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[Audiobook] Career Development | Remote Working
Can mistakes really be your greatest learning tool? Discover how slip-ups can become stepping stones in your quest for remote work mastery. Join us for an enlightening journey into the world of telework and telecommuting, where we uncover essential skills and strategies for thriving in a remote work environment. Through Jason and Stacey's experience, we'll highlight the crucial traits every teleworker needs: self-discipline, organization, and proactive communication.
Time management is a game-changer, and Joshua's story shows how even small adjustments can lead to big improvements. We'll discuss the importance of developing positive habits, minimizing distractions, and managing time zones when working with virtual teams. Learn valuable strategies for structuring your day to boost productivity and handle the unique challenges of remote work.
Building trust and teamwork in a remote setting is more vital than ever. Cheryl and Deb's experience illustrates how regular communication and social interaction can combat feelings of isolation. We'll emphasize setting clear boundaries, maintaining a structured routine, and the significance of feedback. Motivational quotes and practical examples will inspire you to foster a supportive and productive virtual work environment. Tune in for actionable insights to transform your remote work experience!
Sign up for our self-paced courses or instructor-led workshops at www.ht-a.solutions
Sign up for our self-paced courses or instructor-led workshops at www.ht-a.solutions
Sign up for our self-paced courses or instructor-led workshops at www.ht-a.solutions
Telework and Telecommuting. Module 1. Getting Started Working in a home office requires a unique set of skills. Teleworkers or virtual employees have additional challenges created by not being in a centralized office. Communication issues alone make it a challenging job and recognizing these challenges will help your participants become great teleworkers. Through telework and telecommuting, your employees will see a great improvement in their performance and well-being. Being a teleworker does have the advantages of flexible schedules, no commute and saving the company money. Your participants will establish the additional skills needed to be successful in their work-from-home environment. Module 2. Core Skills Required. Module 2. Core Skills Required.
Speaker 1:As with any job position, certain skills and abilities are needed to be a successful teleworker and member of a virtual team. Common skills needed are ways to manage your time and organize all assignments and duties. When building your virtual team, remember to find employees that can work well under minimal supervision and can function with different types of technology. More employees are choosing to work from home or outside the standard office. It not only saves the company money, but it allows them to expand into other areas and cover more ground. But when working outside of a standard office, you must learn to self-manage. A manager cannot always be present present and cannot always watch over your shoulder. You must be able to monitor your own progress and be able to keep track of your assignments and deadlines. If you do not have basic skills of self-management, then you won't be able to function in a virtual office. Common tools for self-management Make a schedule and stick to it. Keep a calendar of important dates and deadlines. Check in with team members periodically to stay in the loop.
Speaker 1:When you work with little supervision, it is important that you're able to manage your time on your own. This does not necessarily mean you must manage every minute or try to force yourself to stay focused. Time management means recognizing when you have deadlines and knowing how long it will take you to finish a project or assignment. Sometimes you can let in too many distractions or try to take on too many duties at once. This, in turn, can cause you to manage your work time poorly and fail to do a good job. Your manager cannot completely manage your time and resources for you. Instead, they will give support and offer advice on ways to stay focused and on track. Many employees have the knowledge of good time management skills and methods, but may need a reminder on how to use them.
Speaker 1:As a teleworker, you need to be sure that all files and assignments paper or electronic are fully organized, which is a form of self-management. Ensuring that the office is always organized can boost productivity and reduce errors made by misplaced files or a forgotten assignment. Planning is also an important part of organization because you need to be able to manage your time and resources, especially since you do not have a manager to supervise you at all times. Be encouraged to adapt a universal or adaptable filing system to organize your work for easy access. Also, feel free to utilize different methods of planning and organizing your time, such as day planners, email timers or reminder systems. Common tips for better organization Create a pattern in your day to organize and plan different tasks. Keep a calendar or planner with important dates and reminders. Plan ahead and know what assignments or deadlines are approaching. Set up your email account to remind you periodically of important dates. Use a filing or storage that can be adapted in case there are any changes or modifications.
Speaker 1:Communication can be a difficult aspect to master. With a virtual team. You will not only deal with traditional communication issues among team members and management, but you can face additional problems that can cause you to feel additional stress With your peers not being able to directly come to you when they need to talk. This extra time to reach out to teammates can be a cause of friction. It is important for everyone to be aware of the various methods of communication available to them, including email, phone, fax, mail, etc. Employees should know how to use each method of communication and what kind of information they can be used for. Be open and clear about what you want from your teammates and let them know of ways they can reach you if they have a problem. Example forms of communication for teleworkers Email, instant messaging, phone call, text messaging, video call.
