30 Hacks for Productive Remote Workers, by Remote Nation

Dedicated to all of the:

We celebrate YOU - the skilled professionals who live, work and thrive outside of a traditional office just like we do.

You may not have a commute, but you travel miles on your devices delivering great work on time and budget from all over the world. We see you. We know the value and contribution that you quietly deliver day-after-day from wherever you are.

YOU are the Remote Nation and this workbook is dedicated to you.

Welcome to the club Build your skills for remote work success.

Remote work is like any work. You have goals, projects, assignments, and job responsibilities that others depend upon you to complete on time and on budget. But remote work has unique, distinct differences that set it apart from a typical office job. As remote professionals, we aren’t physically present, nor are we in our boss’s direct line of sight. Remote workers must develop the self-discipline to control our own schedules, motivate ourselves to stay on top of things, and proactively communicate to our networks, so everyone remembers we exist. There is no dropping by someone’s office or cubicle for an informal chat. The boss and your co-workers are elsewhere; a call, text, email, or video chat away.

This autonomy offers us the freedom and flexibility to give up an exhausting daily commute and craft a fulfilling lifestyle that allows for creativity and time to cuddle your pets or your kids. But you must manage your daily details with more proactive consideration and learn how to stay visible, relevant, and valued at work. There is a myth that remote work means lots of time to goof off. What we know from experience is remote professionals actually tend to work too much.

Learning to take good care of ourselves and adjusting to the new skill requirements are a big part of the remote lifestyle adjustment.

With typical office work, success is often measured by your physical presence. Line of sight means more than

productivity. People can hide in plain sight, surfing the web at their desks with no one the wiser. So many organizations have devolved into an endless cycle of meetings that allow people to see and be seen. Bored, passive aggressive co-workers eye each other over conference tables or scroll through their cell phones impatiently waiting for it to be over. This is time wasted.

A typical office job usually means a commute that also wastes a lot of time and creates a lot of stress.

Who needs it? Life is too short.

Remote work offers a more productive alternative.

Success, by necessity, is evaluated on measurable criteria like concrete, productive output – achieving goals and objectives, delivering on deadlines, and meeting deliverables on time and budget. Diligence, productivity, self-discipline, and consistency are critical.

It’s also critical you understand expectations upfront.

And yes, it’s important you are available to meet with co-workers as issues arise, but meetings are more directed as there is a defined reason remote teams meet. It’s easier to get to the point, accomplish the work objective, AND build in a little social time at the beginning or end of a meeting.

You. It’s all up to you. Fortunately, you are not alone regardless of where you set up shop. You are part of a growing community of untethered professionals engaging in remote work world-wide – a Remote Nation - composed of individuals committed to the concept that work can be done anywhere. We fall into lots of groups; freelancers, mobile professionals co-workers, digital nomads, dispersed teams, gig professionals. However, the labels don’t matter so much as the idea that we are a powerful force that can be productive wherever we choose to be.

Navigating a remote work lifestyle calls for self-discipline, attention to detail, and a whole new set of business skills for you to succeed. We know. We do it every day. This guide was designed to share the best practices that we’ve developed or learned from our remote work co-workers and friends throughout our remote work journey. This guide is for you. It contains the wisdom of Remote Nation citizens everywhere.

People who have done it and who do it today.

Throughout this guide, you will discover how they’ve thrived and how you can too. It’s our goal to help you set up the habits that will help you work to the best of your abilities and achieve your professional and personal goals regardless of your physical location.

We invite you to make this guide your own and develop your plan to take control of your remote work success.

How to Use This Guide This guide will help you plan your time and stay on track. Schedule ten minutes at the end of the day to fill out the next day’s plan and five minutes in the morning to review it. Make notes to yourself throughout the day.

When you fill out the daily page, start by noting your obligations and scheduled meetings. If you haven’t already confirmed them, send out a reminder, even if it’s on a calendar. This is a good way to stay in touch and make sure everyone has the right details ahead of a scheduled interaction. A quick email, call, text, or IM can avoid the embarrassment of not showing up.

Next, set up your top three priorities for the day. You will likely have more tasks, but the intention here is to prioritize and focus on those that are most important.

These are the superstar items, the ones you need to accomplish to count the day a victory. And finally, note your wins. It’s easy to get lost in the stress of the day or get overwhelmed by the next item on your endless to-do list. But life is a journey that requires kudos

and acknowledgment to keep us going. We lose momentum and focus if life is too much of a drudge.

Take some time to celebrate your wins and your progress. In recognizing and placing value on them, you can fortify yourself for the next round of work, building on your progress to achieve even more.

Finally, at the end of the 30 days, we ask you to practice this by pausing and looking back at your remote work journey. Do a debrief with yourself. What’s working? What could be better? Are you meeting your goals? Are you trying to accomplish too much? What adjustments, if any, do you want to make for the next 30 days to come?

