Working Remotely Best Practices

Working Remotely – best practices

Working remotely can provide great opportunity as well as challenges. While each situation is somewhat unique, this list is a compilation of suggestions from other employees who work or have worked remotely. Have another tip that you’d like to add to this list? Please contact the University Advancement HR team!

Remote Meetings:

·  Ask to call-in to meetings across Grounds (request documents beforehand, if possible).

·  Ask for specific time on the agenda, if needed, to be sure you will have input.

·  Be cautious about background noise when on the phone – pet noises, doors closing, lawnmowers, birds chirping, etc. can give the impression that you are not really ‘at work’.

·  It may be helpful to schedule remote ‘check in’ meetings periodically with some individuals, even if there is not an agenda.

Being part of the team:

·  Get to know all of your colleagues—connect on things other than work once in a while to get to know them.

·  Pay close attention to what it’s like for your colleagues who work on Grounds…what are their challenges, drawbacks, advantages? How can you help support them and work with them in the most effective and efficient way?

·  Use Outlook to review your colleagues’ calendars to be aware of their meetings and busier times. Be respectful of their time and priorities.

·  Ask for feedback from supervisor and peers.

Communication:

·  Use the phone to connect with colleagues and volunteers (it is easy to hide behind e-mail!)

·  Working from home offers flexibility, but you may need to be clear about your availability and effectively manage when you will take phone calls from colleagues and volunteers.

·  It is important to be as responsive as possible.

Time in Charlottesville

·  Set-up meetings ahead of time (a couple weeks prior to your visit) and be sure to schedule sufficient “cushions” between meetings in case they run over or there is bad traffic (especially if you have meetings all over town).

·  Email can wait! Make the most of face-to-face time; make a point to see other colleagues.

·  Make time to do the “Charlottesville things” that you enjoy about the town. Reconnect with the University and Charlottesville in the ways that are important to you—this helps keep you connected with the work you do with alumni, parents and friends.

Organization

·  Buy a good printer/scanner/fax machine.

·  Sign-up for fast/reliable internet service (and locate a back-up location, like a coffee shop).

·  If possible, create an office in a room separate from other living spaces (bedroom, living room, etc.)

·  Set boundaries and expectations with your family and friends. Make it clear that you are at work, even though you may be at home. Let them know what your hours are and what your day looks like.

·  Keep yourself organized and follow your calendar; working alone it can be easy to lose track of time. Use alarms and reminders on your calendar and phone.

Working in a different time zone

·  Remind folks which time zone you are in (especially if you just started working with them recently).

·  Be flexible. You may have to wake up extra early occasionally or hold some calls a bit later in the evening.

·  Be clear about what time zone you are referring to when scheduling meetings or calls.

Dealing with isolation

·  Make a point of talking with at least one or two colleagues every work day.

·  Connect with other remote colleagues about how they organize their work; keep work/life balance in check, etc.

·  Seek out others in your area who also work from home; schedule lunch or social time with them.

·  Get out of the house for a few minutes (or take a lunch break) each day; go for a walk, for lunch, to the gym.

What type of person works well remotely?

·  Confident

·  Self-starter; takes initiative

·  Experienced with online/virtual environment

·  Able to figure out technical issues/problems; tech-savvy in general

·  Isn’t afraid to ask if they have a question

·  Patient

·  Organized

·  Has familiarity with UVa culture (has worked at the University or an alum)

Making the transition to remote work

·  Don’t be too hard on yourself…learning to work from home is a skill in itself and it may take several months to tweak various pieces to make it all work.

·  Make sure you understand the expectations of your manager.

·  Be ready to talk about what it’s like to work from home, where you live, why you like living there, etc. It’s a great opportunity to tell your story and really show how supportive the University is of the situation.

·  Realize the transition will take time. Try different things…alter your schedule a bit, try breaks at different times of the day, move your office to a new room if you are able, etc. Experiment.

·  Call U.Va. Human Resources, the State Tax Commission and an accountant that you trust to discuss tax implications of working in Virginia and living in another state.

May 2013