardware<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-4'><a class=\"ez-toc-link ez-toc-heading-22\" href=\"https:\/\/justinparrtech.com\/JustinParr-Tech\/covid-19-tips-for-working-from-home\/#lock-down-equipment-%e2%80%93-group-policies\" >Lock Down Equipment &#8211; Group Policies<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-4'><a class=\"ez-toc-link ez-toc-heading-23\" href=\"https:\/\/justinparrtech.com\/JustinParr-Tech\/covid-19-tips-for-working-from-home\/#enforce-a-%e2%80%9cclean-desk%e2%80%9d-policy-and-send-lots-of-reminders\" >Enforce a &#8220;Clean Desk&#8221; Policy (And Send Lots of Reminders)<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-4'><a class=\"ez-toc-link ez-toc-heading-24\" href=\"https:\/\/justinparrtech.com\/JustinParr-Tech\/covid-19-tips-for-working-from-home\/#monitor-vpn-usage\" >Monitor VPN Usage<\/a><\/li><\/ul><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-25\" href=\"https:\/\/justinparrtech.com\/JustinParr-Tech\/covid-19-tips-for-working-from-home\/#tips-for-managing-a-remote-workforce\" >Tips for Managing a Remote Workforce<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-26\" href=\"https:\/\/justinparrtech.com\/JustinParr-Tech\/covid-19-tips-for-working-from-home\/#institute-a-daily-operations-call\" >Institute a Daily Operations Call<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-27\" href=\"https:\/\/justinparrtech.com\/JustinParr-Tech\/covid-19-tips-for-working-from-home\/#watch-out-for-problem-employees\" >Watch Out for Problem Employees<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-28\" href=\"https:\/\/justinparrtech.com\/JustinParr-Tech\/covid-19-tips-for-working-from-home\/#provide-coaching-for-problem-employees\" >Provide Coaching for Problem Employees<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-29\" href=\"https:\/\/justinparrtech.com\/JustinParr-Tech\/covid-19-tips-for-working-from-home\/#no-flex-hours-for-wfh\" >No Flex Hours for WFH<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-30\" href=\"https:\/\/justinparrtech.com\/JustinParr-Tech\/covid-19-tips-for-working-from-home\/#rewards-and-recognition\" >Rewards and Recognition<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-31\" href=\"https:\/\/justinparrtech.com\/JustinParr-Tech\/covid-19-tips-for-working-from-home\/#get-feedback-from-peer-managers\" >Get Feedback From Peer Managers<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-32\" href=\"https:\/\/justinparrtech.com\/JustinParr-Tech\/covid-19-tips-for-working-from-home\/#conclusion\" >Conclusion<\/a><\/li><\/ul><\/nav><\/div>\n\n<p>&nbsp;<\/p>\n<h2><span class=\"ez-toc-section\" id=\"benefits-of-working-from-home\"><\/span>Benefits of Working from Home<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>I have worked from home for years, and I manage a team of people who all also work from home.<\/p>\n<p>Aside from (hopefully) keeping you safe from a viral infection, <strong>working from home has many benefits<\/strong>:<\/p>\n<ul>\n<li>No wasted commute time.\u00a0 Some of us were spending up to an hour or more on the road in each direction &#8211; easily an hour to two or more hours per day &#8211; just driving.<\/li>\n<li>Better work-life balance.\u00a0 Being at home, it&#8217;s easy to step away for a few minutes to deal with a personal matter, and likewise, it&#8217;s easy to step away from your personal life for a few minutes in order to deal with a work matter.\u00a0 Starting work early or working late becomes less of an issue.<\/li>\n<li>Reduced expenses.\u00a0 When you work from home, you potentially save money on:\n<ul>\n<li>Gas, vehicle maintenance, and other transportation costs<\/li>\n<li>Dry cleaning and other clothing costs<\/li>\n<li>Lunch \/ Coffee &#8211; That venti mocha latte and eating out for lunch every day can add up quickly<\/li>\n<li>Child \/ dependent care costs (depending on your situation)<\/li>\n<li>Deduct \/ expense home-office space &#8211; Any work-related costs that you can&#8217;t expense through your employer can be deducted on your taxes.<\/li>\n<\/ul>\n<\/li>\n<li>If you smoke, you know that smoking in public is now demonized, and many office facilities don&#8217;t even provide a designated smoking area &#8211; you have to smoke in your car or leave the premises.\u00a0 If you work from home, you can take a smoke break whenever and wherever you please, without having to worry about the smoke police, nor the disapproving glares of others.<\/li>\n<li>Less social interaction.\u00a0 I mean this in the best possible way, but when I did work in an office, it was not unusual to lose over an hour per day because people like to drop in and say &#8220;hi&#8221;.\u00a0 It&#8217;s nice to visit with people, but when you&#8217;re busy, it can be distracting.<\/li>\n<\/ul>\n<p><strong>Employer benefits:<\/strong><\/p>\n<ul>\n<li>Generally, remote workers are more available outside of normal working hours.\u00a0 Stepping in to your home office for a quick conference call is a lot different than having to drive 30 minutes in to the office.<\/li>\n<li>Every office worker requires 10 to 15 square feet of office space in order to do their job, plus the cost of fixtures and furnishings.\u00a0 Every remote worker results in a direct facility cost savings (either your company can facilitate more employees, or write off the empty space)<\/li>\n<li>Less demand for conference rooms, break rooms, restrooms, and other communal areas.<\/li>\n<li>Lower expenses for coffee, soft drinks, and other amenities.<\/li>\n<\/ul>\n<p>&nbsp;<\/p>\n<h2><span class=\"ez-toc-section\" id=\"drawbacks-of-working-from-home\"><\/span>Drawbacks of Working from Home<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Unfortunately, working from home can also have some drawbacks:<\/p>\n<ul>\n<li>Meetings become conference calls, and conference calls can become very difficult without proper technology support, such as web conferencing.<\/li>\n<li>If you live in a busy household, it&#8217;s easy to get interrupted, or to have noise in the background during important calls.<\/li>\n<li>It&#8217;s easy to get caught up in your work, and as a remote worker, you can end up actually working longer hours, and even working through breaks.<\/li>\n<li>Working from home and staying productive requires discipline.\u00a0 Without it, your productivity and quality of work might suffer.<\/li>\n<li>Less social interaction.\u00a0 Building work relationships is important.\u00a0 Work relationships help us navigate difficult or unusual situations, and a co-worker who is also a friend is more willing to give you a favor or otherwise help you when needed.\u00a0 Working remotely can make it much more difficult to build these relationships.<BR><BR>It&#8217;s also difficult to be the only person who&#8217;s NOT in the room when someone makes a joke, or it&#8217;s difficult to hear what everyone is saying because you&#8217;re on a conference bridge instead.<\/li>\n<\/ul>\n<p><strong>Employer Drawbacks:<\/strong><\/p>\n<ul>\n<li>Accountability can suffer.\u00a0 It&#8217;s easy to have a remote worker who drops off the face of the planet, and can&#8217;t be reached.<\/li>\n<li>Some people are not disciplined enough to work without supervision.