No one can deny that since COVID-19 stormed the globe, the world has changed. But that doesn’t mean we can’t embrace the “new normal” by using everything at our disposal to stay productive, happy, and connected.
For a while now, the majority of office workers and entrepreneurs have been working from home. And during that time, we’ve uncovered the best practices and tools for working remotely - and practicing self-care while we’re at it. So, we’re going to reveal everything we've learned thus far in the hopes this will help you enjoy a more positive and connected remote working experience.
Does that sound good to you? Fab. Let's dive in!
Some of us find self-motivation more of a challenge while working remotely, making time management all the more vital. Although there are plenty of perks to working remotely, it can be a shock to the system. Deadlines may be different, meetings too, and the office's 'buzz' that prompts productivity is sorely lacking.
So, here are three of the best free tools to help you with your time management:
RescueTime
RescueTime's award-winning software offers:
- Automatic time tracking
- Distraction blocking tools
- Reports on how you spend your time
- Smart goal setting
- Integrations with apps like Calendar and Slack
- One-click offline time tracking
- A four-week training course on how to be productive
- RescueTime for teams
Why we like it: RescueTime provides an excellent insight into how you spend your day. It's just as suitable for individuals as it is for teams. RescueTime works wonders for highlighting time-wasting activities, freeing up more opportunities to be productive.
Google Calendar
Everyone’s heard of Google Calendar, but not everyone uses it to its full potential. For instance, did you know this tool provides all the following features?...
- Different calendars for scheduling various aspects of your life
- You can suggest meeting times to friends and colleagues.
- You can hide sensitive/private meetings if others have access to your calendar.
- Access to Google Hangouts (here you can set up remote face-to-face video meetings)
- You can add attachments to meetings, e.g., agendas, reports, etc.
- Access to a world clock (this is especially handy if colleagues are based in different time zones)
- Access to their 'Working Hours' feature. This highlights on your calendars when you’re at work and when you’re not.
- You can share calendars with colleagues.
Why we like it: Google Calendars helps you manage your time alongside your colleagues. Sharing calendars with workmates is a breeze, so you'll reduce the chance of timetable clashes and misunderstandings about deadlines. There’s also a free 30-day trial and a free plan available!
Toggl
This popular time tracking app comes with a basic free plan. It's ideal for remote workers that need a bit of help keeping their schedule in check and boosting productivity.
Here’s some of what Toggle has on offer:
- With just a click, you can create a new time entry or continue tracking an existing task.
- Toggl detects and records the time you're idle.
- You'll receive reminders to set your time tracker when it’s off.
- Access to more than 100 app integrations
- You can create manual time entries
- You can generate reports, which can be exported into Excel, PDF, and CSV files
- You can assign billable rates
Why we like it: Toggl's easy-to-read dashboard makes it simple to manage your schedule in real-time via mobile and/or desktop devices.
As we've already hinted at, it’s easy to become your own worst enemy while working remotely. There are so many distractions!
Unfortunately, apps and software can only help so much. The key to successfully working remotely mainly comes down to your own personal habits and mindset.
Start your day at the same time you would usually if you were heading to work. Set an alarm if you have to. Not only does this provide some much-needed structure to your day, but it also helps get you in the right mindset for hitting the ground running.
"Carrying out routine activities reduces stress by making the situation appear more controllable and predictable," says Indumathi Bendi, M.D.
So, if you already have a daily routine, try and stick to it as much as possible while you’re working from home. You may be at home, but that doesn’t mean you have to work in your pajamas or underpants. We advise taking your typical office routine and mimicking it as closely as possible while working remotely. Write a to-do list, get coffee, get dressed even when you don’t have meetings, and act like you’re in an office.
It’s tough enough managing our own time and schedule, but if you’re working on multiple projects that involve team members and stakeholders, you’re going to need more than a traditional to-do list.
Luckily, there are plenty of free software packages out there to help with project management. Here are three of our free favorites:
Jira
This project management platform allows you to plan, track, and review your work daily, weekly, or per project.
Some of its features include:
- Agile reporting that tracks real-time progress
- Customizable workflows where you can see the status of specific tasks.
