Top Tips for Business to Work from Home

In a digitally connected world, working from home is easily achievable and manageable. There are many reasons for businesses to consider offering work from home roles. When a business does decide to make some or all of its employees remote, its leaders play a major role in the success of the transition. 

It may also be the case that working from home happens without warning such as a natural disaster or pandemic such as COVID-19. It’s best to be prepared and train employees so that they know what to do if a work from home order should occur. 

Here’s a look at the top tips and tricks for CEOs and employees to work effectively from the comfort of their own homes. 

CEO Tips and Tricks

Working from home has its benefits and its downsides. As a business leader, some things are in your control and others are not. 

To overcome the potential distractions and provide a way to separate work from life, here are some of the top tips you can encourage your team to practice: 

• Develop a work from home policy: Even if you don’t have your employees working from home now, something could happen where the situation would change (i.e. COVID-19). Whether it is because of a natural disaster (or pandemic) that’s outside of your control or an employee’s desire for flexibility, setting up a work from home policy is the first step in being prepared. 
• Set work from home expectations: Inside the work from home policy, you can define your work from home expectations. For example, some employers will still require their team to be online during normal work hours, whereas others are okay with flexibility as long as communication remains open. One way to ensure accountability is to have consistent check ins during the week or at the beginning and end of every week to go over what’s been completed or needs to still be done. 
• Standing desk: In terms of health and wellness, a standing desk is a good idea for both in office settings and work from home situations. Standing desks are a healthy alternative to sitting all day because they relieve back and hip tension. 
• Physical distancing: Although this sounds like social distancing (and is somewhat related), it’s more about setting up a distinct physical location for work within a home. This should be a location that is work-friendly, which means there are limited distractions and the essential equipment for the job.
• Walking meetings: One of the best ways to stay active and productive is to take walking meetings. If you have a meeting where you don’t have to be in front of the computer and the weather is permitting, consider taking it as you stroll outside! 
• Set up tech strategically: Technology should always contribute increased efficiency in a workplace. Be sure to set up your technology, both hardware and software solutions to your benefit. This way, your team can remain collaborative even when they are far apart from one another. Look into automation tools that can help reduce bottlenecks and key person dependencies. 
• Rest time: When you work from home, one of the biggest concerns is that the line between work time and downtime can easily blur. It’s important to take breaks and step away from the computer for some time every day. Just like you would in an office, consider getting up to get coffee, take a step outside for some fresh air, go into a different room and return to your workspace thereafter.
• Remove distractions: In an office, personal distractions like family are obviously not a concern. Digital distractions are also limited. Try to treat your work from home workspace or office the same way by limiting distractions. 

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Use Technology Wisely 

When you have a part or all of your team working remotely in different locations, then communication becomes even more important. Technology exists to make this easy on your team and alleviate burdens. Take advantage of: 

• Video Conferencing: Use tools like Skype, Zoom or Google Hangouts to get the team on video conference calls. 
  

• Data Automation: Data automation tools like SolveXia can help to keep work processes flowing smoothly. Using automation tools: 
• removes time consuming manual tasks by automating them 
• provide real time analytics enabling improved decision making based on current data 
• prevent any bottlenecks from occurring as key processes are managed automatically
• makes teams more efficient 
• removes key person dependencies as processes are stored and automatic 
• reduces compliance risk and maintains audit trails 
• combines legacy systems and extracts data from various sources for a unified overview of information 
• supports more informed and better decision-making 
  

• Existing Tools: Leverage existing tools like task management software, email and instant communication to oversee the execution of tasks. 
  

Employees/Freelancers: Tips for Working from Home 

For employees who are new to working from home or a freelancer who is just starting out, some of the best practices to keep you productive and healthy include: 

• Designate a workspace: Set up a place dedicated to work. You should have your desk, computer and essential tools only in this space. If you don’t have an entire room or office to set up, then create a place in the corner of the kitchen table or living room. Pick anywhere you can where you can be comfortable and hopefully have access to some natural light. 
  