The time you spend on this guide is a gift to yourself.

It’s a way to take charge of your remote work day and your career as a remote work professional. It’s about taking full advantage of the unique opportunity you have as a remote worker to live a well-balanced, productive, satisfying life.

Enjoy!

Table of Contents TOPIC

PAGE

Allocate your space Take good notes Appreciate your commute Watch your back Build your network Discover your best time Work in sprints Dress for success Stretch often Stay in touch Find your rhythm

01

Prepare for inspiration Find your scene Mind your snacks Use all your channels Track your time One thing at a time Keep your pets happy Walk and talk

45 49 53

Schedule a virtual lunch Back up your backups Own your wins

05 09 13 17 21 25 29 33 37 41

57 61 65 69 73 77 81 85

Take a break, meditate Be your own best chef Use your voice, give a call Plan your day the night before Keep learning Be nice Keep it clean Make it personal Notes

89 93 97 101 105 109 113 117 121

Remote Hack #1

Allocate your

space As a remote professional, you can create your perfect work environment. Having an office that makes you happy to work, helps with your productivity when you work from home. It should be inviting, comfortable and suitable for you so it’s easy to work without distractions.

Personalize your work space. While the space you’ve chosen dictates the setup of your office to a certain extent, consider this an opportunity to get creative. Think about the work you need to do and the equipment you need to do it. Consider your style and what helps you to get going and keep going.

Sometimes that’s a basketball hoop on the back of the door, and sometimes it’s windows with lots of natural light. It’s entirely up to you.

Be deliberate. Put stuff where it’s easy to use and least disruptive to your flow. Think convenience, function, and style. If you use the printer often, decide if you want to keep it by the desk or in another room to force yourself to move whenever you print something. Store files and supplies where you can find them easily. In a filing cabinet next to your desk? Shelves across the room?

Designate a place for things to help reduce clutter and mess. Pay attention to what frequently piles up on your desk, then decide if it needs a permanent home or if you need to get rid of it. You may want to have pencil holders and desk caddies for supplies.

If you dislike clutter, store these things out of sight or eliminate them altogether.

Adapt the space to your style rather than adapting your style to the space. If the power outlet isn’t in the right spot, get an extension cord. If the best place for the desk is in a darker part of the room, get a great lamp. The only right way to set up the office is the way that allows you to do your best work.

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Put it in action: Consider the work space layout that works best for you: Are there things that are slowing you down or disrupting the flow of your work?

Do you prefer kitsch, country, or modern? What are your style preferences?

Does everything have a place? If not, decide where things should go.

Do you have what you need within reach? What do you store elsewhere to force yourself to move once in a while?

Does your current work-space inspire you? Motivate you? If not, what can you do to change that?

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Date: Day: Meetings or calls (time and purpose)

Top Three Priorities Today I will: 1.

2.

3.

Networking Today I will reach out to: (Name) Follow up:

Notes:

Win for the day:

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Remote Hack #2

Take good notes Every day there is enough information flowing through your brain to sink a large ship. Yet you must make sense of it and keep track of it, so you can stay on top of things. Don’t drown. Save yourself by writing things down.

Set up systems that work for you to help you keep track. Think about the information you need and how you want to use it. You could use a single notebook, a series of notebooks, some sort of filing system or, if you prefer digital, there are options like productivity apps.

If you opt for digital, consider using apps that you can access on multiple devices so that you will always have easy access.

Organize your day the night before so you can work with purpose right out of the gate. Include details such as meetings agendas, phone numbers, addresses – whatever info you’ll need for each project, so you don’t have to waste time searching for the details every time. Add notes throughout the day, updating for easy reference.

Flag your deliverables and priorities during meetings.

While it may seem in the moment that you won’t forget, the reality is there will be a million things that will interfere with your memory. It’s also good to follow up calls and video conferences with a digital message outlining deliverables, agreed upon deadlines, and next steps to make sure everyone is on the same page.

Get the most from your notes. Listening engages one part of your brain while reading and writing engage other parts. The more of your brain you use, the more likely you are to remember. As you review your notes later, you’ll see patterns and connections between things. This gives you new insights and ideas for improvements and keeps you on track with your daily tasks.

Be detailed. As you take notes, note the date, subject, and participants associated with each event.

It doesn’t have to be elaborate, just enough to jog your memory later.

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Put it in action: Take some time to think about how you can integrate note-taking into your day and set up the systems that work best for you.

Choose your system – buy a journal or download an app based on your personal preferences.

Practice note-taking for one week and note the difference when notes are taken and when they are not.

It takes time to make a habit, so concentrate on building in time for note-taking so nothing gets missed.

Before you know it, it will begin to feel weird if you don’t take notes.

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Date: Day: Meetings or calls (time and purpose)

Top Three Priorities Today I will: 1.

2.

3.

