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A Virtual Success: Best Practices for Working Remotely by Barrie Byron and Ann Grove 1

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A Virtual Success: Best Practices for Working Remotely

Presented by Barrie Byron and Ann Grove

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Topics

Define virtual workConsider whether you have the right skills and temperament to work remotelyAdapt your communication skills to remain visible and earn trustCreate and protect a dedicated work areaDevelop good work habits

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Barrie Byron

25 years Technical writer

15 yearsActive STC member and leader

10 yearsActive Toastmaster member and leader

4 yearsVirtual success

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Ann Grove

10 yearsBusiness owner

10 yearsActive STC member and leader

12 yearsVirtual success

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Virtual work by any name

Work is something that you do, not a place that you goVirtual work is work that is done in a location other than the traditional on-site company office

Distance work Mobile work Telework / Telecommute

OTTO (other than traditional office) work

Flexible work arrangement

WFH (Work from Home)

e-work Remote work Virtual work6

Advantages of virtual work

Greater work/life balanceMore flexibility and control over working environment and schedule

Increased productivityReduced stressReduced commuting costs

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Disadvantages of virtual work

Social isolationHome distractionsLack of boundariesReduced visibility

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Are you well suited to virtual work? 1-4

1. Are you an independent, self-starter, self-confident, and outstanding communicator?

2. Can you create and meet personal productivity goals without much external accountability?

3. Can you resist temptations such as Facebook when bored?

4. Can you commit to core work hours?

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Are you well suited to virtual work? 5-10

5. Are you comfortable working through your own technical issues?

6. Can you easily build meaningful relationships with others through email and phone calls?

7. Do you have an area of your house, preferably with a door, that you can dedicate to your work?

8. Are you willing to invest money to create a comfortable and appropriate home work space?

9. Do you have a healthy respect for your company rules regarding security?

10. Can you fulfill your interpersonal communication needs outside of your job?

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An employer’s perspective

Consider how much easier it is for home workers to break these guiding ethical principles (from Ann’s client): We will behave ethicallyWe will comply with applicable laws, rules and regulationsWe will avoid conflicts of interestWe will protect company assets

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Convincing your boss

Your boss is not going to let you work from home simply because you want toUse the following information to earn the privilege to work virtually:

Present supporting researchIncreased productivity (10 to 35%)Reduced office space and parking needsLess sick timeLower turnover

Define benefits for your specific rolePropose a trial period

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Most important tip

Make sure you have clear expectations for your position

Ben Franklin claimed he was successful due to “the precaution of having very explicitly settled in our articles everything to be done by or expected from each partner. So there was nothing to dispute.”

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Best practices for virtual work

Maintain high visibilityEarn trustSet up secure and appropriate work areaPractice healthy habits

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Building and earning trust

Be honest, be openKeep your commitments and don’t over-commitDon’t be negativeTake initiative and responsibility to create and maintain social glueActively participateBe available

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Maintaining high visibility

Proactively report status to your managerSelf-promoteEstablish regular one-on-one meetings

Build relationships, face-to-face when possible (at least once)Work cross-functionally with other teamsPersonalize your communication: get to know your team and your manager

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Setting up your work area: security

Your company’s network is only as secure as the weakest linkDon’t be the weakest linkConsider:

Physical security: At home, lock the door. At work, lock the laptop to the deskSecurity of printed confidential materialsElectronic security

Lock your screenDo not keep your password within five feet

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Setting up your work area: phone

Our approachesBarrie: TetheredAnn: Rotates between two cordless handsets, and has a tethered backup

Important features: Mute buttonGood volumeHeadset jackCaller IDSpeakerphoneRedial

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Communicate, communicate, communicate

Presence-awareness softwareKeep availability status accurateRespond promptly

Instant messagingUse as a substitute for business-appropriate informal communication

TechnologyUse video conferencing, share your screen, collaborateShare files and calendars

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Time zones, global teams

Time zonesEffective meeting schedules

Global teamsDifferent days in the work week

DiversityRespect for cultureLearn communication styles

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Six habits for virtual success

1. Get up, get dressed, go to work2. Maintain self-discipline for start and end

work times3. Set and respect physical boundaries

between work and home life4. Take breaks, leave the house5. Set and communicate work norms6. Outsource child and family care during

work hours

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Keep in touch!

Barrie Byronbarriebyron@gmail.comwww.linkedin.com/in/barriebyronbarriebyron.wordpress.com twitter @barriebyron

Ann Groveanngrove@logicalwriters.comhttp://www.linkedin.com/in/anngrovehttp://www.logicalwriters.com/twitter @AnnGrove