\u00a0 Deadlines and quality can both suffer.<\/li>\n<li>To some degree, the synergies of collaboration suffer, but this can be overcome with the right mix of leadership and technology.<\/li>\n<li>It can be difficult to address urgent \/ timely issues without additional coordination.\u00a0 For example, expediting a request through the proper workflow.<\/li>\n<\/ul>\n<p>&nbsp;<\/p>\n<h2><span class=\"ez-toc-section\" id=\"employee-work-from-home-tips\"><\/span>Employee Work-From-Home Tips<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Here are some things you can do to make your work-from-home time more productive.<\/p>\n<p>&nbsp;<\/p>\n<h3><span class=\"ez-toc-section\" id=\"set-expectations-at-home\"><\/span>Set Expectations At Home<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>Tell the kids, wife, husband, parents, pets, and anyone else at home that while you are working, you are NOT to be disturbed.<\/p>\n<p>For me, this was a very difficult hurdle early on.\u00a0 It can be tough to say &#8220;hey, can it wait?&#8221; or &#8220;hey, leave me alone, I&#8217;m working right now&#8221;.<\/p>\n<p>You need to get the point across that when you&#8217;re in your work area, you&#8217;re working.<\/p>\n<ul>\n<li>You won&#8217;t be responding to personal texts, calls, or e-mails except on breaks<\/li>\n<li>You&#8217;re not to be interrupted<\/li>\n<li>Kids, pets, etc need to be quiet while you&#8217;re working.\u00a0 This includes keeping the TV and video games turned down to a reasonable volume, no yelling, no barking.<\/li>\n<\/ul>\n<p>Have the kid(s) help keep the pets quiet &#8211; let them in and out as needed, and make sure they have water.<\/p>\n<p>If you have more than one kid, have the older kid(s) keep the younger kid(s) quiet and entertained.<\/p>\n<p>Make sure everyone understands that while YOU are working, THEY need to pitch in and help.<\/p>\n<blockquote><p><em><strong>Anecdote:<\/strong>\u00a0 One trick that worked very well for us when the kids were young, is that we set up a designated shelf in the refrigerator and a shelf in the pantry for snacks, drinks, etc.\u00a0 The kids were taught that when they were hungry or thirsty, anything in THOSE TWO PLACES was fair game.\u00a0 Instead of asking ME or MOMMY for a snack or a drink, go find one for yourself, and we kept them stocked with peanut butter crackers, drink boxes, fruit, snack bars, fruit snacks, and the like.<\/em><\/p>\n<p><em>In addition to games and toys, we also had a specific stack of movies they were allowed to load or unload from the VCR (yes, they are THAT old) or DVD player, and an old NES set up in the play room.\u00a0 All other movies and games were off-limits without Mom or Dad&#8217;s help.<\/em><\/p><\/blockquote>\n<p>&nbsp;<\/p>\n<h3><span class=\"ez-toc-section\" id=\"set-up-a-designated-work-area\"><\/span>Set Up a Designated Work Area<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><strong>You need to have an area where you work, that everyone understands is off-limits<\/strong>.\u00a0 It&#8217;s difficult for other people to understand the rules if you work in the kitchen one day, and in the living room the next day.<\/p>\n<p><strong>Your work area needs to have a door that closes<\/strong> &#8211; don&#8217;t expect to be able to work from the dining room table.<\/p>\n<p>One option that worked very well for me for several years was to work from the master bedroom.\u00a0 I had a small desk set up on one side, and normally during the day, no one is in there.<\/p>\n<p>Even if you don&#8217;t have a desk, a folding chair and couple of TV trays can be used as a work area, <strong>but it has to be behind a door that closes<\/strong>.<\/p>\n<p><strong>When the door is closed, you are not to be disturbed.<\/strong><\/p>\n<p>&nbsp;<\/p>\n<h3><span class=\"ez-toc-section\" id=\"maintain-a-work-mentality\"><\/span>Maintain a Work Mentality<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>One of the biggest mistakes that first-time work-from-home workers typically make is to start thinking about work-from-home as &#8220;home&#8221;.<\/p>\n<p><strong>Work-from-home is work.\u00a0\u00a0You should think about it as work.<\/strong><\/p>\n<p>While you are working, you need to dress, act, and talk professionally.<\/p>\n<ul>\n<li>If you ask yourself, &#8220;if I was at work right now, how would I behave?&#8221;, the answer is how you should behave when you work from home.<\/li>\n<li>If you ask yourself, &#8220;If I was at work right now, would I be doing [this]?&#8221;\u00a0 If the answer is &#8220;no&#8221;, then don&#8217;t do [this].<\/li>\n<\/ul>\n<p><strong>Here are some DOs and DO NOTs when you work from home:<\/strong><\/p>\n<ul>\n<li>Do not attend a conference call in your pajamas, underwear, or bathrobe.\u00a0 (See Conference Call Faux Pas below)<\/li>\n<li>Do not &#8220;step away&#8221; to deal with the kids or pets.\u00a0 Plan out breaks in advance, and enforce the DO NOT DISTURB UNLESS SOMEONE IS BLEEDING policy.<\/li>\n<li>DO respond promptly to calls and e-mails.<\/li>\n<li>DO plan ahead for deliveries, repairmen, and other interruptions, and schedule them on your calendar.<\/li>\n<li>DO set your status, so that people know whether you are working or away, and if you are away, include in your status when you plan to return.\u00a0 For example, a status of &#8220;I&#8217;m away from my desk &#8211; back at 3 PM&#8221; clearly sets expectations.<\/li>\n<\/ul>\n<p>&nbsp;<\/p>\n<h3><span class=\"ez-toc-section\" id=\"maintain-a-schedule\"><\/span>Maintain a Schedule<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>When you first start working from home, it&#8217;s tempting to say &#8220;my first meeting isn&#8217;t until 9, I think I&#8217;ll sleep in&#8230;&#8221;<\/p>\n<p>DON&#8217;T DO THAT.<\/p>\n<p><strong>Establish a routine and a schedule, and stick to it.<\/strong><\/p>\n<p>Even if you don&#8217;t have anything going on until 9, get in the habit of being DRESSED (see Conference Call Faux Pas below) and at your desk at 7:30.<\/p>\n<p>As you would do at work, spend some time reading your e-mails, reviewing your schedule, and making sure you are prepared for the day.<\/p>\n<p>You should be well past your first cup of coffee (or breakfast muffin or whatever) before your first meeting.<\/p>\n<p>Here is a good &#8220;work from home&#8221; schedule to maintain:<\/p>\n<ul>\n<li>7:00 AM &#8211; Wake up, shower, get dressed<\/li>\n<li>7:30 AM &#8211; &#8220;Arrive to work&#8221; (close the door to your work area).\u00a0 Review your e-mail and schedule for the day.\u00a0 Prepare for any important meetings.<\/li>\n<li>8:00 AM &#8211; Start your work day<\/li>\n<li>10:00 AM &#8211; As your schedule allows, take a quick break<\/li>\n<li>12:00 PM &#8211; Lunch &#8211; limit your lunch to 20 minutes unless you schedule an off-site lunch in advance.<\/li>\n<li>2:00 PM &#8211; As your schedule allows, take a quick break.<\/li>\n<li>4:30 PM &#8211; Review your e-mail, respond to any requests by setting expectations<\/li>\n<li>5:30 PM &#8211; End your workday<\/li>\n<\/ul>\n<p>&nbsp;<\/p>\n<h3><span class=\"ez-toc-section\" id=\"stay-on-task\"><\/span>Stay on Task<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>It&#8217;s easy to go online to do some research, and 3 hours later, you&#8217;re watching cat videos.