Making Telecommuting Productive

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The COVID-19 pandemic has resulted in more people telecommuting. In Singapore, circuit breaker, a nationwide partial lockdown, was introduced on 7 April 2020. All non-essential workplaces were closed and workers had to work from home. Post circuit breaker, it is expected that telecommuting will be the new normal as COVID-19 is set to reshape the nature of work.

For many companies, telecommuting is a new experience. Businesses are rightfully concerned about the impact on productivity of working from home. A study(1) of 500 workers conducted by Stanford University shows significant productivity boost among the telecommuters, equivalent to a full day’s work. Telecommuters were found to work longer hours than their peers in the office and take fewer sick leave. They enjoyed flexible work schedule, had less office distractions and saved on commuting time.

Successful telecommuting arrangements require that management set clear guidelines and procedures and a healthy dose of discipline on the part of telecommuters. The following are some tips on how telecommuters and managers can become more efficient and productive.

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1. Follow A Schedule

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In the more fluid environment at home, self–discipline is key to productive telecommuting. Without the structure of a traditional workplace, setting a schedule that is similar to the one when working in the office and following a routine will help workers feel more structured and focused. While telecommuting offers lots of flexibility, establishing “office” hours ensure that workers are not stressed by over working or underperforming his capacity.

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2. Establish Clear Boundary

It is essential for teleworkers to create their own strategies for setting up clear boundary between work and home life. It is useful to establish rules for the worker and family members so as to enhance focus on work and minimise disruptions. These may include “do not disturb” guidelines, work hours, break times and time for handling personal matters. It is advisable not to take care of children and work at the same time because both will suffer as a result.

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3. Set Up Conducive Work Environment

This should include a dedicated workplace free from disruptions. Ideally the place should have a door which can be closed when necessary to shut out noise or interruptions. The workplace should not be the kitchen table or in the bedroom where distractions are inevitable.

4. Avoid Distractions

At home, workers will experience many forms of distractions throughout the day. These include text messages, phone calls and social media. Steps that workers can take to enhance focus on their work include silencing their phones and staying away from areas in their homes that are likely to distract their attention elsewhere.

5. Keep Workers Engaged

One of the disadvantages of working from home is the lack of engagement among co-workers. But there are things that the company and worker can do to strengthen bonding and keep workers from feeling isolated, lonely or stressed. Setting specific times daily for video conferencing helps the team get together and reinforces team work and esprit de corps. Virtual coffee or lunch breaks can break the monotony of working from home. Company-wide challenges, contests or games are great ways to get people together, involved and engaged, leading to more motivated and productive workers.

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6. Provide Appropriate Tools

Providing appropriate tools such as laptops and relevant software and apps are critical to productive telecommute. It can be frustrating for remote workers wanting to excel but held back by inadequate tools. They should have all the materials, equipment and information they need to do their work. Business should provide access to company-owned devices, files, software and login codes to access crucial information or files offsite. Laptop is the primary productivity tool for performing tasks as well as for communicating with team members and management. Besides hardware, a wide range of software for communications, collaboration, task management and information sharing is available to empower telecommuters to increase productivity. It is best to use the tools that workers are already using and familiar with.

7. Take Care Of Personal Health

Taking care of physical and mental health is just as important as working with the right ergonomic equipment and conducive work environment. Getting up, moving around and taking the eyes off the screen on a regular basis are simple yet important aspects of working from home productively. Participating in virtual workouts such as yoga or pilates or even a meditation session will help keep telecommuters fit and healthy.

8. Build Trust

Trust is the foundation of any successful and productive work from home arrangement. Management should avoid micromanagement and trust their staff to manage themselves, and get the work done based on pre-agreed performance metrics. Trust in the workplace increases speed and efficiency and ultimately performance. It is essential to the telecommuters unlocking their performance potential.

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9. Set Clear Expectations

An important aspect of building trust is to have all parties agree to and set clear expectations on task assignments, roles, performance, participating in daily team video conferencing, submission of progress reports and monitoring. Setting clear expectations indicates management’s attention to and understanding of workers’ desire to succeed.

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Quarterly Journal of Economic, ‘Does Working From Home Work’, March 3, 2015. Please use this link to access article, https://nbloom.people.stanford.edu/sites/g/files/sbiybj4746/f/wfh.pdf

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Quarterly Journal of Economic, ‘Does Working From Home Work’, March 3, 2015. Please use this link to access article, https://nbloom.people.stanford.edu/sites/g/files/sbiybj4746/f/wfh.pdf

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