Networking Today I will reach out to: (Name) Follow up:

Notes:

Win for the day:

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Remote Hack #3

Appreciate your

commute When you opted for remote work whether it’s full-time or just a few days a week, you’ve chosen a different way of life, one that gives you more control over your time and more flexibility to do things the way that makes the most sense for you and your family. You’ve joined Remote Nation, a diverse group of individuals who are innovative, creative, and productive.

Recognize and appreciate the new norm. What you are doing is significant and important as we engage in a new way of working. Savor that moment when you realize you don’t have to spend 30 minutes or an hour or more on the road before you can start work. You can just step over to your desk and get going. The only reason to turn on the traffic reports is to remind yourself how great it is to be moving on a project rather than inching along on the highway. Of course, there are undoubtedly challenges to working at home.

But when you consider all the benefits, it’s easier to develop the systems that will allow you to knock down those hurdles and take full advantage of the opportunities.

Note the extra time you have in your day by not having to commute and make good use of it. This could be the time you savor a cup of coffee, have breakfast with your family, or get out and exercise.

While you’re at it, consider the money you’re saving.

This may be a different way of life than the norm, but that’s the best part.

Close the door on work at the end of your work day.

Although you may no longer be commuting, it is still helpful to have a transition into and out of work. This could be a walk around the block, creating check in ritual that puts you in the work mindset, or opening and closing the computer. This is part of setting the boundaries between your work and personal life.

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Putting it in action: Make a list of the benefits to you in working remotely.

Make a list of the benefits of remote work to your quality of life and your bank account.

How much time do you save each day, week, month working from home versus time spent commuting to an office?

Estimate savings you have realized as a result of the shift to remote work like fuel costs? Office attire? Mileage on your vehicle? Food?

Parking? Public transport?

Identify the quality of life changes you can make as a result of your new remote work lifestyle – time to exercise? Time with your family? Time for a hobby? Time with friends? Less stress?

Identify the daily rituals you have developed to start and end your work day, now that you work from home.

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Date: Day: Meetings or calls (time and purpose)

Top Three Priorities Today I will: 1.

2.

3.

Networking Today I will reach out to: (Name) Follow up:

Notes:

Win for the day:

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Remote Hack #4

Watch your back One of the great things about working from home is control over your work environment. You get to pick the colors, and you don’t have to put up with wobbly chairs that no longer adjust.

Make your health a priority. Take advantage of this freedom to create a work set-up that considers your preferences AND your health. Don’t settle for whatever desk and chair you have hanging around the house.

Be good to yourself and take the time to select office furniture that suits you and your physical needs.

Don’t settle for an inadequate set-up. If you’re going to spend a lot of time in front of the computer, consider the downstream consequences. Poorly designed work-spaces can lead to a higher risk of carpal tunnel syndrome along with increased neck and back pain. These sorts of injuries don’t happen all at once; rather they develop over time due to poor posture and prolonged sitting.

Set up your equipment where it’s best for you.

Position your computer screen so it’s at eye-level.

Adjustable desks can help, but a stack of books or a box will work in a pinch. Set up your keyboard and mouse low enough that your wrists are angled down.

Selecting the right chair is crucial, but chairs aren’t one-size-fits-all. Remember, there isn’t a single “right” chair for everyone, look for a chair that adjusts to fit your neutral posture. Make sure it supports your back and allows your feet to be flat on the floor.

Don’t forget to move! Get up, walk around, move, stretch, and take a break at regular intervals. And if you find you are sitting too much, try standing for a while.

You could use a desk specially designed for standing or use a counter that is a good height. Just make sure the keyboard remains low enough that your wrists are tipped downward.

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Put it into action: Do a quick evaluation of your work set up.

Does your current workplace design and set up provide comfort?

Have you experienced pain in your back, wrists, or other areas as a result of working in your space for a full day?

Can you identify the source of your physical discomfort?

Chair? Desk or computer monitor height?

Have you identified adjustments to your office set-up that complement your physicality and preferences?

Evaluate your office chair. Does it provide you with the flexibility to adjust the chair height to allow your feet to sit flat on the floor?

Develop your ritual for adding breaks and movement into your daily work routine.

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Date: Day: Meetings or calls (time and purpose)

Top Three Priorities Today I will: 1.

2.

3.

Networking Today I will reach out to: (Name) Follow up:

Notes:

Win for the day:

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Remote Hack #5

Build your network Networks help you get jobs, move projects forward, overcome obstacles, navigate life changes, and develop a more well-rounded, global perspective.

In short, you can’t professionally advance without them.

Networks are important. Everyone needs a robust and engaged network to get things done day-to-day, to develop new skills, and to move themselves forward in their careers. Particularly remote professionals. While you may work alone in your remote office, that doesn’t mean you have to be disconnected. In fact, connections are our life’s blood. They will make us or break us over time.