<\/p>\n<p><strong>I find it extremely helpful to have a wall clock &#8211;<\/strong><\/p>\n<ul>\n<li>I keep an eye on the clock during conference calls, to make sure that everything gets addressed before the call ends<\/li>\n<li>I watch the clock to make sure I&#8217;m not missing a meeting, or when I&#8217;m expecting something to happen (e.g. receive a status report)<\/li>\n<li>I watch the clock meticulously during troubleshooting calls &#8211; especially if something is down, and we have to bring it back up as quickly as possible.<\/li>\n<\/ul>\n<p><strong>Another good trick is to set an hourly chime &#8211;\u00a0<\/strong><\/p>\n<ul>\n<li>Since most meetings start on the hour, a chime can help you avoid missing a call or being late<\/li>\n<li>The chime itself is a reminder to stay on task &#8211; if I find that I&#8217;m watching too many cat videos, the chime tells me to get back to work.<\/li>\n<\/ul>\n<p>&nbsp;<\/p>\n<h3><span class=\"ez-toc-section\" id=\"maintain-hygiene-and-dress-professionally\"><\/span>Maintain Hygiene, and Dress Professionally<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>This is kind of gross, and it should be common sense, but I&#8217;ve heard of people who work from home and don&#8217;t shower on a regular basis.<\/p>\n<p>Take a shower every day, maintain a routine, and attend to your personal grooming as if you were going in to the office.<\/p>\n<p>Dress professionally &#8211; at least business-casual.\u00a0 If you work from home, blue jeans are probably OK, depending on your company&#8217;s corporate culture.\u00a0 If you plan to attend video calls, slacks would be more professional.<\/p>\n<p>In addition to helping you maintain a professional attitude, maintaining a standard mode of dress will also help you avoid an embarrassing incident. (see Conference Call Faux Pas below)<\/p>\n<p>&nbsp;<\/p>\n<p>&nbsp;<\/p>\n<h3><span class=\"ez-toc-section\" id=\"set-expectations-at-work\"><\/span>Set Expectations at Work<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>Equally important as setting expectations at home, make sure your boss and co-workers know when they can expect a prompt response because you&#8217;re &#8220;at work&#8221; vs. &#8220;away&#8221;.<\/p>\n<ul>\n<li>Make your boss and co-workers aware of when you begin your workday, when you take breaks, and when you end your workday.\u00a0 You can do this as part of your status, or set an away message:\u00a0 &#8220;My normal work hours are 8 AM to 5 PM.\u00a0 Please call my cell if urgent.&#8221;<\/li>\n<li>Use status messages and away messages if available.<\/li>\n<li>Use &#8220;out of office&#8221; messages when you deviate from your normal schedule<\/li>\n<li>When someone makes a request, respond promptly, indicating when they can expect their request to be fulfilled.<\/li>\n<\/ul>\n<p>Note that responding to a request and setting expectations are two different things:<\/p>\n<ul>\n<li>If someone asks you for a report, and they get no response for 2 days because it takes 2 days to produce the report, that leaves the requester in limbo for 2 days.\u00a0 Are you working on the report, or did you simply miss the e-mail?\u00a0 Who knows?<\/li>\n<li>If you respond immediately and say &#8220;I&#8217;ll have that report for you in 2 days&#8221;, the requester knows what to expect and when.<\/li>\n<li>Always set and manage expectations as proactively as possible:\u00a0 If you CAN&#8217;T get that report done in two days, get back to the requester immediately and let them know that, due to unforeseen circumstances, you can&#8217;t get the report done before early next week.\u00a0 <BR><BR>People will be much more accepting of delays, as long as you maintain communication and manage expectations.\u00a0 It also gives the other person a chance to escalate if the request is urgent, or to make alternate plans if necessary.<\/li>\n<\/ul>\n<p>&nbsp;<\/p>\n<h3><span class=\"ez-toc-section\" id=\"conference-call-etiquette\"><\/span>Conference Call Etiquette<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>In a face-to-face meeting, it&#8217;s easy to see people&#8217;s facial expressions, and there is no &#8220;mute&#8221; button.<\/p>\n<p>Unfortunately, working from home means shifting from meetings to conference calls, and ushers in a whole new set of pitfalls.<\/p>\n<ul>\n<li>As more people work from home, conference bridge lines and cell tower bandwidth can become saturated, making it difficult for you to dial in to a conference call &#8211; as recently as a couple of days ago, some of my co-workers were reporting problems and delays joining conference bridges, especially at the top of the hour, lasting 5 or even 10 minutes.\n<ul>\n<li><strong>If you join a conference call, plan to join 1 or 2 minutes early<\/strong>.<\/li>\n<li>If you organize a conference call, understand that people might join late &#8211; not by their choice.<\/li>\n<\/ul>\n<\/li>\n<li><strong>Just as with a normal meeting, always have an agenda<\/strong>, and stick to it.\u00a0 Even if the agenda is as simple as &#8220;review today&#8217;s objectives&#8221; (like a <a href=\"https:\/\/en.wikipedia.org\/wiki\/Scrum_(software_development)\" target=\"_blank\" rel=\"noopener noreferrer\">scrum<\/a> call), make sure the call doesn&#8217;t devolve in to a troubleshooting call.\u00a0 If you need a break-out call, say &#8220;let&#8217;s take this offline and I&#8217;ll set up a call to discuss it further&#8221;.\u00a0 \u00a0<BR><BR>Trust me &#8211; there is almost nothing worse than having 30 people on a conference call while 3 people dominate the call trying to troubleshoot something for 20 minutes.\u00a0 &#8220;Hey, did you try this?&#8221; is OK, &#8220;Read me the 3rd diagnostic line from the log file&#8221; belongs on another call.<\/li>\n<li><strong>Notify the organizer, in advance, if you won&#8217;t be able to attend.\u00a0 Otherwise, join promptly and be prepared to start immediately.<\/strong><\/li>\n<li><strong>Don&#8217;t monopolize the call<\/strong>, and if you&#8217;re the organizer, don&#8217;t allow others to do so.\n<ul>\n<li><strong>Wait half a second after the other person finishes<\/strong>, before you start talking.\u00a0 Leave pauses so that everyone gets a chance to speak, make comments, and ask questions.<\/li>\n<li><strong>Don&#8217;t speak over someone else<\/strong>.\u00a0 If someone else is speaking, even if you were speaking first, just let them go&#8230; take a deep breath&#8230; try again.\u00a0 If you can&#8217;t get a word in edgewise, send an e-mail after the meeting.<\/li>\n<li><strong>Don&#8217;t yell<\/strong>.\u00a0 If you can&#8217;t get a word in edgewise, send an e-mail after the meeting.<\/li>\n<\/ul>\n<\/li>\n<li><strong>Stay on mute<\/strong> unless you have something to say.\u00a0 If your microphone is constantly listening, it can pick up background noises (kids, pets, noisy neighbors) and can also create feedback &#8211; especially if you are using a speakerphone.\n<ul>\n<li>Get in the habit of:\u00a0 Unmute &#8211; speak &#8211; mute.