Resources

We can never anticipate when the most trying times will pop up, but we can certainly face these challenges in a way that keeps everybody safe, secure, and productive. During the 2020 COVID-19 outbreak, employers and employees have felt immense pressure to keep their staff and themselves safe. This has to begin with taking precautions, whenever necessary, to keep everybody isolated and home-bound.

Meanwhile, business has to go on in order to make an economic recovery as painless as possible. For these reasons, many companies have swiftly transitioned to a fully-remote staff, often in moves that were never thought possible. If anything, this difficult situation has shown us that we're more capable than ever and, even without proper preparation, our workforce is able to adapt and thrive no matter what.

As you make the transition to a remote workforce, consider the hurdles that can be overcome with strategic decision making and a strong management team:

Be Thought Leaders

The most trusted information your staff can receive will come directly from your own thoughts and research. Make sure that you're receiving the best information from the most reliable national, statewide, and local resources; misinformation is rampant, as are emotionally-driven opinions that don't reflect the current situation. Use empirical data to support any claims and follow authorities in HR and management to create a remote work policy that will work the best.

Valuable guidelines and recommendations provided by The US Center for Disease Control and Prevention will outline, at a national level, the most up-to-date suggestions about prevention and mitigation. For real-time updates and tracking at a data-driven level, consult the John Hopkins University Global Cases by the CSSE dashboard and map.

Practice Caution

"It won't happen to us" is easy to say. If all goes well, it won't happen to you, and sometimes that can feel like wasted effort once a critical situation calms down. Consider it a result of your preventative action; if your organization makes it through a crisis, it could very well be due to measures put in place from the onset.

Beyond your own employees, COVID-19 and other viruses will often have much greater reach. While an employee is asymptomatic, it's possible to spread the illness to high risk groups, such as older populations, people with chronic illnesses, and healthcare professionals that have continued contact with naturally high-risk groups. Transmission goes beyond the workplace and mitigating harm is more than a full-time job

Change Course, if Necessary

As situations change, don't hesitate to update the policies you've put in place and the recommendations that you've made. Constantly evaluate your policies, protocols, and any direct orders that have been applied to your organization, mostly to ensure that the proper precautions, timelines, and resources have been provided.

While these changes can be made at any time, provide additional benchmarks for reevaluation related to established policies. For example, if you have halted all air travel or imposed a quarantine of international travelers, announce that you'll take time to recommunicate standards and precautions every two weeks or on specific dates.

Identify Essential Employees

Before the need for a large-scale work-from-home policy comes into play, identify what job functions must be completed in the office versus those that can fully function offsite. Remember that these positions don't denote a hierarchy or signify that one position is more important than the others. Some essential departments and duties may include:

  • IT / Helpdesk: While employees begin using remote technology, they may encounter difficulties with their laptop in ways that cannot be fixed with remote IT support. Additionally, any company that relies on server-based storage will need the option for onsite support.
  • Video / Photo Teams: These groups often use powerful computers that aren't exactly mobile, multiple high-res monitors, and industry-specific audio equipment. Additionally, these teams work with extremely large files that, while portable on external storage devices, cannot be accessed in a fully-remote capacity.
  • Administrative Services: The importance of support staff can't go unnoticed both in peaceful and stressful times. Be mindful of the people who are at the ready to receive mail, answer general inquiries, and keep day-to-day processes running smoothly. These jobs can't be completed offsite, for the most part.
  • Building Maintenance: The people who keep the lights on are integral, even when most of the workforce has been sent to work from home. For those who are still office-bound, the hard-working service staff is still responsible for maintaining the habitability of the building.

Seek Out New Resources

Never stop searching for tools and ideas that can help your now remote employees thrive. Take inspiration from other companies that have been operating on a remote-based workforce. These globally-minded organizations have found solutions that can keep their teams cohesive, even when there's a lot of space between members. Collaboration software, video conferencing, and project management tools are integral to maintaining this team mentality at any distance; use your time to find fitting tools that can increase cohesion both in and out of the office.

We can only hope that preventative measures and caution will solve the problems we're facing today. As you take these precautions and implement your remote strategies, look towards the future to lay the groundwork for policies that will support occasional, emergency-related, or even fully-remote practices. A company that's ready for anything is a company that can flourish in the face of any challenge.

