Working remotely for the first time can be overwhelming for some employees. It’s important that all employees have all the right equipment and processes to be setup for success. In this section, you will find best practices on how to educate and equip your employees with the right tips and tricks for staying productive while working remotely.
Utilize a simple, unified video conferencing solution to empower your teams to be more connected, productive and engaged.
Video meetings help teams maintain human connections, irrespective of physical location, which speeds up decision-making and improves your ability to collaborate.
There are several platforms employees can use for video conferencing. Click each logo below for a “how to” guide on each platform:
Set up your space
It’s important you have a quiet place to conduct the meeting, if not it’s recommended to use a headset. Make sure you are not too far or too close to the camera and that the area is well lit.
Dress like you would for an in-person meeting
Follow work dress code and try to avoid patterns and stripes (they can be distracting on camera)
Start the call on time
Make sure you test your camera and audio before you start the call
It’s important to stay muted when you are not speaking to ensure no background noise distracts from the call.
Help Employees Feel Like
They are still a team
If employees aren’t used to working remotely, they can sometimes feel isolated. Here are some best practices to help employees feel connected:
Use a chat app- Slack or Microsoft teams are great options. Chat apps are great ways employees can stay up-to-date quickly on company news. As well, allows for employees to have the social conversations remotely that would normally happen in-person.
Make sure everyone feels included- some employees who are not sure about working remotely may hang back and not participate in the conversation. It’s a good idea to hold video watch parties and other social events to make those employees feel included.
Increase Productivity From
Your Virtual Workforce
Establish structured daily check-ins
This could take the form of one-on-one calls if your employees work more independently, or a team call if their work is highly collaborative.
Make sure calls are regular and predictable, and that they are a forum in which employees know that they can consult with you, and that their concerns and questions will be heard.
Establish “rules of engagement”
Set expectations for the frequency, means, and ideal timing of communication
For example, “We use videoconferencing for daily check-in meetings, but we use IM when something is urgent.”
Let your employees know the best way and time to reach you during the workday
Keep an eye on communication among team members (to the extent appropriate), to ensure that they are sharing information as needed.
Know your body – Make time to get up and walk around
Make sure you have all the tools you need: the right laptops, network access, passcodes and instructions for remote login.
Minimize distractions and noises from others in your household. Separate your workspace from your personal space as much as possible. Use a pair of noise-canceling headphones to block out sounds. On conference calls, mute your microphone when you aren’t speaking. When videoconferencing, be mindful of what the camera is picking up behind you.
Use digital collaboration tools to communicate with colleagues. Schedule group meetings by videoconference and set up group chats via programs like Slack or Microsoft Teams. If email is leading to a misunderstanding, pick up the phone and have a conversation.
Talk with your manager about child-care challenges. If you’re asked to work from home and your children’s school or day-care shuts down, that might affect your ability to do remote work during normal business hours. In some cases, children may be old enough to fend for themselves, but younger children will need more attention. One possibility might be to set up shifts at home, where one parent works remotely and the other parent cares for the child, and then they switch.
Take steps to improve your internet speed. You may encounter slowdowns during periods of heavy use, like when you’re trying to work from home while your children are watching videos or playing games. Switch to Ethernet if you can. If not, move as close as possible to your Wi-Fi router.
Fight the feeling of isolation. While you want to minimize distraction from your family members or roommates, you also want to avoid feeling like you are completely alone all day. Maintaining social connection is tricky while trying to create social distance, but there are ways to maintain your mental health. For example, call people on the phone or videochat and break up the day with some exercise. Some employers have also begun offering online resilience training to address the challenges of working from home during the outbreak.
Keeping your facility clean will reduce the risk of transmission of Coronavirus, while providing peace of mind for your employees and customers. This guide contains best practices for how to ensure your facility is a clean and secure environment for employees and customers.
Create a plan to increase the frequency and intensity of your cleaning schedule and cleaning all areas of the business, especially high traffic areas. Increase your cleaning schedule, especially surfaces that are non-porous, because the virus can live on those surfaces up to 9 days
Provide easy access to sanitizer and other related sanitary products for employees and customers.
Establish clearly defined processes with daily checklists for what is cleaned, how and when.
Make preparations to increase cleaning services and have back up cleaning companies who are ready to fill the gap if your existing partner loses the capacity to serve you.
Upgrade quantity and quality of cleaning supplies to satisfy the increase in demand.
Refill soap often and have plenty of alcohol-based hand sanitizer (60% alcohol) in all restrooms and common areas.
Place UV humidifiers in high traffic areas where customers gather, to kill airborne particles that can live for hours.
Clean & Disinfect
How to clean & disinfect surfaces
Clean & disinfect frequently touched objects and surfaces.
Dirty surfaces can be cleaned with soap and water prior to disinfection.
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