Tips for Working Effectively in a Virtual Office Environment

In the midst of the Covid-19 pandemic, millions of people around the world are avoiding traditional office settings and instead social distancing and working from home. While this helps slow the spread of the coronavirus, it also presents challenges to those who have never worked in a virtual office environment before.

Sudden changes in working environments can be stressful, but there are a number of things you can do to remain productive and efficient in your day-to-day.

Maintain Your Routine

 Typically, a consistent routine helps people stay focused, on track, and productive. When working from home, there are different distractions and temptations that can take them away from their work, especially without the direct oversight of managers or co-workers often had in an office. By maintaining a similar routine as you would in your office, you’re more likely to avoid these distractions and get your work done effectively.

This means waking up at the same time, shower and get dressed as you would when you went into the office, eat actual meals, and do tasks as you would if you weren’t at home. For example, first, check your email, write your to-do list for the day, schedule meetings, etc. Work in your virtual office as if you’re in your traditional office.

Create Work-Life Boundaries

When working from home, it’s easy to mesh your work and home life. Establishing boundaries between the two is critical for a healthy virtual office environment. First, establish a dedicated workspace where you can focus and concentrate. Try to avoid places you spend time relaxing, like your bedroom. Also, avoid distractions like TVs or children’s play spaces.

Another important step is to establish your workday. For example, working from 9 a.m. to 5 p.m. with an hour for lunch and two 15-minute breaks throughout the day. Try to stick to this outline as much as possible. By setting “work” boundaries, you avoid treating your home as a 24/7 office.

Focus on Communication

When working from home, it can be more difficult to communicate with team members or other co-workers without face-to-face interactions. Communicating with each other is key to a successful virtual office space.

• Establish your schedule and availability with your team and colleagues. Let them know what hours you’ll be working, and what hours you will be offline.
• Discuss the best ways to communicate. For some it can be email or instant message, others via phone call or text. Let your co-workers know how to best reach you.
• Facilitate meetings or communicate clearly what your expectations are for your team or colleagues. Be clear about what needs to be done, and talk throughout the day to ensure the team is staying on task and getting things done.
• Communication doesn’t always have to be about work. Stay in touch with those you work with on a personal level as well to help fight feelings of disconnect or isolation.

Take Breaks

In a virtual office space, it’s easy to forget to take breaks. Stand up and stretch, go for a quick walk, get a snack or cup of coffee, or simply step away from your desk for a few minutes. Taking breaks throughout the day helps maintain both your physical and mental well-being. You don’t sit at your desk in the office all day without breaks, so you shouldn’t do the same at home.

Trust Your Team

It can be difficult to trust your team when you are all working virtually, and it’s not easy for you to stay on top of what they are doing and when. You need to hold your team accountable even in a virtual office setting, so set up regular check-ins, or establish a way to track their productivity. Know what projects they are working on and deadlines for the projects to help ensure things are getting done. While you don’t know if they are taking extra long breaks, watching TV, or otherwise distracted, keeping open lines of communication can help ensure they are getting work done on time.

Make Culture a Priority

 It can be a challenge to keep a positive culture in a virtual office. Your company’s culture connects your mission, values, and employees, so pay attention to details to help maintain that culture virtually. Rent virtual office and use technology offered by them to have non-work virtual meetings or happy hours, where colleagues get together to talk about personal topics. Integrate video conferencing into your meetings so you can maximize face-to-face interactions together. By focusing on your employees and ensuring they don’t feel isolated or lonely, you can help increase productivity and boost morale.