<\/li>\n<li>Make sure your work area is as quiet as possible &#8211; close your door, put the pets outside, put the kids on notice, etc&#8230;<\/li>\n<\/ul>\n<\/li>\n<li><strong>Test your equipment before the call starts<\/strong>.\u00a0 Ask the organizer, &#8220;can you hear me OK?&#8221; or &#8220;can you hear and see me OK?&#8221;.\n<ul>\n<li><strong>Make sure the mute button works<\/strong> by enabling mute and asking &#8220;can you still hear me OK?&#8221;\u00a0 If you hear no response, either your mute works, or you work with a bunch of jerks.<\/li>\n<li>I find that the phone&#8217;s mute button is more effective and more reliable than headset or earbud mute buttons.<\/li>\n<li>If you plan to share a document or other content, make sure it&#8217;s open and ready to go<\/li>\n<\/ul>\n<\/li>\n<li>If you are meeting with new people, it gets difficult to recognize new voices.\u00a0 <strong>It helps if you get in the habit of announcing yourself when you speak<\/strong>:\u00a0 &#8220;This is Justin:\u00a0 I agree \/ disagree with the proposed whatever&#8221; or &#8220;This is Justin:\u00a0 I have a question.&#8221;\u00a0 On regular calls or calls with your team members, this becomes less necessary over time as everyone begins to recognize each others&#8217; voices.<\/li>\n<li><strong>You never 100% know who&#8217;s on a conference call<\/strong>.\u00a0 Don&#8217;t ever make a negative comment about clients, bosses, or co-workers (or anyone, really) while on a call, even if you think you&#8217;re on mute.\u00a0 Keep it to yourself or put it in e-mail if you absolutely have to voice your opinion.\u00a0 Even if it&#8217;s a joke, it&#8217;s way too easy for a comment to get out of hand or get taken the wrong way.<\/li>\n<li><strong>Make sure your wireless headset is charged properly<\/strong>.\u00a0 A low battery can result in static and other artifacts on the call, and can even lead to a situation where you&#8217;re essentially spamming the call with static, and no one can hear each other.<\/li>\n<li><strong>If you plan to have your camera enabled (or even if you don&#8217;t), take a quick look around behind you (as you sit at your work area) to make sure there is nothing messy or embarrassing in the background<\/strong>.\u00a0 <BR><BR>For example, before we moved last year, my home office was in the master bedroom, and the laptop&#8217;s camera faced the bathroom door!\u00a0 I made a habit of making sure the bathroom door is closed, which simply looks like any other interior door.\u00a0 That way, the background is not cluttered, and other people on the call don&#8217;t get to see my medicine cabinet and toothbrush!<\/li>\n<li><strong>Web Conferencing<\/strong> software such as WebEx, Skype, or Teams <strong>will try to enable your microphone and camera<\/strong> by default.\n<ul>\n<li><strong>Always check your audio and camera settings<\/strong>.\u00a0 I prefer to dial in via phone, so I have both my camera and microphone <strong>drivers<\/strong> disabled in Windows, I also have them disabled in Windows settings, and I have them taped off with electrical tape.<\/li>\n<li><strong>If your camera is enabled, make sure your work area (and everything behind you) is presentable.<\/strong><\/li>\n<li><strong>If you dial in to the call by phone, make sure your laptop&#8217;s microphone and speaker are muted<\/strong>.\u00a0 This can cause feedback and echo, and can be very distracting.<\/li>\n<li><strong>If your internet sucks, you might need to turn off your camera<\/strong> in order to save bandwidth, <strong>or consider dialing in by phone<\/strong> instead.\u00a0 Low bandwidth can cause &#8220;compression artifacts&#8221; that make it difficult for others to hear you properly.<\/li>\n<\/ul>\n<\/li>\n<li><strong>If you are the organizer, send out a recap after each call<\/strong>, and ask others to add points or other information that might have been missed, and offer to set up a follow-up call if needed.<\/li>\n<li><strong>Do not use the bathroom during a conference call.<\/strong>\u00a0 This should be common sense, but you&#8217;ll catch people from time to time because they forget to mute their phone.\u00a0 Instead, say &#8220;I need to step away for 2 minutes, be right back&#8221;.<\/li>\n<li><strong>If you step away from a call:<\/strong>\n<ul>\n<li>Announce it.<\/li>\n<li><strong>DO NOT put the call on hold.<\/strong>\u00a0 This can spam the call with hold music.\u00a0 It&#8217;s better to drop if you have to answer another call, and then rejoin after your other call has ended.<\/li>\n<li><strong>ALWAYS mute your phone if you step away.<\/strong><\/li>\n<li>Announce when you return<\/li>\n<\/ul>\n<\/li>\n<li><strong>Take notes.<\/strong>\u00a0 You should do this in EVERY meeting, but it&#8217;s especially annoying on a conference call when the entire call grinds to a halt in order to review a decision that&#8217;s already been made or a question that&#8217;s already been answered.<\/li>\n<\/ul>\n<p>&nbsp;<\/p>\n<p>&nbsp;<\/p>\n<h3><span class=\"ez-toc-section\" id=\"conference-call-faux-pas\"><\/span>Conference Call Faux Pas<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><strong>In short, avoid them.<\/strong><\/p>\n<p>Here are some things that have actually happened (not to me, thankfully) while I&#8217;ve been on various conference calls over the years.<\/p>\n<ul>\n<li>I have heard dozens of people across many years of conference calls use the bathroom while on a call, thinking they were on mute but they weren&#8217;t on mute.<BR><BR>In a best-case scenario, you catch the end of a toilet flush.\u00a0 In a worst-case scenario, the entire call gets serenaded with a variety of biological noises.\u00a0 Gross.\u00a0 Don&#8217;t bring the call with you to the bathroom.\u00a0 Put the call on mute and step away for a few minutes.<\/li>\n<li>This happens all the time:\u00a0 &#8220;Yes, I agree with such and such&#8221; followed a few seconds later by &#8220;(Unintelligible noises) Dang you kids \/ pets!&#8221;.\u00a0 Check your mute button, folks.<\/li>\n<li>Negative comments about client \/ boss \/ co-worker.\u00a0 I&#8217;ve actually witnessed all sorts of variations of the following:\n<ul>\n<li>&#8220;Can you believe what [person 1] said \/ is wearing??&#8221;\n<ul>\n<li>&#8220;Uh this is [person 2]&#8230; [person 1] just walked in to my office&#8221;<\/li>\n<li>&#8220;Uh&#8230; this is [person 1], and I&#8217;m on the call, here&#8230;&#8221;<\/li>\n<\/ul>\n<\/li>\n<li>&#8220;Who implemented this stupid policy??&#8221;\n<ul>\n<li>&#8220;Uh&#8230; <strong>I<\/strong> did&#8230; is there a question?&#8221;<\/li>\n<\/ul>\n<\/li>\n<li>&#8220;Why is [client A] always asking us for stupid stuff?&#8221;\n<ul>\n<li>&#8220;This is [client A], we&#8217;re on the call with you.\u00a0 Why do you consider [request] to be stupid?&#8221;<\/li>\n<\/ul>\n<\/li>\n<li>Inappropriate sexist or racist joke &#8211; affected person or persons are on the call, or worse, &#8220;the boss&#8221; is on the call and is deeply offended.\u00a0 <BR><BR>Bonus points if you manage to make a sexist AND racist joke, and piss off the client&#8217;s female, minority CTO, who happens to be on the troubleshooting call (yep &#8211; I witnessed that happen once)<\/li>\n<li>The worst one I ever witnessed:\u00a0 Conference room A in City A has about 30 people in it.