Speaker 1:Jason is trying to select a new employee for his team of teleworkers. He knows that the candidate must have great skills in self-management and communication. The employee must be able to work from home with minimal supervision. Jason interviewed Stacey, who is from a different department. Her manager had given her a good recommendation based on her self-management and time management skills. In her current position she has managed many of her own projects and works great with other employees. When Jason asked about how she felt working from home, stacey was excited and said she already had a home office she uses when not at work. Jason felt as though Stacey would make a great addition to his teleworker team and welcomed her aboard.
Speaker 1:Module 3. Self-management, part 1. While self-management can mean different things in different fields, for teleworkers it means being able to manage your job, duties and responsibilities on your own, with very little supervision for management. This requires a lot of self-discipline and a sense of self-awareness what you are capable of and accomplishing it. Remember that while many things can be managed by the teleworker, nothing replaces the manager's role.
Speaker 1:In their professional development, teleworkers often face many obstacles and problems when working in an office away from the central location, since they are not always in reach of management. These workers will have to learn how to solve many problems on their own. For minor problems such as computer malfunctions or even an unhappy customer, you should be prepared to solve the problem and possibly prevent it from happening again. The key is to make sure that you have the resources needed to solve problems as they will arise. Lay out action plans with your teammates regarding what to do when a problem arises. Determine how much they should handle on their own and at what point they need to reach out for help. Questions for solving problems. What has happened? What would it take to resolve this? Can I do this on my own, or do I need help? What is the next step I should take?
Speaker 1:Motivation is one of the key aspects of being successful at work, especially on a virtual team. It has been shown that employees who are motivated in their work are happier, more enthusiastic and more productive. If you are not motivated in your work, you will not be able to function in your home office, much less with the rest of the group. Sometimes, at the beginning of an assignment, you can feel highly motivated, but that motivation can wane if you do not take action. Review what has happened so far and realize how far you've come and how far you need to go. While periods of low motivation can happen now and again, it is important to make sure it is only temporary and does not become a permanent situation.
Speaker 1:Keys for staying motivated Establish your goals. Create a plan of action to achieve these goals. Feel good about your achievements and build on them. Review any mistakes made and learn from them. Any truthful employee will tell you that when management is not present, they will be more lenient in their current assignments or duties. Similar to when the cat's away, the mice will play, but teleworkers will not always have a member of management around them, so they must avoid that feeling of wanting to play and should remain focused on their work, whether a manager is present or not. Assignments will still be due and the employee will still be subject to reviews and evaluations. Company supplies still belong to the company, so the employee should not be using them for personal use, such as making personal calls or printing flyers with the company copier.
Speaker 1:You should be able to manage your time and activities in the same manner as you would in any other office and not abuse the new freedom you've been given. Working from home can seem like a leisurely job with few problems, but that is not always the case. You are working as an individual entity, when not working as a team player, and are held accountable for your work or lack thereof. You cannot fade into a sea of faces or cannot pass the blame to a member of management when a mistake is made. Do not allow outside distractions or problems to hinder what you do inside the office. You are the only one that can be held accountable for the actions you take and what you do in the office. Because of this, you should focus on all duties, job performance and ensure that you keep a clean nose at all times.
Speaker 1:Kathy is a teleworker that works at home, several miles away from the office. She's had her fair share of problems in her home office that she had to know how to handle, such as the time her phone line went down or the time her computer froze all her files. Kathy knew things like that would be part of working at home. She admitted to her manager that she was having trouble staying motivated and asked for some advice and guidance. She realized she was spending too much time doing non-work-related tasks and needed to make better use of her time. After speaking with her manager, kathy made herself a daily schedule to stick with and better manage her activities. Now I know I'll stay on track, she told herself.
Speaker 1:Module 4. Self-management, part 2. Self-management can cover a wide range of aspects and situations. Self-discipline plays a large factor in how we handle our everyday activities and actions. Oftentimes we may ignore what needs to be fixed first, since we do not want to admit our own faults or shortcomings. But a part of self-discipline is being able to realize what has to be done to correctly manage ourselves and succeed.
Speaker 1:Honestly, when someone asks us to name one of our bad habits, many of us will answer that we don't have any, but this type of attitude does not help us improve or develop through goals and work. Look at a typical work day. Make a list of the bad habits, such as procrastinating or taking shortcuts, when writing a report. Identify ways these bad habits have been hindering the completion of assignments or how they are affecting your overall work. Create an action plan to help you can change these bad habits. Plan ways to finish work ahead of time or methods to improve how long it takes to enter a report. Sometimes, admitting what we do wrong can be a challenge, but once we do and take the steps needed to fix them, we'll feel more confident about ourselves and our job ability to work effectively and efficiently. Ask yourself what am I doing that is hindering my work? Is this something I can change? How does this habit affect me?
