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With India going into the 21-day lock down, working virtually is the new reality. Most of us reading this article have been doing this since the last week. A lot of us had been expecting this coming our way especially after ‘junta curfew’ and the need to flatten the curve. This seemed to be the way forward, learning from experiences of other nations as well.
WFH – use to be flexibility, enabled with technology. However, living in covid-19 times has made this a necessity. However, not everyone is equipped and are still figuring out this so called ‘MNC’ trend. There is a huge rush to move online – not only organizations but schools, hobby classes, yoga classes are moving online.
Making online working productive requires some basic rules. Sharing below a few rules from an organization standpoint.
Rule # 1: Understand digital preparedness of your org
In order to work virtually you need to be undertaking a digital readiness survey for yourself and for those you are going to work with. Most organizations do this exercise at regular intervals. For those starting afresh, this can be a first step.
This is not true only for organizations but also for anyone who is planning to take its services online. My daughter’s school is planning online classes for next week. They conducted a digital readiness survey of how equipped she is to take classes online.
Rule # 2: Equip your employees
One you have the data on where your employees are vis-à-vis their digital readiness, see who needs what. This is where one needs to look at not only the IT policy but also employee benefits. Often, employees are equipped to be digital by the organization. I remember being provided by a data card in early days that allowed me to plug to the world wide web from anywhere I wanted. It is important to look at the digital readiness data and enable those who need support. I wish my daughters school is reading this planning to provide some digital stationary (read laptop) for the next session!
Rule # 3: Orient staff to work online
For those who are working remotely for the first time, it is highly recommended that there is some kind of an orientation on ‘How to work virtually’. Basic do’s and don’ts go a long way.
Rule # 4: Set some ground rules
Working virtually can become painful since the time sense crumbles. I am hearing this from most of my friends and can see this real time with my spouse that the number of hours you are working has gone up. So, while your organization might one of the tech savvy, digital org with leading best practices around its employees, often working virtually might mean that you are available all the time! We have heard about messages being sent at 3 am and the same being discouraged by leadership. It is important that as an organization, you set some ground rules on virtual working. Downtime needs to be built in, personal time should be respected if you want to see this work. The benefits of making this work are huge such as employees saving time during commute!
Rule # 5: Clear instructions and deliverables:
As a Manager, it is important to set-up a clear plan of action for your team. If this is a new way of working that you are switching to, it becomes a critical for success. It will be easier to blame the way of working otherwise! There is no harm being prescriptive and documenting it for a clear understanding. I know this means more work may be but as one settles in with a new way of working, it helps in the long run. BTW, this is also needed if you are working together in your officeJ
Rule # 6: Set up a check-in process:
Daily or weekly operational rhythm can be one of the mechanisms that can make working remotely for long durations efficient. Setting aside a time in the day for check-ins will help not only you but also your team member to plan activities.
Rule # 7: Plan virtual chai/coffee session:
Bring in some humor, build in ‘free’ spaces where employees can bring in their own coffee/tea to the meeting. Coffee, chai breaks are integral part of work life. May be wave them as a part of your meeting once a week.
Rule # 8: Be aware that you are talking to another human:
While working from home or virtually remember that your team member might be facing challenge setting this space at her home or maintaining a quiet time when there is a call happening. Allowing some of the distractions, building rapport and helping the person find her way or style of working virtually can be help people settle in faster. Everyone is not OK with their child coming in while they are on the news! But as we deal with unprecedented times, we need some unprecedented rules to overcome what has come our way.
There are a few starting points for any organization. As an employee, there is a lot that you can do. I am sure some of you are already implementing several rituals around working from home. Do share and DM if you would like to discuss further.
Pooja Bajpai is the founder of The Talent Alchemy, a talent development organization. She is an ICF certified ACC coach, Psychodrama Executive Leadership Practitioner, an organization change, culture specialist. She is passionate about people development and gender equality and inclusion. As a former leader with a big 4, she believes in co-creating, customized solutions for her clients in the space of leadership development, coaching, gender, equity, inclusion and women entrepreneurship.