Working remotely: Tips, tricks, and best practices

How to stay efficient, create boundaries, and make the best of bringing your office home

In order to help slow or halt the spread of the novel coronavirus, the University of Chicago has encouraged staff members to transition to what might be a first for many: working from home.

In response to what can be a challenging adjustment, UChicago has developed a Remote Work Guidelines & Best Practices document to provide resources for our valuable staff members to meet your work goals, despite the change in scenery.

Below are some highlights from the document, as well as other tips and trips for best work from home practices:

Work environment

· Create a dedicated workspace. Not everyone has a home office, and that’s OK: find what space works best to comfortably do your work—and when when you’re finished, put it away. Factors to include are appropriate lighting, seating, internet and phone connectivity, and noise level. Set clear expectations with others in your household regarding your interactions and availability.

· Find a routine. If you generally work 9-5, then stick to that schedule, if possible. Use the time you would have normally spent commuting to have your morning coffee, accomplish or plan a personal goal, or take your dog for a walk – it will help you get started on a better mental note.

· Get ready for work. Get dressed, shower, and do the things you normally would to start your day. You can wear comfy clothes – just don’t wear your pajamas.

Communication, planning, and collaboration

· Communicate with your manager about your day’s tasks, share updates often, and a summary of progress through an agreed-to method and schedule.

· Be realistic. If your home environment presents challenges (such as child care), talk with your manager about the possibility of working non-traditional hours, such as early mornings, evenings, or weekends.

· Take advantage of UChicago’s communication technology tools: Information about Zoom (video conferencing), Microsoft Teams (chat, file sharing, and video conferencing) and Slack (chat) can be found here.

IT Security

· Use a separate device and account. Avoid using devices shared with others for remote work unless completely necessary. Always ensure others work under separate accounts from your own.

· Install all required updates to your device’s operating system, applications, browsers, and browser extensions. Criminals can find ways to exploit unpatched systems in order to access and steal data. Applying required updates significantly lessens this risk.

· Use a secure, password-protected, wired or wireless network. Criminals can compromise public Wi-Fi to steal data, so avoid using public Wi-Fi when possible. If you must use public Wi-Fi, use the University’s virtual private network (VPN). See VPN and Wi-Fi Security for more information.

· Keep your data secure. Whenever possible, save and edit all data using cloud storage services (Google Drive, UChicago Box, or Microsoft OneDrive) rather than on a local computer or external storage device. Sensitive data requires the highest level of security and privacy protection, and must be stored in accordance with the University’s Data Classification Guidelines. Please see the UChicago Data Usage Guide.

· Keep your device secure. Install antivirus software on it. Symantec Endpoint Protection (SEP) is the University’s supported antivirus software available to students, faculty, and staff. Ensure that your device has a screen timeout or lock if left unused. A good guideline is 20 minutes for a desktop, and five to 15 minutes for a laptop. Make sure that a strong password or PIN is required to unlock your device. See the Baseline Protection of End-User Devices for more information.

Wellness

· Take breaks. Make sure to carve out breaks for lunch, or even just to get some fresh air, and to look away from your screen.

· Build physical movement into your day. You may find you are moving much less than you do when going to your office without the walk to/from public transportation or parking and meetings. Take short breaks to stretch, do a few minutes of exercise, or walk around the block (while continuing social distancing, of course).

· Connect virtually with your colleagues and others as much as possible. Just as you would schedule coffee or lunch with colleagues, schedule time to connect virtually. During online meetings or calls, take a few minutes to catch up socially or informally.

Above all, remain flexible. This may be a new way of working for many of us. Continually look for ways to make things better. Check to make sure that the routines you establish at the start lead to the outcomes you intended.

Are you a manager with staff? Check out our Remote Working Guidelines & Best Practices for Managers.