Networks keep you visible when you aren’t in the office. Within your company, your close network connections are the people who speak on your behalf when you aren’t physically present. They share information and keep you informed when you aren’t in the room. They may advocate for you during difficult times or mediate for you during conflict. These are the people who can be a sounding board, offer you advice, and help you find the information and resources you need when you need them.

A strong network doesn’t happen by accident – it’s something you must cultivate and nurture. As a remote worker, you will need to work a little harder to make the connections. Use the skills you’ve developed from previous hacks and experiment. Find ways to meet people in your community, at your local coffee shop, or co-work space. Look for events – online or offline – that are sponsored by groups in your industry or field. Ask for introductions and referrals from people you know.

Make plans to stay in touch with the folks you meet. Use tools like LinkedIn to keep in contact and be visible. Add value to your network by sharing articles of interest. Go old-school. Take them out for coffee, lunch, or dinner if they’re local. If they’re distant, arrange for virtual social contact.

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Put it into practice: Plan to spend a little bit of time each day nurturing your network. Make a list of the types of contacts you need to get work done day-to-day and compare that list to your current network.

Evaluate your current network honestly. Does it provide you with the help and support you need when you need it?

Consider the type of contacts you’d like to cultivate within the remote work community to build your skills as a remote professional. Use LinkedIn as a resource and reach out to us. We’ll help you connect with remote workers from all over the world.

Now consider the type of contact you’d like to cultivate to support your career aspirations – these mentors could be inside or outside your organization.

Identify the gaps and make a list of possible people within and outside your organization to approach and build relationships with, to build out your professional network.

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Date: Day: Meetings or calls (time and purpose)

Top Three Priorities Today I will: 1.

2.

3.

Networking Today I will reach out to: (Name) Follow up:

Notes:

Win for the day:

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Remote Hack #6

Discover your best time Human beings are not machines. You can’t turn yourself on and set yourself to go until it’s time for you to turn off. Instead, our energy levels rise and fall throughout the day, making it easier to do certain things at certain times. When you understand your own body rhythm, and you match your energy level to the type of work that needs to be done, you can maximize your level and improve your work productivity. The trick, of course, is figuring out what works best for you.

Be honest with yourself. What type of person are you?

Are you one of those energetic first-thing-out-of-bed types? Great. Schedule the heavy thinking tasks for the morning. Do you prefer to ease into the day? Then low-key tasks that help you rev up your brain for the afternoon or evening hours might be best. Save the heavy lifting for later in the day.

Leverage flexibility thoughtfully. The advantage of remote work is flexibility to adjust your work schedule to fit your natural rhythms. Structure work assignments to your body’s preferences while factoring in colleague availability, schedule commitments, your boss’s expectations, and deadlines. With a little planning, you get to take advantage of the best part of your day, meet your work obligations, and be a great team member.

Don’t forget to communicate your work plan with the team. If your preferred schedule is different from others, it may take time and compromise before you can move to a fully flexible schedule. However by taking small steps, you can build trust with your team and demonstrate consideration for others. After a while, all that will matter is your capacity to deliver high-quality work on time and on budget.

Take care of yourself. A remote professional can get consumed with work. That’s just not sustainable over the long term. Understanding yourself helps you to know when you’re lagging and when you need a break. You’re better off working in short bursts during your peak hours when you can get high-quality work done in a shorter amount of time.

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Put it in practice: Make notes throughout the day about your energy levels and how well they match with the tasks you are trying to do.

Make notes on your energy levels and your body rhythms daily. As you see trends occur, take notice.

As much as possible, schedule your day to take advantage of the energy surges and mitigate the lows.

If you want to make drastic schedule changes, talk with your manager and colleagues as you will need their buy-in to make it work.

Make a list of the people who depend on you and who are impacted by your schedule and availability. Then, reach out to them and discuss schedule requirements and preferences to ensure there is transparency all around.

Track your work hours daily and weekly for the next couple of weeks. After that, adjust your work schedule to ensure you remain healthy and avoid burnout over time.

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Date: Day: Meetings or calls (time and purpose)

Top Three Priorities Today I will: 1.

2.

3.

Networking Today I will reach out to: (Name) Follow up:

Notes:

Win for the day:

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Remote Hack #7

Work in sprints The lack of structure with remote work can feel overwhelming at times. Remote professionals often feel pressure to work straight through the day and beyond because they lose track of time or feel they have to overcompensate for their office absence.

However, that level of intensity is unsustainable.

Set up your day in a way that nurtures you and supports work productivity. You might need times of intense focus, but you also need to be realistic about your limits. It’s better to break your workload into manageable pieces that will allow you to get more done over longer periods. It may take a little planning, but it’s possible.

Pace yourself. Distance runners know that going out too fast is the best way to poop out before the end of the race. Instead, skilled runners sprint, using bursts of energy for a defined period followed by short recovery periods, to travel longer distances in good time. Define your tasks so you know what you need to accomplish them. If something is going to take hours, break it down into smaller chunks and plan your work according to the difficulty of the tasks. Very tough tasks that require lots of critical thinking and brainpower should be followed by something less strenuous or a full-on mental break.