Speaker 1:Many of us have been led to believe that making a mistake is a bad thing and should be avoided at all costs. However, the opposite is true. Making mistakes is something that will always happen and can serve as a learning tool. In the office, when we make a mistake, one of the first steps is to see what happened to cause the mistake. Was it something you did or something that could have been changed. Then reflect on it and determine what you can do to learn from that mistake. Is this something you can avoid in the future? Is this something that you can handle differently the next time? Don't let mistakes make you feel like a failure. Instead, view them as a method of continued learning and growth. After determining our mistakes and bad habits at work, we are definitely ready for some positive thinking.
Speaker 1:Establishing good habits at work can be just as important as identifying the negative ones. The key to establishing good habits is in knowing how to control yourself and your environment. First, determine what habits you want to establish and would benefit you at work, such as trying to complete projects on time and remembering to run software checks on your company computer. Determine what you need to do to make this a habit. Write it down or add it to a routine. Then don't be afraid to put your plan into action. Repetition is the key to all learning, so by repeating your new action plans and improving old behaviors, they will eventually become good habits that you will not have to remind yourself about.
Speaker 1:Tips for creating good habits Identify what you want to change. Write reminders to follow in the beginning. Fit new actions into your routine until they become habit. Give yourself ample time to adjust, usually between 30 to 60 days. You will not always have a manager or supervisor present, so it is important that you ensure that your work is done. When planning your work schedule, make decisions about what needs to be done and how you will do it. If you fail to be assertive in your efforts and lack focus, your work, assignments, tasks and duties may not be completed. You can only control your actions, so you are the only one that can make decisions and ensure that you are managing your time well enough to succeed. Keys to being assertive Say what you are going to do and stick with it. Remember to focus on the task at hand. Don't get sidetracked. Hold yourself accountable for these actions or mistakes that can occur.
Speaker 1:Joshua was enjoying his new position as a teleworker. He liked working from home and worked well without being supervised. Joshua knew he had a bad habit of coming in a few minutes late or taking a few extra minutes at lunch. It always impacted his daily schedule and made his time feel off track. When Joshua reviewed how his days had been going, he decided to make an effort to change this habit and create a better one in its place. The next week he made a change to come into work 10 minutes early and only take his allotted lunch time. He was assertive in his decisions and made sure he stuck to his routine. At the end of the week, joshua noticed an improvement in productivity and found extra time in the day to stay ahead. He was very happy with what a little change could do for him.
Speaker 1:Module 5. Time Management, part 1. Proper time management is a choice that we all have to make in our professional and personal lives. Managing our time successfully can make the difference between completing projects and falling behind in our duties and activities. Teleworkers need to be especially aware of their time management because they are solely responsible for their work and their productivity. Only they can know what needs to be done and how they can manage to complete it all.
Speaker 1:Teleworkers do not always have a schedule that is set in stone. There are many things in life that we cannot control, but we can learn to cope with them and adjust them into our daily work schedule. Things will happen at work, such as the computer malfunctioning or the phone lines going down, but the key to not letting it affect your work is to accept it and move with it. You cannot control what happens, but you can control how you react to a problem or situation. That's why it is important to be flexible in your schedule and realize that things can and probably will change. Be prepared to change or move plans if necessary, and don't rely on anything being permanent. By having an alternative or backup plan and accepting what you can control rather than what you can't, you will feel more empowered in your work and less likely to let it affect how you perform.
Speaker 1:When working remotely and away from other co-workers, it is easy to become distracted and waste time on minor things. Time wasters can occur anytime and oftentimes we don't even realize we're taking part in them. By identifying and removing these time wasters, we can improve concentration and stay focused. Time wasters can be personal, such as checking text messages or making personal calls, or even professional-based, such as taking extra time to look for a file or project sheet. Take a few minutes to identify what actions or activities are distracting you through the day and wasting your valuable time. Set a specific amount of time in which you will not let these things distract you or take away from your current duty. You'll be amazed how taking these small steps will improve your time management.
Speaker 1:4. Common time wasters and distractions Excessive checking of email, text, phone messages, making personal phone calls, extra time spent away from your work area, extra time spent looking for things. Virtual teams can have a hard time working together due to the different time zones and various locations. In many cases, time zones can range from 1 to 2 hours apart to almost 12 hours difference. It helps if employees and managers keep a log or chart of their team members' locations and time zones, as well as potential hours they work during the day. This can serve as a cheat sheet to help keep up with optimal times to reach other team members. Learn the approximate time differences each zone has in order to help accommodate members you are trying to reach.