\u00a0 Conference rooms B and C are also on the call, each with 10 to 20 people, plus another 10 to 20 people dialed in.\u00a0 <BR><BR>Person 1 in room A stands up in the middle of the meeting, presses the mute button on the Polycom speakerphone, and says full-volume (looking around the room) &#8220;DO YOU BELIEVE THIS BULL***T??&#8221;.\u00a0 Phone was not on mute.\u00a0 Folks, when you mute a Polycom, the light goes from green to red.\u00a0 <BR><BR>In my experience, having been on the receiving end of that kind of commentary, there are two ways to handle this.\u00a0 The &#8220;kind&#8221; way is to say: &#8220;Uhhh&#8230; can you repeat?\u00a0 We didn&#8217;t quite catch that&#8221;, giving Person 1 an opportunity to retract or go in a different direction.\u00a0 What ensued was NOT that.\u00a0 What ensued instead was chaos, shouting, threats, and Person 1 got fired 2 days later.<BR><BR>Check. your. mute. button&#8230; folks.<\/li>\n<\/ul>\n<\/li>\n<li>Headset malfunctions happen all the time:\n<ul>\n<li>Wired headsets cause an audible &#8220;scribble scrabble&#8221; when the cord gets tangled.\u00a0 So in some cases, you might get to listen to several seconds of &#8220;scribble scribble bump scribble scrabble scribble scrabble&#8221; etc.<\/li>\n<li>Older, non-bluetooth cordless headsets are infamous for having all kinds of static, especially when the batteries are low.\u00a0 The resulting static can get so bad that everyone is forced to abandon the call.<\/li>\n<li>Bluetooth headsets tend to buzz and echo when they are low on batteries.\u00a0 This often leads to an endless string of &#8220;WHAT did you say?&#8221;<\/li>\n<li>&#8220;Scrabble scrabble scrabble&#8221; can also happen when someone moves a speakerphone across their desk.<\/li>\n<\/ul>\n<\/li>\n<li>Web Conferencing has become the norm, but not everyone realizes if \/ when their camera is enabled, and the results can vary from hilarious to cringy.\n<ul>\n<li>I&#8217;ve been on at least one call where this happened, but have heard many others tell stories of someone showing up in their underwear or sleep attire.\u00a0 E.g. hair wrapped in a towel, wearing a bathrobe.<BR><BR>The cousin of this happens when you&#8217;re in the middle of a call, and someone&#8217;s significant other shambles through the background, bigfoot style, wearing a robe or under garments.<\/li>\n<li>Person is center-frame, work area is clean, background is clean, but something hilarious is in frame.\u00a0 <BR><BR>For example, after weeks of arguing with [person] over a specific topic, and [person] had presented themselves as an expert on that topic, we get on a Webex to whiteboard the problem, and [person]&#8217;s camera clearly shows a &#8220;For Dummies&#8221; book on that topic, WITH A STICKY NOTE denoting a specific page, laying on their desk.<\/li>\n<li>Person is center-frame, work area is clean, but they forget to check their background.\u00a0 It&#8217;s never good when the call starts with &#8220;Hey, [person], is that your [embarassing object] in the background?&#8221;<\/li>\n<li>Person forgets they are on camera, and does something embarrassing, such as picking nose, adjusting undergarments, or dancing.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p>&nbsp;<\/p>\n<p>&nbsp;<\/p>\n<h2><span class=\"ez-toc-section\" id=\"employer-tips-enabling-a-remote-workforce\"><\/span>Employer Tips: Enabling a Remote Workforce<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Here are some tips for making sure that your remote workforce remains effective.<\/p>\n<p>&nbsp;<\/p>\n<h3><span class=\"ez-toc-section\" id=\"create-a-work-from-home-checklist\"><\/span>Create a Work From Home Checklist<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>Create a checklist that work-from home employees can use in order to make sure they have all of the equipment necessary, and are able to be productive immediately.<\/p>\n<p>Here is a sample work-from home checklist:<\/p>\n<blockquote><p><strong>Sample Work-From-Home Checklist<\/strong><\/p>\n<p>[ ] Worker has signed a work-from-home agreement<\/p>\n<p>[ ] Worker has VPN Account<\/p>\n<p style=\"padding-left: 40px;\">[ ] Worker has been issued token or other MFA access<\/p>\n<p style=\"padding-left: 40px;\">[ ] Worker has tested VPN Access<\/p>\n<p>[ ] Worker has all necessary equipment<\/p>\n<p style=\"padding-left: 40px;\">[ ] Monitor<\/p>\n<p style=\"padding-left: 40px;\">[ ] Monitor cable<\/p>\n<p style=\"padding-left: 40px;\">[ ] Monitor&#8217;s power cable<\/p>\n<p style=\"padding-left: 40px;\">[ ] Laptop \/ Desktop<\/p>\n<p style=\"padding-left: 40px;\">[ ] Docking station (if applicable)<\/p>\n<p style=\"padding-left: 40px;\">[ ] Encrypted backup drive (if applicable)<\/p>\n<p style=\"padding-left: 40px;\">[ ] Power cable<\/p>\n<p style=\"padding-left: 40px;\">[ ] Keyboard<\/p>\n<p style=\"padding-left: 40px;\">[ ] Mouse<\/p>\n<p style=\"padding-left: 40px;\">[ ] Mouse pad<\/p>\n<p style=\"padding-left: 40px;\">[ ] VPN Token<\/p>\n<p style=\"padding-left: 40px;\">[ ] Cable lock (Secures laptop or desktop to a desk)<\/p>\n<p style=\"padding-left: 40px;\">[ ] Surge-protecting Power strip \/ UPS battery power supply<\/p>\n<p style=\"padding-left: 40px;\">[ ] Locking file drawer<\/p>\n<p style=\"padding-left: 40px;\">[ ] Cross-cut document shredder (if needed)<\/p>\n<p style=\"padding-left: 40px;\">[ ] Necessary files \/ paperwork<\/p>\n<p style=\"padding-left: 40px;\">[ ] Worker has tested connection and equipment<\/p>\n<p>[ ] Worker has suitable work area<\/p>\n<p style=\"padding-left: 40px;\">[ ] Work area has a locking door, and is normally kept locked when not in use<\/p>\n<p style=\"padding-left: 40px;\">[ ] Laptop \/ Desktop is physically-secured using cable lock<\/p>\n<p style=\"padding-left: 40px;\">[ ] Worker has suitable internet connection<\/p>\n<p style=\"padding-left: 40px;\">[ ] Internet connection is connected to a battery power supply (UPS)<\/p>\n<\/blockquote>\n<p>&nbsp;<\/p>\n<p><strong>Note:<\/strong><\/p>\n<p>As an employer, issuing a <strong>locking file drawer, UPS or surge protector, and a cable lock<\/strong> are cheap security.\u00a0 These can be purchased in bulk from an office supply store for about $100 for all 3 items, per worker.<\/p>\n<p>If the worker will be handling sensitive documents, a cross-cut shredder is a must-have &#8211; you don&#8217;t want them throwing out sensitive client lists or confidential company strategies with their eggshells and coffee grounds.\u00a0 Most shredders only cut in to long strips &#8211; make sure you issue a\u00a0<strong>cross-cut<\/strong> shredder, which basically makes confetti.<\/p>\n<p>&nbsp;<\/p>\n<h3><span class=\"ez-toc-section\" id=\"have-each-remote-worker-sign-a-work-from-home-agreement\"><\/span>Have Each Remote Worker Sign a Work-From-Home Agreement<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>Separate from any other agreements that the employee may have already assigned, the Work-From-Home Agreement covers specifics that might not be otherwise covered:<\/p>\n<ul>\n<li>Either <strong>specify the hours<\/strong> that the employee is required to be available and working, or have the worker list the hours that they will be available.