Focus on one task at a time. Doing this can block out distractions that can divert your attention and result in tasks taking longer than they should. Time your tasks, so you get to know how much time things take you to complete. Once you have a benchmark to measure against, you are more likely to push through if you can gauge the time left to complete the task. It also helps you schedule your time more realistically.

Work in sprints. There’s lots of evidence that structuring projects in short bursts with smaller, defined chunks of work helps with long-term motivation and overall morale. Employ this hack in conjunction with other hacks – tracking your time, use your journal, take a break and meditate, celebrate your wins for a more balanced approach to managing your health, mental well-being, and the pace of your day.

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Put it into practice: Define the tasks you need to do today and how long you expect them to take. Now track yourself throughout the day and compare your time estimates to actual time to establish a more realistic baseline for time allocation in the future.

Choose your top priorities, break each task into natural chunks of work and then work in sprints to complete each task with brief rest periods in between tasks.

Evaluate the quality of your work and your mental state after each priority is completed, then de-brief with yourself: what worked well and what didn’t so you can keep adjusting your process until you achieve high productivity.

Consider how to integrate the techniques from other hacks into this process so your sprints incorporate multiple hacks with this one.

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Date: Day: Meetings or calls (time and purpose)

Top Three Priorities Today I will: 1.

2.

3.

Networking Today I will reach out to: (Name) Follow up:

Notes:

Win for the day:

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Remote Hack #8

Dress for success One of the perks of working from home is not having to worry so much about what you’re wearing. No tie?

No problem. Leave the heels in the closet. You can save money and reduce stress. No more wardrobe challenges!

Just because you can, doesn’t mean you should.

There are good reasons why you shouldn’t roll out of bed and get right to work in your comfy pajamas every day. For starters, the lines between one day and the next start to blur, and that’s not healthy. Changing into casual business attire or at least “daylight” clothes helps set the boundary between personal and work time. It’s like making your bed, doing the dishes, or clearing the table at the end of meal. Developing a work “uniform” that’s comfy but denotes work to you helps you develop structure, discipline, and a mental mindset that creates momentum for the work day.

Think of it as a transition into your professional persona.

Get into the right headspace. Since you won’t be going into an office, it’s no longer about how others view you. It’s about how you feel. Dress to the level that gets you geared up and motivated for the work tasks on your schedule.

Be ready for the video calls. That could be a complete outfit or maybe just a dressy shirt over sweatpants. Think about the impression you want to give and the tone you want to set for the meeting.

As video is increasingly popular, get used to using it now as it’s sure to be a part of every workplace in the future.

Create your own definition of comfy work attire.

Some people like to come up with a basic wardrobe that they don’t have to think much about. On the other hand, if you’re not going to be on camera, this could be a chance to experiment a little and wear some outlandish combinations you wouldn’t try out in public.

If that puts you in the work mindset, then you’re good.

If business attire makes you feel professional, then that’s what you should wear. When you work remotely, you get to decide.

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Put it in action: Take some time to think about the types of clothes that motivate you and help you stay focused.

Take a risk! Are there clothes you feel are unsuitable for a traditional office but that you enjoy wearing and help you feel self-confident? How can you incorporate them into your new work wardrobe?

Develop your plan for video calls. Consider your attire and the location your can use in your workspace that will provide a professional, unobtrusive backdrop.

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Date: Day: Meetings or calls (time and purpose)

Top Three Priorities Today I will: 1.

2.

3.

Networking Today I will reach out to: (Name) Follow up:

Notes:

Win for the day:

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Remote Hack #9

Stretch often

It feels great when you get focused and on task, but sitting for long periods of time isn’t good for you. The lack of movement causes stiffness that leads to soreness that leads to reduced flexibility. Over time, too much sitting puts you at risk.

The facts are clear. People who sit for more than 13 hours a day have a 200% greater risk of death compared to those who sit for less than 11 hours a day.

People who sit for more than 30 minutes at a stretch are at greater risk. Sitting isn’t good for your brain either.

Sit too long, and fatigue settles in, making you less efficient.

Take a few minutes every hour to stretch.

Stretching has multiple benefits. It increases flexibility, relieves stress, and gives your mind a break. You will find that you can accomplish more and feel better doing it.

Stretch often; vary your stretches. Build movement into your schedule. Stretching for just three to five minutes several times a day can make a difference.

Plan some stretches just before or after regular breaks or set an alarm to go off once an hour. Spontaneously stretching any part of the body that feels tense can help reduce pain and muscle strain. We’ve listed a few for you to try.

The Twist – Stand up and place arms out to either side like you’re greeting a long-lost friend. Rotate your upper body to one side and take a few breaths and then rotate to the other side. This increases blood flow to the midsection and promotes energy.