Speaker 1:Remember that your 9 AM may not be the same as everyone else's In any position. There are often slow times or times when there isn't much work to be done, but time is our most valuable asset and should not be wasted. One of the most overlooked aspects of time management is managing the extra time we may have when the workday is slow times or periods of downtime. Don't use them as an excuse to goof off or take extra breaks. There is always something to be done in the office. The key is just knowing how to find it. Ensure that all projects are completed and tasks are taken care of when they are. Focus on tasks that may have been pushed aside earlier or placed on the back burner. If those are complete, take a second look at projects you've already done to ensure accuracy. You may need a new balance of job duties if your free time is a large percentage of your daily tasks. If this is the case, talk to your colleagues to see if they need any help. Also, talk to your manager to see if more work can be shifted to you. It may be a great opportunity to inquire about a raise or promotion.
Speaker 1:Alex and Nick were working together on a team project. Although they are in different offices, they work together through computer files and phone calls. Nick lives in a time zone that is two hours behind Alex's, so they know they have to work together during early hours and make sure the other one is on the same page. When Alex is working, he removes any food items he may have on his desk, since he knows it will distract him while trying to work. Since Nick normally finished his part faster than Alex, he uses that spare time to go over his assignment and study the next one coming up Together, they are able to efficiently manage their time enough to successfully finish their project without having to rush or worry about overlooking any details.
Speaker 1:Module 6. Time Management, part 2. Effective time management can have many benefits. Teleworkers and virtual teams can benefit even more from these skills, since they are responsible for managing their own time and assignments. By understanding what we spend our time on and creating goals to overcome time wasters, we can learn to better manage our time and realize what should be taken care of first.
Speaker 1:Sometimes at work, we confuse our urgent priorities with our important ones, which cause us to be confused about what to take care of first. The urgent-important matrix is a tool that we can use to think about our priorities or tasks and how we handle them. Before using the matrix, write down everything you want to accomplish in a certain period of time and prioritize them. The matrix is divided into four quadrants, each ranging in importance, and allows for activities and projects to be plotted in each one based on their need. Using a list of your activities and duties, plot each job in the corresponding quadrant. After all of the tasks have been plotted, you see all of the things you want or need to do and how urgent they are. This task can help us make better choices regarding our time management and overall organization. There are many versions of the urgent-important matrix that can be used for various things when scheduling our time.
Speaker 1:Deadlines provide a sense of structure and balance for us. By setting deadlines, you are putting a concrete need in your schedule and it helps prevent it from being forgotten or pushed aside. It gives the employee a sense of accountability when it comes to things that need to be done. So the next time you plan to do something, set yourself a deadline first and stick to it. Write it on a calendar or program, a reminder in your cell phone. You'll find that when you take the time to schedule them, you'll make the effort to stick to them and see them through all the way to completion. Tips when setting deadlines Determine what you want to finish and by what day and time. Set reminders for yourself before the deadline comes up. Pad your actual deadline. Give yourself some extra wiggle room just in case. Keep your deadlines in arm's reach. Write them down where you will see it.
Speaker 1:There is a story about time management that uses a glass jar, rocks, stones, pebbles, sand and water to illustrate how to plan your day. The glass jar represents the time you have each day and each item that goes into it represents an activity with a priority relative to its size. Rocks the general idea is to fill your glass jar first with rocks. Plan each day around your most important tasks that will propel you toward achieving your goals. These represent your highest priority projects and deadlines with the greatest value. Often important but not urgent tasks that move you toward your goals. Pebbles Next fill in the space between the rocks with pebbles. These represent tasks that are urgent and important but contribute less to important goals. Without proper planning, these tasks are often unexpected and, left unmanaged, can quickly fill your day. Working to reduce these tasks will give you more time to work toward your goals. Sand now add sand to fill your jar. In other words, schedule urgent but not important tasks only after important tasks. These activities are usually routine or maintenance tasks that do not directly contribute to your goals. Water finally pour water into your jar. These trivial time wasters are neither important nor urgent and take you away from working toward high return activities and your goals.
