This is the ultimate guide to working from home, especially for those who are new to telecommuting or newly self-employed.
Contrary to popular belief, working from home can be rewarding, productive and gratifying – if done right.
This comprehensive guide outlines the necessary steps to maintain focus and productivity while working from home. Here’s the breakdown:
Setting up your environment
Establishing your routine
Defining your boundaries
Following an accountability system
If you are struggling to delineate between work and family time or finding it difficult to remain focused during your working hours, read on to learn about how you can get the most out of your new work environment.
Let’s get started.
Table of Contents
Chapter 1
Setting Up Your Environment
Chapter 2
Establishing Your Routine
Chapter 3
Defining Your Boundaries
Chapter 4
Following an Accountability System
Chapter 1: Setting Up Your Environment
In this chapter, you will learn how to set up a dedicated space in your home that is conducive to work and productivity.
By the end of this chapter, you will have a comfortable and distraction-free work environment that keeps burnout at bay.
Choose a dedicated space.
No matter how small your home is, it is extremely important to have a space that is dedicated for work and work only. No, not a dining table that doubles as a work desk – and definitely not your bed! If you have an entire room to designate as your workspace, great. If not, choose a corner or surface area that is exclusive to work. By delineating between your workspace and the rest of your home, you allow your mind to shift gears before and after work. This keeps you from overworking and sets you up for long-term productivity.
Identify what you need.
If you are new to working from home, it is important to identify the technology you need as early as possible to ensure a smooth transition. Common tech needs for home offices include:
An appropriate monitor
High-speed internet
High-quality speakers, microphone or headset for conference and video calls
Backup file storage
Printer, scanner, and/or copier
Mailing supplies and other office materials
Invest in a good chair.
Your office chair should be one of the most expensive pieces of furniture in your new home office. Adjustable heights and swivel casters are nice to have, but they can be filler features for lower quality chairs (and honestly, how often do you plan on adjusting your chair height during the day?). Always prioritize ergonomic comfort. Your lower back will thank you.
Use the “daily reach rule.”
According to this 2011 Forbes survey, executives waste six weeks a year searching for lost items and information. Six weeks! Needless to say, keeping your workspace clutter-free is crucial for your productivity. While it may be tempting to personalize your home office with pretty plants and framed photos, we recommend the “daily reach rule”: if you don’t reach for it everyday, it should be tucked away. This keeps your focus sharp and your workspace clutter-free.
Have adequate lighting.
According to this 2018 survey by Harvard Business Review, natural light is the most coveted office perk – and there’s a reason for that. A study published in the same year revealed that workers in daylight office environments reported a 51% drop in the incidence of eyestrain, a 63% drop in the incidence of headaches and a 56% reduction in drowsiness. In other words, work where there is natural light. If this is not possible, emulate natural light with versatile LED lamps like the Lightblade 1500S by Lumiy, which takes up little space and offers a color rendering index that is remarkably close to sunlight.
Chapter 2: Establishing Your Routine
Now that you have a dedicated work environment, let’s set up your work routine.
By the end of this chapter, you will have a realistic work schedule that optimizes productivity while protecting your mental health.
Get dressed every morning.
However tempting it may be to work in your pajamas all day, doing so can significantly diminish your productivity. While we don’t expect you to be walking around your home in a suit per se, establishing a work uniform optimizes focus while minimizing decision fatigue in the morning. Just ask this art director at one of the leading creative advertising agencies in New York.
Establish a morning ritual.
You no longer have a daily commute – hurray! The best way to maximize this perk is to replace your commute time with a morning ritual. As we’ve mentioned in a previous blog post, establishing a morning ritual – like micro-journaling or bonding with a loved one – helps clearly delineate between your off- and on-hours and sets a productive tone for the rest of the day.
Set a start time, lunch time, and end time.
Treat your home office like you would any other office – if your start time is 9am, be dressed and ready to work at 9am sharp. Having a stringent work schedule is crucial for your focus and productivity. Don’t forget – it’s also important to set a specific lunch time and make room for break times throughout the work day. One of the main reasons why people who work from home lose focus is because they don’t take enough breaks, or irregular breaks. As we’ve mentioned in a previous blog post, it is generally recommended that you take a 5-minute micro-break per every 30-45 minutes.
Step out of your office at least once a day.
When you work from home, it is much too easy to plant yourself at your desk – only to realize that you haven’t left the house (or showered!) in a few days. Schedule time to step out of your office at least once a day for a change of scenery. It’s not only crucial for your mental health, but according to some studies, sunshine and scenery changes improve short term memory by 20%.
Chapter 3: Defining Your Boundaries
Now that you have a work schedule, it’s time to set some boundaries.
By the end of this chapter, you will have the tools you need to protect your workspace and schedule from distractions throughout the day.
Communicate when and where you plan to work.
Now that you have a dedicated workspace and work schedule, it’s time to enforce them. Communicate to your family members when and where you plan to work, and make arrangements so that your workspace is free from distractions during this time. Clearly let them know that you will not be available during your working hours, but compromise by offering your time and attention during your after-hours. Skipping this step leads to frustration and resentment.
Designate a spot for your phone.
Did you know? It takes the human brain approximately 25 minutes to regain focus after a momentary distraction. Now, multiply that by the number of times you pick up your phone everyday to answer a message or check social media. That’s the number of minutes you could be getting more work done. Needless to say, your phone – unless it’s a crucial part of your work – shouldn’t be within easy reach while you work. Choose a spot to park your phone that requires some effort to get to – say, on a shelf or another table in the room – to maximize your working hours.
Make sure that your after-hours are truly “work-free.”
While it’s important to protect your “on” hours from distractions, it’s equally important to protect your “off” hours from work. Yet, when you don’t have a separate computer or commute home, it’s easy to let emails and Slack notifications slide in well past your working hours. This significantly impacts your mental health and leads to burnout. Adjust your phone settings so that notifications are muted after your designated end time. This may feel “selfish” at first – but in the long run, it does pay off in the form of increased productivity (and respect from others).
Take your days off seriously.
When your workplace is also where you live, it’s easy to log in momentarily or respond to a “quick email” during the weekend. This negates all of the previous efforts you have put into setting up a dedicated work environment and schedule. Devote at least one day a week to unplug. Seriously – unplug your computer if you need to.
Chapter 4: Following an Accountability System
Now that you’ve established a dedicated workspace, schedule and boundaries, let’s set up an accountability system to keep you on track.
By the end of this chapter, you will be ready to make the most out of working from home.
Track your hours.
Working from home offers a lot of autonomy, yes – but at the same time, your supervisor or client may want to know how you spend your days. To avoid conflicts down the road, get in the habit of tracking your hours using apps like Toggl. Quantifiable data is the best way to confront uncomfortable questions like, “So, what do you do all day?”
Schedule check-ins with your supervisor or client.
Due to the lack of face time and off-hand conversations, miscommunication and misunderstandings are inevitable in work-from-home situations. Don’t wait until things come to a head. Schedule regular check-ins with your supervisor or client so you can update them on your work progress and resolve any outstanding issues.