• Move around: It’s easy to forget to move around when you work from home. Take stretch breaks and water breaks. 
  

• Dress properly: Setting the tone for work inside your own home can be challenging at times. One of the easiest ways to start your day is to still get dressed properly like you would if you were going into your workplace.  
  

• Set a schedule: If your boss hasn’t dictated a specific schedule for when you must be online, design your schedule for work to boost productivity. If you have a morning routine, start with that and then get down to business. 
  

• Eat healthy: It’s easy to start snacking badly when you have access to the junk inside your cupboards at any point of the day. Try to eat healthily - which not only means healthy food but also eat main meals and only snack when necessary. 
  

• Meal prep: Preparing food for the week is time consuming no matter where you work. But, to be the most efficient with time while working from home, consider meal prepping. This means that you cook multiple servings of any dish to save in the fridge and eat during the week. 
  

• Exercise: Be sure to design your schedule to get some exercise in. If you have access to a gym, that’s great. If not, consider indoor workouts or walks or runs outside. 
  

• Communicate with your team: Keep in touch with your colleagues via instant messaging or video conference calls to touch base on progress each day. 
  

• Schedule time for yourself: Going hand in hand with setting boundaries for yourself, be sure to give yourself time alone in the day. If you were working in an office, you’d have a specific point of the day to log off and go home. Use this same rule of thumb when you’re already at home to separate your work from your own time. 
  

Time Management 

Working from home requires a different kind of time management. Try these: 

• Daily checklists: Create daily checklists ordered in terms of priority with realistic goals of what you need to accomplish. 
  

• Online tools and automation: Use online task managers, reminders and automation tools to help you get your work done efficiently. These tools can also help you report to your higher ups on what you’ve been doing each day, as well as tracking how much time each task takes to complete. 
  

Effective Break Ideas

Managing time also includes managing your downtime. Here’s a look at some good ideas for effective breaks:

• Pomodoro Technique: Work 25 minutes on with no distractions. Take a 15 minute break and then start another 25 minute sprint. You can use this technique in varying time allocations. 
  

• Walking: Go for a walk to clear your head, get your heart pumping and take in fresh air. 
  

• Mindless activity: Try any mindless activity when you have a break. The whole goal is to get back to work with more energy, not less brain power. 
  

• Play with kids or dogs: Your kids and/or dogs will love it, too! 
  

For Parents and Partners Working Together 

Whether it’s due to a situation outside your control or the normal state of affairs, you may be working at home with your partner. This means you’ll both have to respect each other’s space and time. Try these tips: 

• Use headphones
• Touch base with one another for needs or pain points 
• Share work schedules and try set up different times for meetings 
• Plan activities to keep the kids busy 
• Ask your family for support and help if needed 
  

Claiming Expenses

If you’re an employee who has found themselves in a work from home situation that is unprecedented, then you may be able to claim back expenses as tax deductible items. As a freelancer working from home, you can always itemize certain expenses as tax deductions. 

Here’s quick tips on what you may be able to claim and how to do so: 

• Electricity
• Internet
• Computer consumables
• Office equipment
  

Be sure to keep your receipts and track expenses.

‍The Bottom Line 

Sometimes working from home is a welcomed choice, whereas other times, a work from home situation may be mandatory. As a business leader or employee, the work from home setup will likely feel very different from being inside an office. 

When working outside of an office, there’s a lot that can go wrong because of poor communication or missing information. By leveraging an automation solution, remote teams can continue to perform productively because data is centralised and easily shareable. Automation solutions are crucial for businesses working from home because processes won’t get stuck in one person’s “hands.” By removing silos and reducing bottlenecks, all employees are able to stay up-to-date with crucial analytics and live-time information to keep the business’ processes running smoothly. 

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When shifting your team to work from home, it’s important to set boundaries and try to replicate the aspects of a workplace that benefit productivity. From the little things like standing desk to the bigger aspect like using technology to assist your workflow, working from home can remain as efficient as traditional office settings when done right.