<\/li>\n<li>Specify that the worker is <strong>responsible for maintaining security<\/strong> for all information that they handle &#8211; either printed or on their computing device.\n<ul>\n<li>List measures such as keeping doors and drawers locked, and using a cable lock, for which the user is responsible.<\/li>\n<li>If your company doesn&#8217;t enforce screen locks, make sure the worker agrees to set a 20 minute screen lock, AND ALSO manually lock their screen when away from their home work area.<\/li>\n<li>Remind the worker of non-disclosure requirements<\/li>\n<li>Remind the worker of all document \/ data handling requirements, and enforce a &#8220;clean desk&#8221; policy.<\/li>\n<li>Remind the worker that they are never allowed to store equipment in their vehicle<BR><BR>I&#8217;ve had employees who had their UNENCRYPTED laptop stolen from the back seat of their SUV, and their only excuse was &#8220;I didn&#8217;t know!&#8221; or &#8220;I didn&#8217;t think that could happen!&#8221;.<\/li>\n<\/ul>\n<\/li>\n<li>Specify that the <strong>work-from-home agreement is temporary<\/strong>.\n<ul>\n<li>There should be a start and end date<\/li>\n<li>Specify that the agreement can be extended, as agreed by management and as amended in writing<\/li>\n<li>Specify that the agreement can also be revoked by management at any time for any reason (in other words, worker, don&#8217;t go sell your car)<\/li>\n<\/ul>\n<\/li>\n<li><strong>List specific equipment that the worker is allowed to take home<\/strong>.\u00a0 This is an important one &#8211; most people follow the rules, but you always get that one &#8220;special&#8221; person who tries to take home the group copier because &#8220;they need it&#8221;.\u00a0 When they return to work, or are terminated, this provides a list of equipment to expect back from them.<\/li>\n<li>Specify that the <strong>worker agrees NOT to smoke near the equipment, and to keep all equipment clean, and in good working order<\/strong>.\u00a0 This might not seem like a big deal, but anyone who has done desktop support can tell you endless horror stories about gross keyboards, or systems that are unusable because the original user was a heavy smoker.<\/li>\n<li>Specify the process by which the <strong>worker should order \/ obtain new or replacement equipment<\/strong>, and the process should include\u00a0<strong>manager approval prior<\/strong> to any purchase or order.\u00a0 <BR><BR>I&#8217;ve had employees expense a couple of cables (no big deal), and I&#8217;ve had &#8220;special&#8221; employees try to expense a 30&#8243; monitor at over $1,000!\u00a0 Sorry, buddy. you&#8217;re not <em>that<\/em> special&#8230; go return it.<\/li>\n<li>Remind the worker that, during set working hours, they are prohibited from performing outside work &#8211; either for personal benefit, or for another company, and that the worker is prohibited from using company-issued equipment and resources for outside work.<BR><BR>Yep&#8230; I&#8217;ve had that happen, too.\u00a0 NO, you can&#8217;t use your company-issued laptop to go do a side-job for your brother-in-law.\u00a0 (Seriously)<\/li>\n<li><strong>Set Service Level requirements<\/strong>.\u00a0 During working hours:\n<ul>\n<li>All calls and e-mails must be responded to within 30 minutes<\/li>\n<li>If the worker has some other job requirement, such as part of a call center or help desk, additional service levels should be specified:\u00a0 For example, Must be logged in to ACD group except during breaks and lunch, and must have an abandon \/ drop rate less than x.<\/li>\n<\/ul>\n<\/li>\n<li>Make sure any other company requirements are listed<\/li>\n<li>Have the worker AND the manager sign and date the agreement<\/li>\n<\/ul>\n<p>&nbsp;<\/p>\n<h3><span class=\"ez-toc-section\" id=\"maintain-security\"><\/span>Maintain Security<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>Normally, documents and data &#8220;live&#8221; at the office.<\/p>\n<p>When workers take equipment, data, and documents home, maintaining security, privacy, and confidentiality can be an issue.<\/p>\n<h4><span class=\"ez-toc-section\" id=\"limit-work-to-company-issued-equipment\"><\/span>Limit Work to Company-Issued Equipment<span class=\"ez-toc-section-end\"><\/span><\/h4>\n<p>Specify that ONLY company-issued equipment is allowed to connect to the network, and ONLY company-issued equipment can be used for work.<\/p>\n<p>Bob&#8217;s home computer might be really powerful, and he might be really proud of it, but it might have a virus that can infect the network, or it could have a key logger that just gave a hacker access to your company&#8217;s data.<\/p>\n<p>Further, if Bob&#8217;s house gets robbed, Bob&#8217;s computer might have company data on it, and the hard drive might not be encrypted.<\/p>\n<h4><span class=\"ez-toc-section\" id=\"limit-work-to-company-issued-online-accounts\"><\/span>Limit Work to Company-Issued Online Accounts<span class=\"ez-toc-section-end\"><\/span><\/h4>\n<p>Specify that ONLY company-administered e-mail, messaging, conferencing, portals, and file sharing services should be used for work.<\/p>\n<p>Google has stated that they scan all e-mail &#8211; if there is something proprietary or confidential, it just got scanned by Google.<\/p>\n<p>Services such as drop box are convenient, but not very secure.\u00a0 You don&#8217;t want a client list sitting out on drop box, where anyone with the link to it could download it.<\/p>\n<p>If your company is under special data handling requirements, such as PCI, GLBA, or HIPAA, the worker might be handling sensitive or protected personal information.\u00a0 Company-administered systems have been configured for the proper security in order to comply with these regulations and related requirements.<\/p>\n<h4><span class=\"ez-toc-section\" id=\"have-workers-avoid-printing\"><\/span>Have Workers Avoid Printing<span class=\"ez-toc-section-end\"><\/span><\/h4>\n<p>You&#8217;ve probably issued the worker a locking file drawer, and perhaps a cross-cut shredder for their home office, but ideally, they shouldn&#8217;t be printing anything at all!<\/p>\n<p>If the employee absolutely has to handle printed documents &#8211; for example, contracts that must be signed, make sure they are aware of how these documents must be handled.<\/p>\n<p>Make sure the employee shreds anything older than 3 months, unless they are important business records that must be retained.<\/p>\n<p>Make a courier service available to pick up sensitive printed documents so that they can be stored properly, and make sure extra copies are stored properly and then shredded.<\/p>\n<h4><span class=\"ez-toc-section\" id=\"try-to-keep-the-data-inside-the-datacenter\"><\/span>Try to Keep the Data inside the Datacenter<span class=\"ez-toc-section-end\"><\/span><\/h4>\n<p>Try to force workers to use technologies such as VDI (Virtual desktop), Citrix (Remote application \/ remote desktop) and Remote Desktop.<\/p>\n<p>This keeps the data inside the datacenter, rather than allowing workers to download spreadsheets and other potentially-sensitive documents.