Forward fold – Stand with feet shoulder-width apart and knees slightly bent. Bend at the hips bringing hands to the floor. Feel the stretch through your back and shoulders. This stretch is good for legs and lower back.

Balancing Act – Stand tall, bend your right knee lifting the leg. Grab your foot with your right hand and push your foot against your hand until you feel a stretch. If you need help balancing, rest your left hand on the edge of your desk or table. Switch feet and repeat.

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Put into action: When you build your daily schedule, make sure to add the three stretches we’ve supplied. Plan to add the stretches at routine intervals throughout your day.

Twice the first couple of days, four times a day by the end of your week.

Do a little research and add additional stretches to the three. Add those to your routine over time.

Observe your body and note any improvements in your physical well-being you observe as a result of your new stretching routine.

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Date: Day: Meetings or calls (time and purpose)

Top Three Priorities Today I will: 1.

2.

3.

Networking Today I will reach out to: (Name) Follow up:

Notes:

Win for the day:

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Remote Hack #10

Stay in touch With so many ways to communicate, it’s tempting to pick the communication style and channel that’s most comfortable for you. But that’s not beneficial for anyone. Forcing others to conform to your way of doing things sends a clear message – and it’s not a good one. Instead, consider a more flexible approach that stretches your communication capabilities, shows consideration for others, and keeps your skills flexible.

Not only does this set an example for others, but it distinguishes you, making you much more valuable to the team overall.

Establish communication protocols as a team.

Successful teams discuss how and when they will communicate upfront, and then they revisit the issue periodically. Talk to your team about the channels they prefer to use and why they like them. Work together to determine what’s best for the group. Discuss time zones, if they are applicable, as time zones are also important when scheduling team time that works for and is respectful to everyone. Collective agreement about the best ways to share information means more team buy-in. With very small teams, you can be more flexible and use whatever works best for each team member. This is likely to provide an ongoing flow of information, both formal and informal. Be prepared to formalize communication protocols if the team starts to grow.

Channel preferences vary with the type of message.

For example, one team member may use Slack for project updates but talk on the phone for planning.

Another team member may text while she’s traveling but prefer video conferencing when she’s at her desk.

Make a note of these preferences and accommodate them whenever possible.

The type of work impacts your communication decisions. Creating a central channel for important project work helps consolidate information and makes it easier to follow the thread of work. It also provides a historical record of the workflow that is useful for future debriefs and process evaluations. Text or IM are the perfect quick chat tools for a quick question or checking availability for an immediate call. Tailoring the channel to the work task helps maintain momentum and enables frictionless workflow.

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Put into action: List the team members and their preferred channels for communication. Include yourself on the list.

Schedule a meeting with your colleagues to discuss communication preferences and the impact of time zones for optimal meeting times.

Work with your team to determine basic communication protocols for staying in touch.

Is it ok for team members to text each other? What is the acceptable time period for responding to emails?

What tool do you want to use for sharing files and housing shared team files?

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Date: Day: Meetings or calls (time and purpose)

Top Three Priorities Today I will: 1.

2.

3.

Networking Today I will reach out to: (Name) Follow up:

Notes:

Win for the day:

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Remote Hack #11

Find your rhythm As a remote professional, you oversee your work environment. But there are some things you can’t control, like neighbors mowing their lawn or the construction crew tearing up the road just as you get on your conference call. Anticipate these disruptions will occur occasionally and prepare for them.

Get yourself a nice noise-canceling headset.

Be prepared to structure your schedule, prioritize your daily activities, and integrate personal life tasks when disruptions occur, or use music strategically to provide a neutral backdrop, or lift your mood during your workday.

Music as background can be a powerful tool.

Music is very personal. It can get you pumped up for the day, calm you when you’re under stress and chase away feelings of isolation when you work on your own a lot. Yes, music can also distract, so you need to learn when to shut it off. For instance, if you’re trying to learn something, music can interfere. It’s hard to concentrate on two things at once. Your brain is processing extra amounts of auditory information on top of analytical or critical thinking work tasks. There is a greater likelihood of errors in judgement.

Music is the perfect complement for routine tasks.

If you’re doing repetitive tasks, you may perform better and make fewer mistakes with a little music in the background. Music triggers the release of feel-good neurotransmitters like dopamine and serotonin, leaving you relaxed, happy, and able to focus better. Music is also a great way to lift your spirits.

Experiment with music throughout the day. Test out different styles of music and see how they affect you.

Check out different styles with different types of tasks.

Play with the volume to see if that makes a difference for you. Have fun with it as music streaming services make it so easy to access many different types of music. When you work in public places like a coffee shop or a co-working space, you may find the background noise distracting. Today’s headphones or ear buds are comfortable and affordable. They can help you create your own auditory environment.

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Put into action: Create a playlist for different types of work and different times of the day.