- Scrum and Kanban boards where you can view your team’s work at a glance.
- 2GB worth of file storage on Jira's free plan
Why we like it: Jira's free plan allows you to register up to ten users, making it perfect for small businesses.
There are also Jira alternatives if you find that you need more options for project management.
AirTable
AirTable's a cloud-based tool that says it’s part spreadsheet, part database. It's an “entirely flexible” all-in-one project management tool with a free plan that enables you to:
- See what colleagues are working on and when.
- You can comment on tasks in real-time.
- Unlimited bases (Projects are split into “Bases,” which are a bit like workbooks in spreadsheets).
- A minimum of 1,200 records per base (a record is like a row in a spreadsheet).
- 2GB per base
- Access to email support and an in-depth online knowledge base
- There are lots of different field types including file attachments, checkboxes, dropdowns, and more
Why we like it: AirTable's dashboard is colorful and easy-to-read, with sufficient features in its free plan for small or lone operations. However, you may need to upgrade to one of AirTable's paid-for packages to access more features.
Asana
Asana allows you to manage projects, tasks, and deadlines. There's a free trial and a free basic plan too. It's ideal for individuals and/or teams who are just getting started with project management.
Here are some of its free features:
- You can collaborate with 15 other people
- Access to a calendar view
- You can assign tasks and set deadlines
- Access to lots of integrations (but many come with a price tag)
- Boards to organize your work and view work streams
- You can create 'timelines' to map out your project
Why we like it: Asana's free plan permits you to collaborate with a generous number of people and provides all the basics you need to get started with project management.
Utilizing the right software for your needs is just one part of successful project management when working remotely. But what about other techniques and tips?
Know Your Project
Unfortunately, most organizations have a project failure rate of 70%! So, familiarize yourself with every aspect of the project. Not only does this help you to monitor your own work and to stick to deadlines, but you can keep better track of others’ work too. You’ll also be in a better position to watch out for any potential pitfalls and budget overspends.
Communicate
Clear communication with your team is imperative. Yes, firing off emails and setting deadline reminders have their place, but remember, humans aren't machines - they need encouragement and appreciation.
Interestingly, 28% attribute poor communication as the main reason for not delivering a project by the original deadline. So, every now and then, set up times to speak with colleagues on Zoom, or Skype. This creates an opportunity for you to show your gratitude for all their hard work, and trickier workstreams are often easier to resolve via video conversations or virtual conference rooms. You can iron out the project's finer details and double-check everyone knows what they're responsible for - clear communication is essential for avoiding any misunderstandings.
Define Milestones
Identifying and defining project milestones for all team members and stakeholders is crucial. That way, everyone is working toward the same goals. This means taking a massive project and breaking it down into bite-sized chunks so that every step can be carefully planned and evaluated.
If you’re a manager with the challenging but not entirely impossible task of leading your team remotely, you’re going to need some help.
So, here are a few free tools we think will come in useful. Of course, some of the above solutions will come in handy for task and project tracking, so we’re focusing on tools for communication and virtual meetings below:
Slack
Slack has a basic free plan, as well as more sophisticated paid-for options. For the uninitiated, Slack is a collaborative hub where you can message colleagues via 'channels' organized by topic, team, or project.
Here are some of Slack's basic features:
- Everything is searchable, such as files, messages, and integrations.
- You can store 10,000 messages, but paid-for plans offer unlimited storage.
- You can use up to ten app integrations, but paid-for programs offer unlimited app integrations.
- Access to 5GB worth of total storage, but paid-for programs offer between 10GB and 1TB per member.
- Access to one workspace where all your files, messages, etc. are kept
- You can have one-to-one calls, but with Slack's paid-for packages, up to 15 participants can join a call.
Why we like it: It’s a simple way for individuals and teams to talk in real-time and share files. We also love that you can integrate with apps like the aforementioned Google Calendar and Jira.
Google Hangouts Chat
If you or your company uses G Suite, you'll automatically get access to Google Hangouts Chat. This app supports 28 languages, so if you have an international team, that's no bother. You can create rooms where up to 8,000 members can join, where you can do the following:
- Share Google docs, sheets and slides
- Create a virtual agenda
- Generate private rooms for chats
- Assign permissions to team members
Why we like it: Google Hangouts Chat is part of the all-powerful G Suite. It offers a secure and easy-to-use platform for you to communicate and share files with your team.