Working from Home
Tips

More From NBF

Working Hard while Working from Home

Perhaps the weather outside is frightful (and your home office is so delightful), you're feeling under a different kind of weather, or there's a global safety concern that could decimate the workforce-- whatever the reason, a work-from-home day might pop up unexpectedly. While fully and partially-remote employees are used to the on-your-own workflow, desk-bound employees might have a harder time adjusting to a different scenery.

Designing a Remote Work Policy that Works

Designing a Remote Work Policy That Works

If we learned one thing during the COVID-19 crisis, it’s that we're a more independent workforce than we once thought. Companies in high-risk areas quickly transitioned to mandated (or highly recommended) work-from-home policies using the tools they already had. It begs the question—how would this have been even easier if preparations started ahead of time?

Lay a foundation for success from the very start. Remaining mindful of employee needs, wants, and everything in between will help your organization thrive no matter where your employees reside. A healthy remote work policy will increase productivity while employees are in the office, so long as they know that they have the trust, support, and flexibility that comes with a well-thought-out remote work policy.

Start Sooner Than Later

Your company should establish your remote work policies long before an emergency strikes. Take steps to implement the tools and rules necessary for success, and consider the different situations that could keep office-dwelling employees homebound for varying lengths of time.

Not all remote work factors are equal. To create the most comprehensive policies, understand the different reasons why employees may become homebound:

  • Global Health Risks: These situations are precautionary, but they often occur during the most severe and threatening situations. Directives to stay home can come from a parent company, senior leadership, Center for Disease Control recommendation, or even a government mandate. While severe, there's often enough lead time to allow employees to return to the office to gather files and other items they need to do their job long-term. These measures can often last for a significant amount of time.

  • Individual Health Risks: When an employee is recovering from an illness, becoming sick, or transitioning back to work from a medical procedure, it's often advisable to stay out of the office until they're at full speed. These situations often arise suddenly, but there should be clear expectations of productivity to determine whether they should use PTO instead. These measures can range from half a day to a few days off work.

  • Inclement Weather: When severe weather strikes, coming into the office could be the difference between making it in for the day or never returning to work again. Depending on an employee’s location and the severity of conditions, it is often advisable to let employees stay put and avoid risk. These are often short instances but hard to anticipate.

Human Resources Is Your Best Resource

When it comes to remote work, there are a few different prevailing schools of thought in the HR community. They can guide you in the direction of what best benefits employees, and, depending on how progressive their policies are, they can recommend solutions to senior leadership and direct managers.

Today's HR departments understand that each department faces unique circumstances, noting that different job duties have different needs when it comes to remaining in the office. Instead of creating sweeping policies that may not benefit every employee, consult the leaders of individual departments to determine the best course of action.

Be Prepared With Software and Hardware

A setup for success starts with day-to-day tools that can work both in-house and remotely. Ensure your hardware and software choices have full functionality in and out of the office. These days, prices are negligible when it comes to choosing between desktops and docked laptops, allowing teams to stay flexible outside the office while making it easier to bring information to on-site meetings.

When it comes to software, use cloud storage solutions to keep files easily accessible at all times. Virtual private networks (VPNs) can protect sensitive data, web-based applications can provide flexible use over an internet connection, and a robust chat system will keep employees in close contact even when they're apart. These tools are just as useful in the office as they are outside.

Create Chains of Communication

When that snowstorm strikes or it's time for nonessential employees to work remotely, a clear and easily understood chain of communication is integral to prevent confusion. Not all employees have cellular access to their work email, making it necessary to communicate through outside channels. You can call it dated or tried-and-true, but a phone tree can be the most logical tool to spread information. Deliver messages to every employee by making it clear that their direct supervisor should contact them in case of closure or emergency, ensuring everybody knows who they should turn to for guidance and instruction.

Your Human Resources Information System (HRIS) may have integrated tools to expedite communication, enabling it to come from a single, trusted source. Whether that's an email blast that goes to employees' personal accounts or a mass text that gives immediate updates for building closures, it's worth exploring the added tools that can streamline the chain of communication.

Embrace a Trusting Environment

Remote work comes with a degree of trepidation. It's dangerous to assume that your perfectly productive in-house employee will suddenly slide off the radar when transitioning to a remote role in an emergency. Just because they're out of sight doesn't mean their work is out of mind. It takes strength in management to remember that work is still the main component of remote work.

