10 Tips for Being Productive When You’re Working Remotely

For many of us, working remotely is a new experience. VNSNY’s IT and leadership teams have been focused on ensuring that all departments have the tools and information they need to work together productively during the current COVID-19 crisis. To help make your transition a smooth one, here are some tips to help maximize your productivity when working from home. Remember—in this evolving emergency, staying on top of your workload is a good way to limit stress!

1. Maintain your routine. Try to get up at the same time each morning and go to bed at the same time each night—and be at your desk at the same time you usually are in the office. In addition, do whatever else you need to do (think: coffee, checking work emails, touching base with key colleagues) to mentally switch to a business mindset each workday.

2. Create a home office space. If you have the room, setting up your equipment in a dedicated place will help you associate that spot with work, and will let you keep track of where your work equipment and materials are at all times. Be sure to locate your office in a place where you can have appropriate posture and good body mechanics—table, chair, feet on the floor—and not in bed or stretched out on your sofa. You’ll also need outlets or a surge-protector power strip nearby. Hint: You may have a stronger WiFi connection if your computer is close to your router.

3. Be sure to use your VNSNY equipment, and make sure your VNSNY office phone is set up to forward all calls to your current phone number. VNSNY devices allow you to securely access all work-related information. This document on the Intranet explains VNSNY’s procedures for working remotely, including how to connect to the VNSNY network and forward your office phone to your VNSNY mobile phone, if you have one, or a phone app on your VNSNY computer.

4. If Outlook keeps crashing, check your VNSNY email on the web. To do this, open Chrome, Firefox, or another browser and go to https://outlook.office.com/mail/. Then enter your log-in credentials. (If One Drive, Microsoft Teams, or other Office 365 apps crash, you can access them by clicking on the nine squares icon in the upper left of the Outlook webmail screen.)

5. If you have trouble maintaining your WiFi connection (especially on video or other calls), try closing out of all programs and windows. In addition, check whether any roommates or family members are using the Internet, which may reduce bandwidth and connection speed. Hint: You can also try connecting your computer directly to your router or modem with a cat-5 cable instead of using WiFi.

6. Be sure you have a plan for communicating with your supervisor. Things are changing frequently, so it’s important to find out quickly if your priorities have changed. Also, let them know about any issues you’re having with remote work. Your supervisor is in a position to help you with equipment needs or problems, for example.

7. Minimize distractions. Keep the TV and other possible distractions off while you’re working, and turn your personal phone to silent (especially during conference calls or video meetings).

8. Maintain connections with your colleagues. Daily check-ins via Skype or Teams can help you feel more connected to your team than simply communicating via email. To make use of their conference and video call functions, make sure these programs are set to use PC Mic and Speakers.

9. Come up with a tentative work schedule each day. In addition to what’s on your calendar, if you live with others, be aware of what’s on theirs. This way, you can cover all your responsibilities, including child care, or at least not interrupt each other, when one of you has a meeting. If you have children at home: Give your kids a schedule, too. And a few minutes before you know you’ll need quiet, switch them to an activity you know will buy you silence. Hint: Devoting 10 to 15 minutes to your kids where you’re fully focused on them, such as reading them a story, may buy you a few uninterrupted hours. (Parents: Look for more information soon about balancing work and homeschooling.)

10. Make sure your manager knows about your responsibilities at home. If you have small children who need your attention during business hours—and with your supervisor’s okay—consider spreading your 7.25-hour work day over 10 or 12 hours. Hint: Be sure to respond to work-related emails as soon as possible, but if you have work that requires quiet and concentration, address those assignments before your kids wake up or after they’re in bed.