Chanty
Chanty is an AI-powered platform that facilitates team chats. It comes with a free plan that supports up to ten people - which you can use forever!
Here are some of Chanty’s most notable advantages:
- Unlimited private or public chats
- Unlimited one-to-one audio calls
- Unlimited searchable chat history
- Access to a built-in task manager
- You can send voice messages
- Access to 20GB worth of file storage (on the free plan)
- Up to ten integrations (on the free plan)
What we like: With Chanty, you get a lot for free if you have a team of ten (or less). We also love that you get access to free audio calls.
Software aside, nothing beats a personal touch. So, what can you do as a manager to ensure your remote workforce stays motivated and engaged?
Stay Connected
Don’t make the fatal error of never speaking with your team members. You may be working remotely, but that doesn’t mean 'out of sight out of mind.'
Call people.
Sometimes people feel awkward putting something in an email, that they'd otherwise feel comfortable discussing over video chat or an audio call. Keep the lines of communication open by ensuring team members know how to reach you if they need - video calls, live chat, voice, and so on.
Communicate Your Expectations
Some people take to remote work better than others. If this is a new situation for you and your team, be crystal clear about timetables, expectations, and behaviors from the get-go. Ensure your team understands your company culture still applies even if they're in their pajamas!
If you’re new to working remotely, keeping an organized and comfortable workspace goes a long way. So, here are some tips on how to make your at-home office work for you.
Adopt Healthy Morning Habits
How you start the day is essential - especially when you're working remotely. When we work from home, our workspace might be the living room, bedroom, kitchen, etc. When the lines between work and home begin to blur, getting into a productive mindset can be challenging. This is where adopting the right morning habits make slipping into 'the zone' much easier!
Wake at the Right Time for Your Body Clock
‘The early bird catches the worm’ is true for many. In fact, Forbes highlights tons of studies that show the benefits of getting up early. One of which suggests early risers are more likely to better plan their days for productivity. Often they take some quiet time in the morning for goal-setting and planning their schedules.
But there's something to be said for getting up when it suits you. Not everyone is a morning person, and often, you can’t force yourself to change your inner clock. Sleep.org argues that your body knows exactly when it wants to be awake and working. If you can’t fall asleep any sooner than midnight, forcing yourself to get up at 5 am, will only leave you tired.
So, enjoy the freedom remote working provides and settle into a schedule that suits you. The most important thing is consistency.
Set your alarm at the same time every day and go to bed on schedule. This will help you fall asleep quicker so that you get enough rest to feel refreshed and ready to tackle your working day.
Prepare the Night Before
Unless you’re someone who can jump out of bed at five in the morning and straight into a cold shower, feeling energized and ready to take on the world, you might find the mornings a chore.
When we work from home, we don’t have a commute that enables us to mentally prepare for the day. This sometimes makes motivating ourselves all the harder. So, make your life easier by preparing ahead. This could include anything from choosing your outfit the day before, writing out a to-do list, organizing your desk, etc.
You get the idea.
Do as much as you can the evening before, so you don’t have lots of chores in the morning. Starting the day with a clear plan helps to sharpen your mindset from the get-go!
Exercise in the Mornings
No gym membership needed! A 20-minute at-home exercise routine is an excellent way to kickstart your day. In fact, participants in a recent study showed a 12% improvement in cognitive ability after exercising - which is more than a cup of coffee, which only gave a boost of 6%!
Exercise gets the blood flowing, gives you an energy boost, and stretches out your muscles; it's a healthy habit for mind and body alike. Needless to say, it's the perfect way to switch your brain into gear for the working day!
Stay Productive
Without your boss hovering over your shoulder, it's easy to procrastinate. At home, everything is calling for your attention. Your spouse, children, the dog, the TV - they’re all combatting for your time. Not to mention the bed is right there - it’s so easy to nip back under the covers for a 'quick' nap.
