Virtual Assistance : Tips for Effective Remote Work

The COVID-19 pandemic has led to mandatory “shelter in place” orders nationwide, caused schools and universities to convert to virtual learning methods, and prompted business leaders everywhere to implement remote work until further notice.

Here are a few recommendations I’ve come across I believe can be helpful for keeping inclusiveness and productivity up while we find ourselves working from home.

Personalization : Each person has a set of optimum conditions under which they perform at their natural best. Be aware social distancing and self-isolation might’ve thrown those conditions out the window. During this unprecedented time many individuals might find themselves working from home for the first time, and they could be struggling to figure out their schedule or how to stay connected with colleagues. Because of the impact on schools, many parents are also juggling work and being a teaching assistant for their kids who are trying to shift to virtual learning. Allow yourself and others grace while everyone figures out what works best for themselves and their families. A one-size-fits-all approach is not the answer.

Focus : When working from home, it’s easy to get distracted with household chores like laundry, walking the dog, emptying the dishwasher, homeschooling the kids, etc. Try to create a routine and work schedule that best fits your personal and professional responsibilities. Establish times when you will focus only on work and breaks when you can allow home distractions. Find a room in your home that will enable you to minimize interruptions from family members or roommates. Create a space that supports how you work best. If possible, include sunlight, supportive furniture and proper lighting, easy access to outlets, and of course wi-fi. 

Accessibility : Remote work at its best is full of potential for increasing employment opportunities for people with disabilities. Many disabilities can make transportation challenging and expensive, and flexible work arrangements and work-from-home options can be practical solutions. Technology becomes an essential ingredient for enabling remote work for people with disabilities – being a barrier or bridge to full inclusion and productivity depending upon how the technology is developed and deployed. As we find ourselves pushed to work virtually for the foreseeable future, it’s essential that we ensure that our virtual meeting platforms and tools are accessible for our associates with disabilities. The present time also offers a perfect opportunity to review the accessibility and universal design of virtual work solutions to position your organization to be more inclusive and competitive when recruiting people with disabilities. The American Foundation for the Blind and Deaf/Hard of Hearing Technology Rehabilitation Engineering Research Center have published helpful resources on how to enhance the accessibility of virtual meetings for people with disabilities.    

Communication : Associates who are accustomed to working in the office may feel cut off from resources, information and relationships they need to do their jobs well. And let’s be honest, extroverts will likely struggle the most with self-isolation and social distancing. So let’s help them out – set up video conferences (notice how I didn’t say phone calls). Most laptops and phones have a camera, so use it! This will help you feel more connected to your team. And if you’re a leader of people, more importantly it will help your team feel more connected to you. Consider developing a process that encourages everyone to have cameras on during team meetings. Not only will cameras help you feel more connected, they’ll make meetings more productive. It’s hard to listen, smile and multi-task at the same time.

Personal Wellness : Like always, take short breaks every hour to move, hydrate, and step outside to get some fresh air (and a little sunshine if you’re lucky!). Take some of the time you are saving by not commuting to do something good for your health and well-being such as taking a walk, exercising, or reading insightful books and articles. Don’t Forget the “water cooler talk” – we are social beings. Commit to speaking with someone on your team at least once a day to avoid feeling isolated. Be deliberate about building in time to connect on a personal level to discuss family, stories and interests/hobbies.

This time of social distancing can be especially difficult for those living with mental health conditions like generalized anxiety and depression. If you have a mental health disability, please be intentional in seeking help and support if you need it. I’d encourage everyone to be vigilant in practicing mental health first aid by checking in on one another – these times can exacerbate existing or previously undiagnosed mental health conditions.

This is a new and unprecedented way of working for all of us. The most important thing is that we stay connected and extend one another grace as we seek to figure things out together. If you have any best practices, words of wisdom or encouragement for how to effectively work and lead remotely, please share them in the comments below.