Speaker 1:If you commit to this approach to planning your days, you will see as time goes on, that you are able to achieve more in less time Instead of finishing things in a mad rush to meet deadlines, each day will be organized and become more productive and profitable. You will also notice yourself spending less time on activities that are of little to no value, and, because you have a clear vision for dealing with competing priorities, the level of stress in your life will diminish, which will allow you to become even more focused and productive. Procrastinating is definitely a self-sabotaging behavior. Many times, you may not even recognize that you are procrastinating. You can often persuade yourself that you have plenty of time and good reasons for delaying Because we trick ourselves into thinking we have more time. We find ourselves rushing to finish assignments or struggling to turn things in on time. Instead, the next time you are given an assignment or other deadline, begin it right away, even by taking the first minor step to completion. You will feel motivated to keep going instead of putting it off for another time.
Speaker 1:Signs of procrastination Waiting until a deadline approaches to begin a project, making excuses for delaying work. Angela was feeling very overwhelmed with her stack of assignments that were about to be due. She had several projects due in the next few days and some due. At the end of the week she wasn't sure how to manage them all. Angela realized she had been procrastinating too long and needed to do something about it. So she took a few minutes and made a list of everything that neededinating too long and needed to do something about it. So she took a few minutes and made a list of everything that needed to be done and marked which ones were urgent and which ones were more important. Looking over the list, she gave herself a deadline for each task and made a plan on how to stick to each one. Angela knew she could only handle one at a time, so she began to tackle each project one by one. By the end of the week Angela let out a sigh of relief when she realized she had gotten everything finished on time. She was glad she did not let the growing pile of work make her feel too overwhelmed.
Speaker 1:Module 7. Organizing and Planning, part 1. Keeping track of our office activities helps us make efficient use of our time and can keep us focused throughout our assignments. For teleworkers, organizing and planning their work days plays a big part in their time management and their productivity. Organization allows the employee to plan their progress and monitor how they are doing. It also improves communication among teammates and forms better collaborations with them. Mates and forms better collaborations with them.
Speaker 1:When we make our schedule, we often try to keep it as tight as possible and don't leave much wiggle room, but this can cause us to panic when something goes wrong, a last-minute task comes up or a new project or ramp-up of projects is being implemented. Extra stress can come out of nowhere and if we don't plan for it or even prepare for it, it can cause more problems down the line. So when you make your schedule or a list of upcoming assignments, take a few minutes to think of any additional stress that can and probably will come up. Identify situations that can cause extra stress and may need more attention. Give yourself time to work in some wiggle room in case something unexpected comes up. Being prepared for any additional stress or sudden changes can help in the long run of planning an organization.
Speaker 1:As an employee, we often want to take on more work and responsibilities in order to reflect our job capabilities. We want to be able to show that we can handle a large workload and produce great work in whatever we do, but sometimes we have to admit when we need help and let someone assist us. When that happens, it is important to know who to contact and by what method. Determine at what point you need to contact someone and by what method. Projects are piling up or becoming too numerous. Job quality begins to decline, even with time management. Projects are not being completed when you have no knowledge of a current project or assignment. Being prepared is a big part of planning and organizing, which is why it is best to be prepared for any mishap before it happens.
Speaker 1:Be proactive rather than reactive. If we wait for something to go wrong before we act on it, we cannot think clearly about what to do and it may be too late to fix. When planning and organizing your schedule take time to recognize areas where you can be proactive. If you know the copier is low on paper or toner, replace those before they run out. If the forecast calls for rain, be sure to back up all files. In case of a power outage, taking these steps will help prevent the problem from getting worse and having to do more damage control later. Being proactive will always keep you one step ahead and ready to succeed.
Speaker 1:Establishing our priorities is a good practice to follow in order to keep track of work. Setting goals for ourselves is always a good practice, but we want to ensure that our goals are not so large and daunting that we scare ourselves away from trying to accomplish them. Focus on goals that you can realistically achieve and set attainable expectations for yourself. Talk to your manager and team to determine what they want to achieve over a set amount of time, such as increased productivity, decreased absences. You can then set some personal goals about what you want to achieve, such as decreased data errors, increased sales quota. Tips for setting attainable goals Start small. You can work up to the big stuff later. Decide what you want to change or obtain now. Determine what is in your power to change or control.
Speaker 1:Sheila was brand new to the teleworkers team and was feeling anxious about starting some new assignments. After speaking with her new manager, she decided to make some new goals and set her priorities for working in this new environment. Her manager told her what to do if she ever needed help and told her not to wait until she was too overwhelmed to say something. So when Sheila set up her home office, she went through and looked for anything that could cause problems later, such as clearing off her desk area and ensuring that she had plenty of supplies. She knew there would be times when unexpected problems would come up, but she knew she could handle them on her own and if she couldn't, she knew how to reach her manager.