Wake up jam: Get pumped: Relax and refresh:

What work tasks require more focus and critical thinking? Does background music help or hinder your ability to concentrate?

What types of work tasks are more routine? Does background music help or hinder your ability to stay on task?

What kind of equipment do you currently own that can help eliminate background noise when you are on an audio call or video chat?

What style of headphones or ear buds do you prefer?

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Date: Day: Meetings or calls (time and purpose)

Top Three Priorities Today I will: 1.

2.

3.

Networking Today I will reach out to: (Name) Follow up:

Notes:

Win for the day:

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Remote Hack #12

Prepare for

inspiration As a remote professional, you need to set clear boundaries for yourself and the people with whom you work. Put yourself in work mode when you have deliverables and shut the proverbial door on work when it’s time for your personal activities. This is a good way to get work done and have time for personal stuff, but you also need a mechanism for capturing inspired thoughts or new project details as they arise.

The best ideas may come when you least expect them. Inspiration strikes when you least expect it.

Maybe at your daughter’s basketball game, the grocery store, or at 2 a.m. when you can’t get back to sleep. It’s not practical to act on every idea right away, but you want to capture them before they vanish. It’s risky to rely on your memory, especially if you have lots on your plate. Use your note taking system from previous hacks to capture brilliant ideas when they appear so you can keep them safe until you have time to examine them more closely at some future time.

Note the idea along with enough details so you can come back to it and pick up the thread quickly.

Jotting ideas down clears your mind so you can focus on what’s in front of you without losing inspired or innovative ideas. Letting ideas sit for a while gives them time to germinate and gives you the distance to evaluate them better later. When you come back to a really good idea, you will often find your brain has worked on it subconsciously. Giving yourself time to reflect on these inspirations allows you an objective perspective and a better sense of an idea’s real value.

Once you’ve recorded the ideas, keep them in a safe place you can easily access. Schedule time during a break or when you have a quiet moment to review them occasionally. That’s why our team prefers carrying journals so we can consolidate ideas in one central place. Our journals become a written record to reference in the future, so we never lack for new ideas when we need them.

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Put into action: Set yourself up with a system for capturing ideas when they come to you.

Identify the best methods to capture ideas and inspiration – a notebook and pen by your bed, an app on your device, a little of both. Whatever works best for you.

Think about it a bit, when does inspiration typically strike you – when you’re exercising, brushing your teeth, the middle of the night?

Once you have your strategy, dedicate a place to store your ideas for safekeeping until you have time to review them.

Schedule time periodically to review them. For the really good ones, be prepared to build them into your work plan!

When inspiration strikes, my plan is to: The idea: What is required: What will be accomplished: Next steps:

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Date: Day: Meetings or calls (time and purpose)

Top Three Priorities Today I will: 1.

2.

3.

Networking Today I will reach out to: (Name) Follow up:

Notes:

Win for the day:

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Remote Hack #13

Find your scene There’s nothing wrong with acknowledging that sometimes it’s hard and even lonely working from home. If you’ve spent a lot of time at home talking to the cat, and the cat suddenly starts to talk back, it may be time to consider more socially-rich workspace options for a change of scenery. You can consider the multitude of remote work options and find one that fits your preferences and budget without sacrificing proximity or your remote work lifestyle.

Figure out what type of work environment meets your personal needs. If you’re looking for a temporary or occasional solution, consider a local coffee shop or check out your local library. These places provide social interaction and human contact with little to no social pressure at a very affordable cost. Most places these days have public wi-fi and just like when you travel, using your ear buds or headphones sends a clear signal to those around you that you are uninterested in actively socializing.

If you want more human contact on a regular basis, look for a co-working space where you can connect with other remote workers more consistently. Co-work spaces these days often offer all the benefits of a regular office without the commute or internal office politics. If you want to get out of the house even more, look for a co-work space that offers events for networking and professional development.

We encourage you to try out the space to see if it’s the right vibe for you before you sign up for some long-term commitment.

Connect with other remote workers to set up an informal, cooperative co-working option. We see this happening a lot right now. Think of this like a “roommate” situation. Look for folks that are compatible and share similar work values. Make sure there are clear “house rules” that everyone agrees to ahead of time before you sign on to anything too permanent. Talk first about your work preference, how each person intends to use the space, and set ground rules to ensure shared workplace etiquette is in place right away. Do the work up front before problems or misunderstanding occur.

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Put into action: Think about your current situation, would time away from your home workspace help shake things up and re-energize you?

Consider the factors we just discussed and use them as a guideline to figure out what sort of space would meet your needs.

• Do the research.

• Try out different scenarios to get a feel for what works best for you.

• Give it some time, try each thing a couple of times before you decide as everything feels a little weird the first few times!

• Give everything a fair shake before you settle down and choose the best solution for you!

If you’re going to work away from home on a regular basis, set up a carry out work bag to make things easy.

