The wider impact of COVID-19 is largely unprecedented, although somewhat prophesied by experts including Bill Gates, in a now-viral 2015 TED talk, it’s not what 99.9% of professionals would have anticipated in 2020.
With that, there is a significant degree of uncertainty in how we can remain productive and innovative at work while navigating such uncharted circumstances, especially for Millenials such as myself.
Fortunately, however, in our techie world, there are useful tools and best practices which will certainly help make homeworking a success. I have learned from experiences in my career to date and here are my personal top digital tools and tips for working at home:
6 tools for productivity when homeworking:
- Cloud-based document system (Google Drive, OneDrive…)
Using cloud storage to store files is an extremely powerful tool which can make collaboration away from the office quite effortless, even enjoyable.
Tools such as Google Drive, Sharepoint, and OneDrive allow you to store documents, presentations, spreadsheets, and more online and assign individual user access to securely work on documents with colleagues and share them.
Whether writing up meeting notes, detailing out strategies, editing client presentations, or handling data, it’s a great tool I’d recommend.
- Virtual Private Network (VPN)
Securing your online activity and safeguarding business intellectual property is essential while working at home. VPNs not only allow access to company servers while away from the office but they also mask your web traffic to potential snoopers while working on a public or home WiFi network.
They essentially work by reaching the target website or domain via a remote server before returning back to your laptop, mobile, or PC, keeping private where you’ve been online to only you (and the server you used). If using a work’s VPN, this is via your office’s servers and so is secured internally. If using a 3rd party company to provide this service, the good ones such as my favourite: TunnelBear promise no data storage and locations around the world for the best speed and access.
- Digital Workspace (Monday.com, Microsoft Teams, Trello, Hive….)
Using a digital workplace tool to plan tasks between colleagues and teams can massively increase productivity.
You can plan projects between assigned teams, set deadlines, and comment on individual tasks, and more, all within one portal.
I have used Trello, Hive and Monday.com, but my favourite so far is Microsoft Teams – especially if you’re used to MS Office and work mainly internally.
- Videoconferencing Solutions (Microsoft Teams, Skype, Zoom…)
Every laptop has a webcam these days and it’s an excellent feature for maintaining the in-person feel while adhering to recent social-distancing restrictions.
Teams, Skype, and Zoom are great products, including free versions, to hold internal and external meetings. They even have some handy features such as screen sharing, remote-access controls, and live recording.
- Meetings Schedulers (Zapier, Doodle, Calendly…)
Apps such as Calendly, Zapier, and Doodle allow others to see when you are free and book timeslots for meetings. Your calendar stays private buts externals can view when you’re free and easily book in a time to chat. I’ve used Calendly a lot and found it really user-friendly, it even reminds you and the attendee when meetings are coming up and integrates with third-party apps such as Google Hangouts.
- Communication (WhatsApp, Slack, Workplace by Facebook, Microsoft Teams)
Keeping up with colleagues on tasks, projects, and office chat gossip is essential for both staying productive and having a little light-hearted fun.
A simple WhatsApp group will work well to send the odd GIF and viral video but I’d also recommend trying more dedicated business-orientated chatrooms such as Slack, Workplace by Facebook, and Microsoft Teams – once you try them, I doubt you’ll return to emailing your colleagues who’s birthday is up next!
4 tips for ramping up your efficiency when homeworking:
- Regular communication with colleagues, clients, suppliers, and stakeholders
Although it applies to office-based life, maintaining regular communication with the key people both internal and external is essential to homeworking. What may come less naturally, however, is developing new relationships without the in-person touch. This is where a little consideration, interest, and light humour can really help.
- Set up one room in your home like an office
Perhaps the most important part of staying productive while homeworking is in dedicating a room or area to work with a desk… and a comfortable chair. Having an assigned workspace can help switch your brain into ‘work-mode’ and keep focussed. I’d suggest having a nice back wall behind you for video calls – if like me that’s with a New York picture framed and a guitar hanging up 🙂
- Take a regular lunch break
Although the kitchen is always there, specifying a lunch break of say 30mins or 1 hour and sticking to it each day can be far better for your rhythm than taking 15 mins whenever.
I find working from home when used to office life is all about pretending you’re still in the office and keeping to a schedule… of course others may disagree!
- Exercise body and mind
If setting up an office was most important to productivity, exercise at home is vital to personal health.
I find taking a short walk out of the house before work or at lunch and jumping on the exercise bike after 5 pm to be really helpful.
Also, looking away from the computer screen every so often and closing your eyes for half a minute is great to keep your eyes from straining over pixels.
Any thoughts to add or burning questions?
Please feel free to engage with any ideas you have or questions so we can all learn from each other to make the most out of our situation – we’re in this together!
I’m on a millennial journey to explore tech’s innovation and discuss its impact. Follow the conversation, discuss tech-related topics, and keep up with an evolving digital reality.