Speaker 1:Module 8. Organizing and Planning Part 2. Organizing our home office or other workspace can have great benefits for our productivity. When we organize and plan for the physical space, we are able to access our materials sooner and do not waste time trying to sift through them. When we organize our workflow, our productivity runs smoother and we're able to accomplish more in our workday. Organizing your office means more than just keeping your pens and pencils together or putting things in a filing cabinet. The layout and design of the office can play a key role in how organized we can keep our work and projects when in your work space. Design your work layout so that everything is within your arm's reach. This can reduce time spent looking for items. Keep only projects you are currently working within your work area. Projects that you have finished should be filed away in the appropriate place, while projects that you haven't yet started should not be in the work area until you do Ensure all technical devices, such as computers and phones, are nearby and fully charged. If possible, keep them on a backup system in case of a power or server failure.
Speaker 1:For teleworkers, the flow of their home office can impact how they work, since it is their main environment and only workspace. Their home office can impact how they work, since it is their main environment and only work space. Even after you have set your mind to completing a task and checking it off of your to-do list, the smallest distraction can make you lose focus and stop working. For teleworkers, many of them work from home and usually have personal items everywhere, such as photos, personal bills or even a pile of laundry. It is important that you remove any unneeded or distracting items from the work area and ensure that it is a professional area only. This can be hard to do when working from home, since your personal lives are just on the other side of the door. When setting up a home office, you should evaluate the space and look for any items that could be distracting or that do not belong. When we eliminate these distractions that can make us lose our focus, we will see an increase in production and spend less time trying to complete the same projects.
Speaker 1:Teleworkers and virtual teams highly depend on technology and technological devices. They rely on them for information, research and communication, but when they fail and they will at some time or another it can seem like a disaster. Managers and virtual teams need to create a backup plan for when technology fails, something that states what to do and how to handle certain situations. This plan should include all emergency contacts, any shift changes or rotations needed and all backup material for projects and assignments that may have been lost on computers or electronic files. This information is often kept in a large notebook or manual in each employee's office and kept in an easy-to-access location. Common items in backup materials Emergency contacts for managers and team members, office locations for other team members, project assignment, client information, alternate work schedules or shifts needed.
Speaker 1:Teleworkers and virtual teams are accustomed to planning their days and weeks, and one of the ways to be successful is to develop daily, routine or normal working day. When an employee follows a routine or regular day, the workflow can run smoother and can help employees adjust to their responsibilities. It can take time to develop a routine that works, but it is doable. Find time during the day when activities work best and what can help your day run smoothly. Tips for building a routine Determine tasks you normally do or that need to be done. Make a schedule or list of tasks. Factor in extra stress or surprises. Make it doable and leave room for changes or adaptations in extra stress or surprises. Make it doable and leave room for changes or adaptations.
Speaker 1:Philip has changed offices and is now a teleworker that is working from home. He knew that the first thing he needed to do was establish a home office space. He decided to use one of his empty bedrooms as an office and let his family know that it is for office use only. He kept a few framed photos on his desk, but removed everything else, such as photo albums, laundry baskets, storage boxes and such that he knew would be distracting or take his attention away from his work. He was worried about the power going out, so he made sure to have a backup source of contacts and files and kept them in a notebook on the back shelf. Philip also made sure to have surge protectors and backup batteries for all of his devices that may go out or fail. Last but not least, philip sat down and made a tentative schedule to follow while working in his new office. He included tasks to do and possible break times. The sooner he got into a new routine, the sooner he knew he would better adapt to his new space.
Speaker 1:Module 9. Communication Part 1. Communication is one of the most important tools in the workplace, whether in the same office or several miles apart in remote locations. Communication is the key to having a successful team. With so many options available in the workplace email, instant message, phone calls, zoom meetings the team should be aware of the best way to communicate with each other and stay in constant contact.
Speaker 1:One of the challenges faced by teleworkers is the inability to be in the same location as other co-workers or managers. Some people find it difficult when they cannot reach out and physically touch the person they are trying to contact. Allow forms of communication that give instant responses, such as instant message or video conferences when needed. Inform everyone of various ways they can communicate with each other. Check in with everyone periodically to check on their progress and inform them of any changes or updates. Every form of communication has a certain way it can be shared and used. Every piece of information that needs to be sent has an appropriate channel by which to send it.
Speaker 1:The medium in which people communicate depends on whether the information is considered formal or informal and what kind of response is needed. Informal methods of communication are great when a person needs quick and short answers rather than a long and drawn-out response. Team members can quickly exchange questions and answers without much interruption to their work. However, formal methods such as group meetings or phone calls are better used when the person needs a longer or more in-depth answer. It also gives recipients a chance to ask questions or give their input To choose the best medium. Determine how urgent or necessary the message is, how quickly an answer is needed and what kind of response you are looking for.