Think about the metrics you use to evaluate in-office performance. Every position has benchmarks that you've seen in action—setting those benchmarks as expectations can ensure that remote sessions have the same output as a day in the office.

 

The FAQs of Working Remote During COVID-19

The FAQs of Remote Work During COVID-19

 

As companies put emergency remote work policies in place and the workforce shifts toward working-from-home, there are often more questions than answers. Here are a few solutions to the most burning questions about transitioning, implementing, and sustaining a successful remote work program. 

For Employers 

When should we go remote?

Companies should act proactively instead of reactively. Ideally, you want your organization to avoid having any sick employees throughout the pandemic, and the only way to do so is to take swift action. Consider your location, workforce, industry, and capabilities ahead of time, then make an informed decision.

Can I prepare ahead of time?

The most successful work-from-home policies start far before a crisis. If you have the time and resources, begin implementing these steps to make the transition to remote work even easier.

How do I talk to my employees about emergency policy changes?

Remain clear, concise, and calm at all times, relying on hard facts that can be supported by trusted empirical sources. Stay in constant communication as updates emerge, and be receptive to employee questions and concerns.

What if we can't go fully remote?

Take as many precautions as possible and remember that anything worthwhile is still effective, even if it's only partial. Limit air travel, conferences, outside visitors, and even in-office meetings as best as possible. Urge teams to use video and teleconferencing tools.

What about maintenance staff?

Some office staff is essential for maintaining your building. Consider the important roles that administrative staff, groundskeepers, mailroom employees, and other operations positions play; ensure their safety, especially if they need to be on-site.

What can I do to ease the work-from-home transition?

Not every employee has the at-home infrastructure for a successful remote career. Especially in a time where household finances may become tight, consider providing a reimbursement program or stipend for employees to outfit their space. Remain in constant communication to make sure employee needs are met throughout the remote period.

What if somebody has an illness unrelated to COVID-19?

While employee health should always be a primary consideration, now more than ever, all ill employees should be urged to stay home due to any illness, however unrelated to COVID-19 it may be.

What groups are considered high risk?

Age has the largest effect on both mortality and morbidity regarding COVID-19; urge staff over 60 years of age to self-quarantine as soon as possible. From there, encourage pregnant employees, those with chronic illnesses, and other immunocompromised individuals to work from home.

What information can I trust?

Stick to large-scale, largely empirical resources that don’t make assumptions or become overzealous with their data. Several trusted resources, including the CDC, WHO, and SHRM, can be found here.

Are there any legal considerations?

Certainly. Follow federal and state rules and regulations regarding private health information, mandatory sick pay, FMLA (which does not cover the common flu; however it can possibly cover a longer-term chronic respiratory illness), and all ADA guidelines. Consult your legal team or a corporate lawyer for the most accurate information.

For Employees

How can I protect myself against COVID-19?

Begin with the same precautions you'd use during any other flu season. Practice excellent hand hygiene (wash with soap and water more often than usual and supplement with hand sanitizer), cough into your elbow, and thoroughly sterilize surfaces in public areas.

Should I wear a mask to work or out of the house?

CDC recommendations are constantly being updated to reflect the current situation. At this time of updating, it is recommended that a face covering be worn in areas of high community spread, such as grocery stores, public transit, or other group environments.

What do I need to bring home to work remotely?

Printed materials often become lost in the shuffle, no matter where you are. Don't forget the notepads, binders, files, and catalogs you use occasionally. Bring home your peripherals, such as a wireless mouse or keyboard, to prevent fatigue from working day in and day out on a laptop. And, of course, don't forget your charger.

Where should I set up my at-home workspace?

There are endless schools of thought throughout the interior design community, but none suit every situation. Setting up a home office will depend on the size of your space, where you have an area for a desk and storage, and what furniture you need to do your best work. 

What can I do to make remote work as effective as in-office work?

Read up on best practices for work-from-home employees, including how to eliminate distractions and navigate working from an isolated environment.

0 Comments

Leave a Comment

Your comment has been sent.

Sam Pekarske

Sam Pekarske is a commercial and creative copywriter, lending a voice to National Business Furniture's products and resources one pun at a time.