<\/p>\n<p>The general term &#8220;VDI&#8221; or Virtual Desktop Infrastructure is used to describe any number of &#8220;remote desktop&#8221; strategies where each worker is assigned a specific remote desktop that runs as a virtual machine, or runs inside an environment such as Citrix.\u00a0 The workers do all of their work and run all of their applications from the virtual desktop, rather than having to download documents to their laptop.<\/p>\n<p>A strategy such as VDI is actually required for any kind of remote access in to PCI environments.<\/p>\n<h4><span class=\"ez-toc-section\" id=\"encrypt-all-hardware\"><\/span>Encrypt All Hardware<span class=\"ez-toc-section-end\"><\/span><\/h4>\n<p>Make sure all company-issued laptops, desktops, and backup drives are encrypted.<\/p>\n<p>Microsoft Windows 10 has &#8220;Bitlocker&#8221; disk encryption built-in &#8211; it&#8217;s not that difficult to configure, and will prevent a thief from accessing the company&#8217;s data if that device is stolen.<\/p>\n<p>If you don&#8217;t have a centralized backup system, consider issuing encrypted backup drives, or Windows can be configured to encrypt a backup drive as well.<\/p>\n<h4><span class=\"ez-toc-section\" id=\"lock-down-equipment-%e2%80%93-group-policies\"><\/span>Lock Down Equipment &#8211; Group Policies<span class=\"ez-toc-section-end\"><\/span><\/h4>\n<p>On the one hand, locking down hardware makes it harder to support remotely, but on the other hand, some minimum levels of security are required:<\/p>\n<ul>\n<li>Enforce password policies, including regular password changes<\/li>\n<li>Enforce a screen lock timeout (20 or 30 minutes)<\/li>\n<li>Add a logon legal notice (google for a good one &#8211; it should basically say: This laptop is the property of [company], and you&#8217;re not allowed to use this equipment unless authorized by [company])<\/li>\n<li>Force Windows Firewall (or some other firewall package) to be on, and prevent it from being disabled<\/li>\n<li>Force Antivirus on, and prevent it from being stopped or disabled<\/li>\n<li>Ensure that users can&#8217;t disable encryption<\/li>\n<\/ul>\n<h4><span class=\"ez-toc-section\" id=\"enforce-a-%e2%80%9cclean-desk%e2%80%9d-policy-and-send-lots-of-reminders\"><\/span>Enforce a &#8220;Clean Desk&#8221; Policy (And Send Lots of Reminders)<span class=\"ez-toc-section-end\"><\/span><\/h4>\n<p>At the end of the workday, the worker&#8217;s desk should be &#8220;clean&#8221; of any data, notes, printed documents, passwords, etc.<\/p>\n<p>Be sure to call out NOT to write down passwords &#8211; instead, offer a company-approved password manager that they can load on their phone or computer.<\/p>\n<p>Send LOTS of reminders<\/p>\n<p>&nbsp;<\/p>\n<h4><span class=\"ez-toc-section\" id=\"monitor-vpn-usage\"><\/span>Monitor VPN Usage<span class=\"ez-toc-section-end\"><\/span><\/h4>\n<p>If possible, run daily VPN usage reports for each remote worker, and provide a copy to the managers.<\/p>\n<p>If a person isn&#8217;t using VPN, then how are they reading e-mail and doing their work?<\/p>\n<p>This is a good way to catch and correct potential problems early on.<\/p>\n<p>&nbsp;<\/p>\n<h2><span class=\"ez-toc-section\" id=\"tips-for-managing-a-remote-workforce\"><\/span>Tips for Managing a Remote Workforce<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>When everyone is in the same office, it&#8217;s easier to see who&#8217;s there and who isn&#8217;t, and as a manager, it&#8217;s easy to &#8220;make the rounds&#8221; a couple of times per day to check on everyone.<\/p>\n<p>As mentioned, not only do I work from home, but I manage a team who also all works from home.<\/p>\n<p>Here are some tips that I&#8217;ve found useful.<\/p>\n<p>&nbsp;<\/p>\n<h3><span class=\"ez-toc-section\" id=\"institute-a-daily-operations-call\"><\/span>Institute a Daily Operations Call<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>Right at the start of the workday, have a daily, mandatory call to review issues and objectives.<\/p>\n<ul>\n<li>Maintains a work cadence, and helps people maintain a &#8220;work&#8221; mentality<\/li>\n<li>Setting daily (short-term) as well as longer term objectives helps people stay plugged in, and accelerates the delivery schedule<\/li>\n<li>Helps plan ahead for troubleshooting and other break-out calls to address specific issues<\/li>\n<\/ul>\n<p>I also find that this reduces the need for group-level and one-on-one calls, as everyone is on the same page, every day.<\/p>\n<p>&nbsp;<\/p>\n<h3><span class=\"ez-toc-section\" id=\"watch-out-for-problem-employees\"><\/span>Watch Out for Problem Employees<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>On the one hand, you need to be able to trust your employees, and if you have an employee that you can&#8217;t trust, for whatever reason, you should consider making a change.<\/p>\n<p>Having said that, on the other hand, performing a little bit of monitoring and spot checking can help detect potential problems before they arise.<\/p>\n<ul>\n<li>Monitor daily VPN usage.\u00a0 If your employee isn&#8217;t connected to VPN, how are they able to work?<\/li>\n<li>Watch for employees who are consistently late to meetings.\u00a0 If they are always late, they might have time management issues, or issues related to working from home that might be impacting the quality and schedule of deliverables.<\/li>\n<li>Perform spot checking &#8211; send random e-mails and make random phone calls throughout the week, and make sure all of your employees respond as expected.\u00a0 In SEVERAL YEARS of working from home, I think I&#8217;ve missed maybe 3 calls from my boss, and in turn, I&#8217;ve called him back almost immediately in each case.<\/li>\n<li>Although I hate doing this, you can monitor who is &#8220;online&#8221; via your company&#8217;s instant messaging platform.\u00a0 I actually encourage my employees to shut it off when they need to be &#8220;heads-down&#8221; working on a project or problem.<\/li>\n<\/ul>\n<p>&nbsp;<\/p>\n<h3><span class=\"ez-toc-section\" id=\"provide-coaching-for-problem-employees\"><\/span>Provide Coaching for Problem Employees<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>If you do find that you have an employee who is having difficulty transitioning to a work-from-home situation, a little bit of coaching can go a long way.<\/p>\n<p>By coaching, I really mean &#8220;micromanaging&#8221;<\/p>\n<ul>\n<li>Help them set and maintain a daily schedule<\/li>\n<li>Help them use calendar reminders to stay on-task<\/li>\n<li>Break down larger goals in to a series of smaller, shorter-term goals<\/li>\n<li>Have the employee provide you with a daily summary at the end of each day, detailing that days accomplishments along with work planned for next business day<\/li>\n<li>And, of course, have them read this article!<\/li>\n<\/ul>\n<p>If it&#8217;s as simple as a time management issue, once the employee gets up to speed, the issues should go away.<\/p>\n<p>If there are deeper issues, you might need to dive in to specifics about their work-from-home situation &#8211; for example, maybe they can&#8217;t be productive because they don&#8217;t have an adequate work area (always have a door that closes!), or maybe there is a morale issue.