Speaker 1:When team members are communicating across a distance, words or meaning can often be lost in long phrases or extended stories. When speaking with other employees, keep the topic short and clear and try to go right to the point. Don't beat around the bush or try to have a long introduction story. Your colleagues won't have a long introduction story. Your colleagues won't have a chance to stop you when they get lost or ask you to repeat what you said when communicating over email or instant message. So think about what you want to say, state the purpose of the communication and then follow up with questions to ensure comprehension. Tips Jot notes to follow. Be clear about what you want or need. State your point from the beginning, follow up to make sure the other person understands.
Speaker 1:There are so many ways to communicate without actually having to be in front of the person. Although convenient, virtual communication tends to be impersonal. Emotions can be misread or ignored when communicating virtually, causing phrases to be taken the wrong way or tones to be assumed. With a lack of body language or visual cues, virtual communication can seem flat and lack personality, making it harder for employees to build trust among each other. When possible, try to hold face-to-face. If the distance is small enough, try to arrange a group meeting periodically to keep employees sociable. If distance is too great, try to use some sort of video message service that allows people to see each other, such as Zoom or Google Chat. Virtual communication is a great tool for teleworkers and virtual teams, but never underestimate the power of talking face-to-face.
Speaker 1:Zach was communicating with one of his teleworkers, bob, about upcoming projects and assignments. When he gave the original assignments, he spoke with Bob in person to go over everything in detail. He continued to speak with him by text message or email when they had questions for each other. He didn't want to seem too impersonal when communicating with Bob, so he made sure to speak to Bob openly and upfront. Bob expressed that he was feeling left out since he is so many miles away, and worried he may not be able to keep up with everyone. Zach told Bob that the key is to stay within the loop of the whole group. So together they set up protocols and plans to talk regularly and socialize via video messages and conference calls.
Speaker 1:Module 10. Communication, part 2. Sometimes, even when we learn how to effectively communicate, we can forget to put what we've learned into action. When we want to reach out to our teammates, it is important to determine how we do it and how we can get the results we need. We can't be afraid to open up or share. Effective communication can be the tie that bonds a team together.
Speaker 1:A virtual team needs to stay in constant contact, so open and frequent communication is important. Be clear about your needs or if you have a problem you need help with. By keeping a channel of communication open, employees will feel less hesitant to approach one another. Make yourself available to everyone as much as possible and make sure they know how to reach you. Try to schedule regular meetings or group sessions to keep everyone in the loop. Check in with your colleagues periodically and take notice of progress and accomplishments. Ask questions to see how they are doing and if you can help in some way. Tips for staying in contact Schedule regular conferences or one-on-one phone calls with people you are working with. Provide the best time and ways to reach you. Send an email periodically to allow everyone to respond at their convenience.
Speaker 1:Timid people may not function well on a team of teleworkers. Even though the position can call for a lot of time apart or working alone, it still requires employees to share business information. Employees may be required to use their personal cell numbers for times when they cannot be reached another way. Open communication can make a team feel more like a family and help build social skills and develop trust. Employees need to be able to share ideas and opinions and give their input on assignments and projects. So encourage everyone to share what they know and contribute to the group projects. So encourage everyone to share what they know and contribute to the group.
Speaker 1:The old saying is that there is no I in team, which is true even with a virtual team. Although team members generally have to work individually on many projects or assignments, the key to bringing things together is collaboration. Each individual assignment comes together to achieve a common goal, instead of having the mentality of it's every man for himself. Teams should embrace a collaborative attitude and seek to work together as much as they can. When members work together, it can spark motivation and inspiration, which can boost confidence and productivity. Having a collaborative attitude can improve communication among team members and encourage them to reach out to each other to not only achieve the group's goals but their own personal goals as well.
Speaker 1:All teleworkers or virtual team members work in some sort of home office. This can prove beneficial to employees who cannot travel or want to stay close to their family, but it can also cause a problem if the employee cannot separate business from personal matters. Speak with your loved ones and people in the house you share an office with, and create some ground rules. Many employees have a set number of hours that they work, so a ground rule can be that you are not to be disturbed during this time and cannot leave the work area Just as if you were in a regular office. Company hours should not be used to make personal calls or run errands. Work hours should be task-oriented and job-focused. Your manager may not need to become directly involved in the rules and guidelines you set with your friends and family, but it is important to keep them in the loop so they can support this process. Tips Establish home and work guidelines with friends and family. Explain the need for structure in the office, even if it is at home. Be aware of the feelings your friends and family may encounter.
