Working from home offers undeniable freedom and flexibility, but maintaining productivity can be a major challenge. Without the structure of a traditional office environment, it's easy to succumb to distractions or to fall into the trap of working irregular hours, which can blur the lines between work and personal life, leading to burnout. Staying organised and productive in an informal work environment requires some personal planning and time management. With a few key strategies, you can thrive in your remote work environment. This quick guide will equip you with 8 great techniques to set you up for success.
Source: Wix Media
1. Create A Customised Work Schedule
Design a personalised timetable by ideally splitting your work hours evenly across your work days, creating a sense of routine and minimising procrastination. If you have the freedom to determine your own work hours, learn from the wisdom of the traditional workweek by establishing clear boundaries between work and personal life. Start by deciding what times of the day you work, as not everyone thrives on the traditional 8-hour workday. Identify your most productive times and structure your schedule accordingly. If you're a morning person, schedule demanding tasks for earlier hours. Whilst, night owls might find their focus peaks later in the day.
Also, embrace variety between your days. It is perfectly fine to have shorter work days interspaced with days of longer focussed productivity. You can even consider creating different schedules for different seasons or times of the year. For example, if you are a parent, your schedule during school holidays might differ from quieter months when the children are at school.
Ultimately, choose a structure that works for you, and ensure a healthy work-life balance by sticking to your chosen schedule and avoiding work creeping into personal time. Where necessary, allow for adjustments, but avoid constant changes as this creates confusion and ambiguity.
Make sure to set a dedicated time every week (about 1 - 2 hours) for your financial management. During that time, review your income and expenses, update your budget, prepare and send invoices, and also manage your bookkeeping system(s).
2. Maintain a Daily Routine to Stay Organised
Having a work schedule is a great starting point, but to truly reap the benefits, you need to put that plan into action. This is where crafting a daily routine comes in as it helps provide structure and consistency to your work hours.
In particular, many people find the idea of working from bed initially appealing. However, establishing a morning routine that includes getting dressed, making coffee (tea, etc,.), and preparing your workspace can significantly boost your mood and productivity. This simple routine helps separate "work mode" from your personal life.
3. Craft a Dedicated Workspace for Productivity
Having a dedicated workspace is crucial for mental focus and productivity. Ideally, it should be a quiet space separate from your living area and equipped for the tasks you perform. It is also wise to invest in a comfortable chair and ensure you have proper lighting.
Take advantage of the flexibility of remote work by working outdoors when the weather permits. A change of scenery can boost creativity and focus. Just be sure to choose a location with good internet access and minimal distractions, and consider bringing headphones for noise cancellation if needed.
4. Communicate Your Needs
Once you have a solid routine in place, communicate your work hours clearly to those around you, especially family members or roommates. Find ways to create privacy, invest in noise-cancelling headphones for meetings, and let your housemates know your "work time" boundaries and when you're available for breaks or interruptions. This fosters a more supportive environment and minimises disruptions during your focused work periods. Most people will understand your need for privacy, particularly with the rise of remote work.
A fun tip I have come across for work from home parents is to create a visual cue for young children to understand when you're "at work". Do this by select a specific coloured hat or another unique item of clothing to wear during work hours, such as a brightly coloured scarf, a special work badge,or even a bright pair of glasses. You can then explain to your child/children that when you have this item on, it's like having a "work hat" on, meaning you need to focus on your tasks. This playful approach can help young children understand your work boundaries in a way they can easily relate to.
5. Take Regular Breaks
To prevent burnout and stay sharp throughout the workday, schedule regular breaks. During these times, step away from your screen and workstation altogether. This gives your eyes and mind a rest and allows your body to refresh. Use your break times to your advantage by actually resting and avoid moving on to other personal chores (schedule separate dedicated time for these as discussed in the first point). Instead, grab a healthy snack to refuel your energy, take a brisk walk to get your blood flowing, or do some simple stretches to combat stiffness.
Even a few minutes of movement and a change of scenery can do wonders for your focus and overall productivity. Think of these breaks as an investment in your energy levels and mental well-being.
6. Stay Organised with Time and Task Management Tools
Focus and efficiency are enhanced with the aid of the right tools. Strategically combining various productivity applications can be the key to managing your time effectively, staying organised, and conquering unexpected challenges with tact. My favourites include:
Time Tracking Apps:Â Tools like Clockify or Toggl help you log hours and monitor project progress. This data can be invaluable for improving efficiency and billing clients accurately.
Calendar Apps:Â Schedule tasks, meetings, and deadlines with Google Calendar, Apple Calendar, or similar apps.
Alarms and Reminders:Â Set alerts to stay on track with breaks, deadlines, and meeting times.
To-Do Lists:Â Don't underestimate the power of a good old-fashioned to-do list! Jot down all your daily tasks, prioritise them, and tick them off as you go. This provides a sense of accomplishment and keeps you focused.
For complex projects and/or remote team management, project management tools like ClickUp, Trello, and Notion are very useful. These go beyond basic calendars and time tracking. They offer features like:
Task Management:Â You can assign and track tasks for yourself and your team.
Document Sharing:Â Collaborating on documents can be done in real time.
Real-Time Updates:Â Staying informed about project progress occurs via instant notifications.
Streamlined Communication:Â Communication can occur smoothly through chats, notes and video calls directly on the apps.
7. Stay on top of time zones
A beauty of remote work is the ability to collaborate with colleagues and clients across the globe. However, navigating time zone differences can be a challenge. It is worthwhile to invest in a world clock extension for your browser or add multiple time zones to your computer clock. This will allow you to see the current time in all your colleagues' locations at a glance. When scheduling meetings, consider the nature of the discussion. For non-urgent matters, and brief updates, consider using asynchronous communication methods like a quick email or recording. This will allow team members to respond at their convenience within their specific time zones and eliminate the need for everyone to be online simultaneously. Alternatively, brainstorming sessions or presentations that require a live video call can be carried out at a time convenient for all participants.
8. Celebrate The Small Wins
The remote work landscape can sometimes feel isolating, making focus and motivation challenging. As such, taking a moment to acknowledge and celebrate your accomplishments, big or small, is crucial for staying motivated and maintaining momentum. For instance, meeting a deadline, completing a challenging task, or simply crushing your to-do list for the day can all call for recognition.
The most effective rewards are personal and motivating. They can be something as simple as taking a relaxing coffee break, or more detailed like organising a vacation. You can even consider sharing your accomplishments with colleagues or clients as this can be a great way to boost morale and receive positive feedback. At the end of the day, choose rewards that truly energise you and keep you focused on achieving your goals. Just remember that while a reward system is beneficial, it is best to avoid using unhealthy habits or excessive spending as your go-to motivator. Focus on rewards that leave you feeling refreshed and ready to tackle the next challenge.
My Final Thoughts
Don't be afraid to experiment as you develop your ideal work-from-home environment! Find what works best for you and adapt your strategies as needed, but remember to prioritise consistency for a healthy work-life balance.
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