Telecommuting
Published: 2009/02/01
What Is Telecommuting?
Telecommuting is also known as remote work, telework and "working from home". Telecommuting occurs when employees perform work from a location other than the primary office. Although this is usually at the employee's home, you can telecommute from anywhere given the right conditions. The right conditions need planning and commitment.
Why Telecommute?
Telecommuting offers increased productivity as a result of fewer office interruptions. It also offers:
- No commute time
- Greater flexibility in location
- Travel savings on fuel and maintenance
- Reduced environmental impact
- Increased morale
- Increased job satisfaction
- Reduced stress
Primary Challenges
Telecommuting does come with its own set of challenges. The boundaries between work and home can become blurred, affecting work / life balance. Telecommuting can also result in reduced corporate visiblity, making advancement difficult. Extended working hours don't receive the "extract credit" that normally occurs when managers see employees staying late in the office. Additional challenges include:
- Reduced access to resources
- No office supply cupboard
- Additional personal distractions
- Family, friends, door-to-door sales
- Television, radio
- Additional tax considerations (ask your accountant)
- Potential liability regarding data (ask your legal department)
Remote Work is Not for Everyone
If you crave social interaction in the office then full-time telecommuting may simply not work for you. Social butterflies
tend to spend all their in-office time socializing to make up for time spent telecommuting. This negates the productivity
increase received from fewer office interruptions.
If you have any doubts about this, a trial period is a great way to try telecommuting without a full comittment.
Required Skills (In Priority Order)
- Discipline
- Motivation
- Communication
- Organization
- Independence
Required Office Systems
The systems you will need at home to support telecommuting will vary according to your role. Here are some elements to consider:
- Virtual Private Networking
- Remote server access
- Terminal Services, etc.
- Collaboration software
- Web-ex, etc.
- Instant Messaging (if it doesn't interrupt your day)
Choose a Permanent Location
A quiet location away from the normal family areas in your home is extremely beneficial. A small room with a door is ideal.
The dining room table does not make a good working surface due to constant interruptions and the need to clear everything
away each evening.
If possible, don't share your space with another function such as a bedroom. If sharing the space is necessary, at least
use a closing desk / bureau to separate work from home
Gather Your Equipment
- Desk / countertop
- Laptop (ideal for office visits)
- High-Speed Internet (splurge on the static IP address)
- Phone (land lines are 5 9s of service)
- Unlimited long distance
- Filing Cabinet
- plus any custom needs
Organize your space
- Don't be tempted to let neatness slide
- Touch everything only once
- This also applies to email
- Keep an empty inbox
- Maintain a proper filing system
Keep A Workday Routine
- Start your day at a set time
- Dress for success
- Coffee and a muffin
- A walk around the block
- Shut the office door
Maintain Working Hours
- Coworkers must be able to rely on you
- Managers must be able to schedule meetings
- Don't fall prey to "consultant syndrome"
- Working by deliverables only
Set Firm Working Boundaries
- Friends and family will "drop in"
- Ask people to return during lunch or after the workday
- Do not use remote work as a replacement for child care
- Either your work or your children will receive less than your full attention - likely both
Set Reasonable Limits
- Avoid "just another 5 minutes" syndrome
- Maintain a starting time and a finishing time for your workday
- Schedule breaks and lunch
Track Your Time
- Track your time against projects
- Even if this is not required for day-to-day reporting it is a useful exercise to track productivity
- Use real timers to gauge actual minutes spent on each task, not just an estimate
Create Face Time
- Video conferencing
- Webcams are inexpensive and common
- Attend office social events
- The annual department summer picnic
- The annual holiday party
- Attend monthly departmental meetings
- Easier for workers "close" to the office
Help The Whole Team
- Offer to help others in your department
- Work to keep THEIR commitments
- Help those in other departments as well
- This reduces potential jealousy among coworkers
- Write thank-you notes
Manage Your Career
- Attend conferences such as PASS
- Join professional networking groups
- Maintain your skills
- Keep current on new technologies
Watch Your Health
- It is easy to gain weight
- Less walking
- Easier access to food
- Find local friends for daily walks / exercise
- Join a local gym
- This will help with the reduced social aspect of remote work
Personal Errands
- Always treat personal errands as you would if you were in the office
- Ask your manager
- Check in before and after the appointment
Document Your Role
- It is critical that management not view you as a "black box"
- Data goes in, work comes out
- Someone else should be able to step in if you are unavailable
- Vacation
- Illness
- New challenges
- Microsoft SharePoint is a great utility for this
- There are many content management options
Maintain an Audit Trail
- Follow up phone calls with email minutes
- Even if its two lines with no action items
- Never delete email – ever
Pace yourself
- Very focused people can burn out quickly
- Schedule your breaks
- Take real vacations
Employer Advantages
- Increased productivity
- Increased retention rates
- Greater hiring potential
- Increased morale
- Reduced absenteeism
- Reduced effects of weather and related emergencies
- Lower office space requirements
- Potential alternative to expensive relocations
Employer Challenges
- Start-up costs
- Technology requirements
- Corporate security
- Data access
- Data loss
- Reduced managerial visibility
- Decreased morale
- Jealous colleagues
Common Objections
- We don't do telecommuting.
- Everyone will want to do it.
- How do I know you are working?
- It will cost too much.
- What happens when I really need you?
- You can't telecommute. You...
- are a manager
- deal with customers
Initial Actions
- Prepare answers to the common objections
- Gather information regarding telecommuting in your industry
- Prepare a work area at home
- Gather any critical technology
- Establish a precedent for communication and work on any "forced" home working days
- Snow storms
Your Manager's Role
- Communication
- Organization
- Constructive feedback
- Trust & Respect
- Manage by output, not hours
The Written Proposal
- Detail the benefits to your employer
- Detail the skills you possess that will assist you in working remotely
- Include a photograph of your home workspace
- This shows commitment to the process
- Include measurable goals and reporting methods
- Include statistics regarding telecommuting
- Make a list of any needed equipment
Trial Periods
- Start small
- Single day
- One day per week, two days per week
- One full week