Speaker 1:Sandra is working with three of her teammates on a project for a new client. They don't get to make a lot of phone calls so they instant message or video chat to communicate and share ideas. They make sure to communicate often and are always open with each other's opinions and ideas. Sandra had the idea that everyone should exchange personal phone numbers in case they need to speak outside of business hours. She reminded them that the team needs to stay focused on the project and not to let family and friends interfere in the work. Throughout the project they had daily sessions where they shared ideas and information to stay up to date on the project as a whole and keep the goal of completing it all together.
Speaker 1:Module 11. Additional challenges. Many factors, such as communication and organization, can cause problems on a team of teleworkers, but there are many other things that can cause a challenge in the office environment. Some of them can be addressed beforehand and can even try to be prevented. Others, however, can occur suddenly and can range in severity. The key is to help employees be prepared for anything and give them the resources they need when they do have a problem.
Speaker 1:Trust is a key component in any relationship, either professional or personal. Teleworkers can have additional problems with trust since they are not always able to be in the group's company and interact with them on a daily basis. Therefore, building this trust may take longer than if that face-to-face interaction was present. You can begin to feel self-doubt when you are unsure of your abilities and how you appear to the other members. It is important to stay in contact with everyone and build rapport with them. Keep communication open and show that you trust them and their abilities. By showing an interest in them at work and in the office, you build a better relationship and help boost their confidence and trust in you. Tips for building trust Be open and honest with your colleagues. Don't be afraid to share opinions and ideas with them. Offer advice and insight, listen to questions and other opinions.
Speaker 1:An office can feel cozy when employees are able to group together to complete their work or meet with each other on a coffee break, but since teleworker employees can be spread over several miles, the feeling of closeness is usually absent. Employees can begin to feel isolated or distant from the group, causing a decrease in productivity and a greater distress of emotions. While the problem cannot be entirely solved, there are ways of helping everyone felt less isolated or alone and making them feel more part of the team. Check in with your colleagues periodically and give them any updates or changes that have recently happened. Ask them how they are feeling in their work and if they are having any problems. When possible, arrange a conference call or video group meeting where everyone can come together and talk to one another.
Speaker 1:Teleworkers on a virtual team have the opportunity to work from a home office so they don't have the usual commute or hassles with getting to and from work every day. Unfortunately, when you work from home, you can often feel like you are always in the office and do not have a place to go on a lunch break or when the workday is finished. The office environment tends to blend with the home environment, causing you to have trouble distinguishing personal time from work and business time. Try to designate a place at home or nearby where you can go to get away from the office when you take a break or need to get away. Remember that when the workday is done, to close the office and not to mix personal and business matters. With dedication and perseverance, you can have a healthy balance between work and your personal life.
Speaker 1:One important aspect of any team is receiving timely feedback. It helps everyone know how they have excelled while at the same time tells them where they need improvement. With teleworkers, it can be more difficult to deliver this feedback. One of the biggest mistakes a team manager can make is to wait to deliver the employee's feedback due to the inconvenience of time or distance. If you don't receive the feedback you deserve, you can begin to feel left out, ignored or just plain isolated. Recognize when and if this happens and reach out to your manager. You may begin to question your own abilities or job performance, which can decrease your confidence and productivity. Tips for delivering feedback more often Ask your manager to make a schedule of when to deliver feedback. Prepare feedback in advance and have it ready before the scheduled time. Determine how the feedback should be delivered by phone, email, etc.
Speaker 1:Cheryl is working with her newest teleworker, deb, and is trying to get her accustomed to working in a different type of office. She knows that teleworkers can often feel alone or isolated since they are not surrounded by their co-workers. So she made an effort to stay in contact with Deb and make sure she had enough opportunities to socialize with the other team. She also made a point to remind Deb to take her breaks away from the office so that she doesn't have that always in the office feeling and that she can never get away. Over time. Cheryl began to build trust with Deb and she felt as though Deb could come to her if she needed additional help or advice.
Speaker 1:Module 12. Wrapping Up. Although this workshop is coming to a close, we hope that your journey to improve your telework and telecommuting skills is just beginning. We wish you the best of luck on the rest of your travels. Words from the wise Margaret Carty the nice thing about teamwork is that you always have someone on your side. Anonymous Teamwork is the ability to work together toward a common vision, the ability to direct individual accomplishments toward organizational objectives. It is the fuel that allows common people to attain uncommon results. Henry Ford Coming together is a beginning, keeping together is progress. Working together is a success. Babe Ruth, the way a team plays as a whole determines its success. You may have the greatest bunch of individual stars in the world, but if they don't play together, the club won't be worth a dime.