<\/p>\n<p>&nbsp;<\/p>\n<h3><span class=\"ez-toc-section\" id=\"no-flex-hours-for-wfh\"><\/span>No Flex Hours for WFH<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>Employees often ask for flex hours &#8211; the ability to show up early and leave late.<\/p>\n<p>If someone has an hour-long drive in rush-hour traffic to get to the office, there is something to be said for letting them dodge rush hour by coming in early or late, and leaving early or late respectively.\u00a0 It makes the employee more productive.<\/p>\n<p>However, if you&#8217;re working from home, there is no commute, and no rush hour, and no sitting in traffic.<\/p>\n<p>Usually, I&#8217;m fairly strict and do NOT allow flex hours &#8211; typically I require workers to either work 7-4 or 8-5 local time (We support multiple time zones &#8211; I generally let them pick one of the two)<\/p>\n<p>However, during the current crisis, I would tend to be a little more flexible &#8211; for example, if you have to pick up the kids (not that the schools are open) or you have some other requirement to step away, I would tend to be more accommodating right now.<\/p>\n<p>Nothing is more annoying than when a WFH employee says &#8220;Yeah&#8230;.. I prefer to work from 6 to 3&#8221;.<\/p>\n<p>Ummm NO.\u00a0 It&#8217;s up to YOU if you want to start your workday early, but if I pick up the phone at 4:30, I expect you to answer.\u00a0 If an employee has one of the few jobs where they have a &#8220;work queue&#8221;, and they are able to finish all of their work for the day by 3 PM each day, I might be inclined to let them step away at 3, with the proviso that they are still on call from 3-4.<\/p>\n<p>On the other hand, I DO tend to be generous about comp time for management-approved projects and other management-approved overtime.\u00a0 If you put in 12-hour days for a week in order to meet a project deadline, I appreciate the hard work, and I&#8217;m inclined to give you next Thursday and Friday off.<\/p>\n<p>However, if you take it upon yourself to work straight through from Tuesday to Wednesday without a good reason and without prior approval, I WILL NOT give you Thursday and Friday off.\u00a0 <em>(Yes, I&#8217;ve had that exact situation come up &#8211; the employee in question had booked a 4-day weekend with some friends and somehow wanted to turn the situation so that I was the one who benefited, and they should be rewarded for their &#8220;extra hard work&#8221;\u00a0 Umm&#8230; NO.)<\/em><\/p>\n<p>&nbsp;<\/p>\n<h3><span class=\"ez-toc-section\" id=\"rewards-and-recognition\"><\/span>Rewards and Recognition<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>Working from home can make workers feel disconnected.<\/p>\n<p>When someone does a good job on something, be sure to call it out during team meetings, and calling someone specifically to let them know that they&#8217;ve done a good job helps them feel included and appreciated.<\/p>\n<p>If your company has a reward program, be sure to hand out plenty of rewards &#8211; at least one or two per week, for various achievements.\u00a0 If not, buy some $10 Amazon gift cards, and give one away every week or every other week to the employee who you think best deserves it.\u00a0 (I would say Starbucks, but not everyone drinks coffee, plus we&#8217;re all quarantined anyway)<\/p>\n<p>&nbsp;<\/p>\n<h3><span class=\"ez-toc-section\" id=\"get-feedback-from-peer-managers\"><\/span>Get Feedback From Peer Managers<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>If one of my employees is working on a project for another manager, I&#8217;ll contact that manager or the project manager and ask for feedback.<\/p>\n<p>This is another great way to find out about potential problems.<\/p>\n<p>If you get feedback like:<\/p>\n<ul>\n<li>[person] is a joy to work with!<\/li>\n<li>[person] is always on time!<\/li>\n<li>[person] always delivers on-time!<\/li>\n<\/ul>\n<p>Then you know that everything is going well.<\/p>\n<p>On the other hand, if you get feedback such as:<\/p>\n<ul>\n<li>[person] is always late, or misses meetings<\/li>\n<li>Is [person] OK?\u00a0 They owe me several responses and I haven&#8217;t heard anything<\/li>\n<li>I&#8217;m very concerned that [person] isn&#8217;t going to meet their deadlines for this project<\/li>\n<\/ul>\n<p>These can be signs that the employee is having difficulty with time management, or working from home in general.<\/p>\n<p>&nbsp;<\/p>\n<p>&nbsp;<\/p>\n<h2><span class=\"ez-toc-section\" id=\"conclusion\"><\/span>Conclusion<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>If handled properly by both the worker and the employer, you can be very productive working from home.<\/p>\n<p><strong>As a worker:<\/strong><\/p>\n<ul>\n<li>Have a designated work area with a door that closes<\/li>\n<li>Set expectations at home, so that you&#8217;re not disturbed by others while working<\/li>\n<li>Set expectations at work, so that your boss and co-workers know what to expect<\/li>\n<li>Maintain a &#8220;work&#8221; mentality, and stick to a daily schedule<\/li>\n<li>Stay on Task, and Respond promptly<\/li>\n<li>Practice Conference Call Etiquette and avoid Faux Pas<\/li>\n<\/ul>\n<p><strong>As an employer:<\/strong><\/p>\n<ul>\n<li>Have a solid technology plan<\/li>\n<li>Have all remote workers sign work-from-home agreements<\/li>\n<li>Track equipment and expenses<\/li>\n<li>Maintain security<\/li>\n<li>Watch closely for problem areas<\/li>\n<\/ul>\n<p>&nbsp;<\/p>\n","protected":false},"excerpt":{"rendered":"<p>In response to the COVID-19 threat, many companies are implementing a work-from-home policy for office workers. Although working from home can keep you safe from a global pandemic, it can also be more challenging than it sounds. Here are some tips and tricks for workers and employers, to help you maximize your time, and keep [&hellip;]<\/p>\n","protected":false},"author":16,"featured_media":0,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[1],"tags":[],"class_list":["post-5745","post","type-post","status-publish","format-standard","hentry","category-other-stuff"],"_links":{"self":[{"href":"https:\/\/justinparrtech.com\/JustinParr-Tech\/wp-json\/wp\/v2\/posts\/5745","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/justinparrtech.com\/JustinParr-Tech\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/justinparrtech.com\/JustinParr-Tech\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/justinparrtech.com\/JustinParr-Tech\/wp-json\/wp\/v2\/users\/16"}],"replies":[{"embeddable":true,"href":"https:\/\/justinparrtech.com\/JustinParr-Tech\/wp-json\/wp\/v2\/comments?post=5745"}],"version-history":[{"count":10,"href":"https:\/\/justinparrtech.com\/JustinParr-Tech\/wp-json\/wp\/v2\/posts\/5745\/revisions"}],"predecessor-version":[{"id":5806,"href":"https:\/\/justinparrtech.com\/JustinParr-Tech\/wp-json\/wp\/v2\/posts\/5745\/revisions\/5806"}],"wp:attachment":[{"href":"https:\/\/justinparrtech.com\/JustinParr-Tech\/wp-json\/wp\/v2\/media?parent=5745"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/justinparrtech.com\/JustinParr-Tech\/wp-json\/wp\/v2\/categories?post=5745"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/justinparrtech.com\/JustinParr-Tech\/wp-json\/wp\/v2\/tags?post=5745"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}