If you’re struggling to focus, don’t worry. There are plenty of tried and tested techniques for staying productive...
Eliminate Distractions
As we've just hinted at, distractions are a massive threat to your productivity. That’s why it’s essential to eliminate them where possible. Of course, you can't get rid of your kids, housemates, spouse, etc. (as much as you might want to!). However, you can make it clear, unless it's an emergency, you shouldn't be disturbed during working hours.
Likewise, if you're easily distracted by social media, log out of these platforms in the morning, so you're not tempted to quickly scroll through your feeds.
Stick to a Plan
Procrastination often results when we waver in resolution. When we don’t know what our next step or task is, it's easy to go down a rabbit hole of distractions and switch off from work. Avoid those moments of uncertainty by setting out a clear to-do list.
This may involve breaking larger tasks into smaller ones to provide a better sense of direction. Ticking off things on a to-do list generates a sense of achievement, which, in turn, helps to keep you motivated until you get the job done!
Schedule Regular Breaks
Sometimes the best way to stop yourself from procrastinating while working is to permit yourself a set amount of time to actively delay. This acts as both a reward for your hard work, and it breaks up your day - win-win!
Try using the Pomodoro method designed by Francesco Cirillo. First, decide on how long you'll work on a task without distraction (traditionally 25 minutes). Once this time's up, you can take a short 3-5 minute break and then get back to work. Once you've completed four cycles of this, you can allow yourself a longer break.
Use these breaks for whatever you like - this is the time to actively procrastinate. Put a load of washing on, buy something on Amazon, take a quick walk around the house, etc.
The principle is simple - work for short bursts with greater focus and get more done!
Stay Connected with Your Colleagues
When we work with others, they keep us accountable - either directly or indirectly. So, there's value to checking in with your colleagues every now and then while working remotely.
If you're using one of the project management apps mentioned above, you can see what your team is working on. Ask how their tasks are going and, likewise, report to them your progress.
Staying in tune with your colleagues is a constant reminder that your productivity affects others. So, be proactive about connecting with your team. It may seem trivial, but it's a really effective way of staying on track!
Offices often provide ergonomic and healthy workspaces for their workers. But, when working from home, you might face a different setup. If you're experiencing back, neck, shoulder, and/or wrist pain after a few days of working remotely, you might need to upgrade your at-home workspace.
Don’t Work From Your Bed or Sofa
For a few days, working from the comfort of your bed or sofa might sound tempting. But after a while, you'll quickly notice your back suffers as a result.
Instead, use a desk or table where a monitor can be placed. Utilize a traditional office setup with a chair, keyboard, mouse, and monitor set to the right height.
If this is new to you, here are some tips on positioning your equipment to stop those niggling aches and pains:
Monitor: Elevate your computer monitor so that your eyes are leveled with the top of the screen when you look straight ahead. You should neither have to glance down nor up to perform your work.
Desk: Your desk should be heightened so that when you extend your forearms at a ninety-degree angle, they're level with the desk.
Chair: Your chair should be at the right height so you can plant both feet flat on the floor with your knees at a ninety-degree angle. Use a seat cushion and a rolled-up towel for lower back support if you don't own an ergonomic chair.
If possible, avoid using a laptop on its own. Usually, laptop screens are too small and low down to sit and work comfortably.
Stretch Regularly
One of the simplest ways to alleviate stress on the body as you work from home is to get up at least once every hour to briefly walk around and stretch your muscles.
Here are some stretches you can do to prevent cramps, aches, and pains:
- The forward fold. Stand behind the chair and place your elbows inside your hands. Rest your arms on the back of the chair or the seat, and bend your knees if necessary. Keep your back straight throughout the exercise.
- The shoulder release. Stand next to a wall with one shoulder against it. Extend your arm straight up, and move it down behind you slowly, similarly to the motion of a clock. Keep your palm facing the wall. Afterward, turn and repeat with your other arm.
Open your shoulders. If you’re prone to slouching, scoot to the edge of your chair and sit straight. One arm should be dropped to your side, the other can be raised over your head while you lean to the opposite side. Repeat with the other side. Stretch both arms behind you and grab the edges of your seat while pushing your chest out.
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