Remote Work: How to Organize Work from a Distance?

Organize Your Workspace 🪄

Encourage your teams to create a comfortable workspace where they can leave their computer and work tools. The arrangement of this workspace is important and it is recommended to separate it from your "relaxation" space. This allows you to compartmentalize moments and get into the right mindset, promoting better organization and work management. Also make sure they have a comfortable chair and optimal conditions if they need to work from their home regularly. Try to give them advice on setting up this workspace or offer alternative solutions like meeting in small groups at a café or a coworking space if office capacity is limited. In a remote work environment, it is crucial to minimize distractions, for example by limiting exposure to non-work screens and creating a quiet environment conducive to concentration.

Get Exercise 🏃🏼

It's no secret, working all day in front of your computer increases sedentary behavior and can affect work well-being. At the office, you take breaks with others, you move around to go to meetings, promoting communication and physical activity. By staying alone at home, you move less, which can impact your safety and interpersonal skills. Push your employees to exercise. Why not organize a fitness activity remotely via Zoom with a real sports coach? This can help improve well-being and strengthen relationships within teams.

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Circulate Information 🔄

Schedule work meetings in advance and on a regular basis for better project management and to achieve your objectives. Everyone should have the same level of information to feel involved. Think about strengthening communication by keeping everyone in the loop and using professional messaging tools like Slack or Teams to stay reachable and be able to work as a team despite distance and individual constraints. Managers can thus better coordinate teams and ensure efficient organization even in hybrid mode.

Maintain Social Connection 🔗

What is often criticized about remote work is the loss of social connection and team cohesion. It is important that your employees maintain this team cohesion to ensure good communication and strengthen management within teams. Some companies organize, for example, remote team-buildings to promote company life and maintain trust between members. Ask your employees what they need and have them participate in the company's life. They will feel more involved and understanding while working in a remote work environment.

Listen and Respond 👂🏽

Being a good listener in management is not just about leaving your office door open. Encourage your employees to come to you if they encounter difficulties and be available even remotely, by phone or message. Good communication also includes observation. Even in video conference, you can see in your employees' facial expressions whether they look well or conversely seem worried. Open the dialogue and try to be flexible. It's not about favoritism but taking into account each person's situation and constraints to be able to adapt. If one of your employees needs to watch their children because school closes, allow them to work on adjusted schedules, ensuring their right to autonomy. So be understanding and flexible and ensure that your teams are not overloaded through proper task management.

Organize Team Moments 🤩

Be creative to include all your employees by organizing moments of sharing, even for those who are remote. For example, set up themed days where your employees, even from their homes, must dress up and follow the day's theme, thus strengthening the bond between team members. You can also organize virtual breakfasts to promote better communication and share your objectives and weekly projects with good humor! This is the best way to maintain team cohesion and promote collaboration. With Wobee, you can even go further and offer them new activities, such as suggesting ideas for a collaborative playlist to "work with music" or organizing a birthday pool to celebrate virtually on the Big Day, offering innovative solutions to maintain your employees' engagement and motivation.

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Remote work can be classified into three main categories, depending on how often and how remote work is organized:

1. Regular or permanent remote work

• The employee works mainly or exclusively remotely, often from home.
• A formal contract or contract amendment defines the remote work days, the tools required and the terms.
• This is common in companies that adopt a "remote-first" or 100% remote work model.

Example: A developer working exclusively from home for a company based in another region.

2. Partial or hybrid remote work

• The employee alternates between remote work and on-site work.
• Remote work days are generally set in advance, on a regular or flexible basis.
• This model is often preferred to maintain social connection and in-person collaboration.

Example: A manager who works remotely 2 days a week and at the office the other 3 days.

3. Occasional remote work

• It is used on an ad hoc, non-systematic basis.
• It may be linked to exceptional circumstances (strikes, weather conditions, personal constraints, etc.).
• It requires prior authorization from the employer, but may be informal in some companies.

Example: An employee allowed to work remotely for one day because their child is sick.

These types of remote work meet different needs and require adjustments to HR policies to ensure productivity and balance for employees.

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Organizing your work effectively when working remotely requires a combination of best practices, discipline and the right tools. Here is a list of tips to maximize your productivity and maintain a healthy work-life balance:

1. Create a dedicated workspace

• Set up a quiet space: Choose a spot away from distractions, with good natural light.
• Invest in ergonomic furniture: A comfortable chair and a desk at the right height are essential to avoid aches and pains.
• Personalize the space: Add motivating touches such as plants or inspiring objects.

2. Adopt a clear routine

• Keep fixed hours: Set a start and end time to structure your day.
• Dress as if you were going to the office: It helps you get into a professional mindset.
• Take regular breaks: Use the Pomodoro technique (25 minutes of work, 5-minute break) to stay focused.

3. Plan and prioritize your tasks

• Draw up a daily schedule: Write down your priorities using tools such as Trello, Notion or a simple to-do list.
• Set realistic goals: Break large tasks into steps to avoid procrastination.
• Prepare your day in advance: Review the next day's tasks every evening.

4. Communicate effectively

• Schedule collaboration time: Use tools such as Slack, Microsoft Teams or Zoom for meetings.
• Be clear and concise: In your emails or messages, spell out expectations and deadlines.
• Plan regular check-ins with your team: This helps maintain team momentum.

5. Limit distractions

• Inform the people around you: Let your family or roommates know your hours to avoid interruptions.
• Avoid social media: Use tools such as Focus@Will or Forest to stay focused.
• Turn off unnecessary notifications: Set aside specific time slots to check your emails.

6. Prioritize well-being

• Take active breaks: Stretch or go outside for some fresh air to avoid being sedentary.
• Eat well: Prepare balanced meals to avoid snacking.
• Stay socially connected: Talk with your colleagues or take part in virtual activities to avoid isolation.

7. Regularly assess your organization

• Analyze your productivity: Identify what works well and what needs improvement.
• Adapt to the unexpected: Adjust your priorities according to urgent matters.
• Step back: Set aside time to disconnect and reflect on your accomplishments.

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