You can use the same set-up when you travel as well.

Stock it with the essentials so you can grab it and take off. Consider using cloud storage, filesharing, and virtual desktops to make it easier to access files from anywhere.

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Date: Day: Meetings or calls (time and purpose)

Top Three Priorities Today I will: 1.

2.

3.

Networking Today I will reach out to: (Name) Follow up:

Notes:

Win for the day:

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Remote Hack #14

Mind your snacks When you’re trapped in an office and the late afternoon hunger pains hit, you may have no choice but to raid the snack machine or kitchen leftovers.

But when you work from home, you’re not limited to pre-packaged sugar bombs that will give you a short-lived burst of energy before sending you crashing into fatigue. Yes, you may be tempted to grab a handful of cookies or a pack of chips because they taste good. Don’t do it, remote professionals have the freedom to make better choices!

Take advantage of having ready access to your own refrigerator and pantry. Stock up on healthy foods that will give you sustained energy. Take some time to plan out meals and snacks, so you have everything on hand. Use lunch and snack times to take a break from work and relax. This is a great opportunity to slow down and be mindful of the moment. Avoid the temptation to always eat in front of your computer. Remember, movement is good, breaks are good, and stretching is good. Build it into your routine to add all three to your healthy meal breaks.

To stay connected with your team, set up joint lunch dates or snack breaks with a friend or colleague in a “virtual break room”. If you must be in front of a computer during breaks and meals, at least use the time to strengthen relationships, build your network, and get in a little social time. Talk about something other than work like last night’s game or some other life events, just like you would if you were together in person. This may feel a little awkward at first. Trust us when we tell you it will start to feel comfortable and normal once you do it a couple of times.

Note your stopping point before your break so you can pick up where you left off after your break.

If you’re worried about having trouble getting back to work after a break, leave yourself a to-do list of priorities. That gives you direction and helps you get back into the groove quickly.

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Put into action: Build your meals menu for the week and use this list as your guide at the grocery store: Example: (breakfast, lunch, dinner, and snacks) Monday: Tuesday: Wednesday: Thursday: Friday: Snacks: Evaluate your current food stores, do they currently support a healthy diet with snacks?

Try keeping a food journal for a week to increase your awareness of your eating habits. At the end of the week, take stock and adjust as needed.

Schedule time with a colleague, friend, or family member for a virtual lunch or virtual coffee break using a video chat tool. This may feel a little weird the first time, but do it three or four times and we guarantee, you’ll learn to like the visual contact.

Practice listing your priorities before you break to ensure you get back on track after your break ends so you don’t lose your momentum just because you take a break.

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Date: Day: Meetings or calls (time and purpose)

Top Three Priorities Today I will: 1.

2.

3.

Networking Today I will reach out to: (Name) Follow up:

Notes:

Win for the day:

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Remote Hack #15

Use all your

channels

Given the multiple ways we can keep in touch today, any reasonable person might think communication is much easier than it’s ever been. It’s never been more complicated. Not only are there endless digital options, but face-to-face interactions, phone calls, and even hand-written notes are still viable options depending on the circumstances, cultural context, or audience we’re trying to reach.

Understanding today’s multi-channel world can be tricky. The fact that there are so many channels is wonderful, because communication in a remote team is essential. As a remote worker, you must utilize every channel to be heard. Today’s communication channels are not created equal. Each has their benefits and limitations. To navigate this multi-channel environment, remote professionals must become communication ninjas, deftly navigating a variety of different communication options. Communication success depends on thoughtfully using every channel to its best advantage. It’s like speaking multiple languages, digital versus old school.

Choosing the right channel is critical. It takes an understanding of a channel’s strengths and weaknesses and an awareness of your intended recipient’s social, political, cultural context. Consider your objective and the intended audience as well as the information you want to convey and the message you want to send. Other factors to consider, are your history with your audience. Do you like each other, trust each other or are you strangers? If you’re driving, email and texting isn’t safe or practical. If you’re in a meeting, texting on your phone can seem rude. If you sense there is a misunderstanding, pick up the phone, schedule video time, or visit someone for a chat.

Talk with your team and your boss about what channels make the most sense for your projects and activities. Set expectations early on. Make sure everyone can access the digital tools you choose.

Plan time for training and practice so everyone can manage the channel functionality efficiently. Try new things and note what works best for the group. Keep at it until you design the system that works best for everyone without adding complications or extra work.

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Put into action: Take time to consider your audience and the goals for each of your communications throughout the day.

Consider the channel that best suits the intended audience and the message. Experiment. Analyze the results and adjust your approach based on what works best.

Review your team communication plan (or set one up if you don’t have one now).

Note the channel preferences of the people you work with most.

Note what channels you are using for what types of conversations.

Remember to include face-to-face meetings, phone calls and video chats as channel options.

Evaluate how things are going from time to time and adjust as needed as the team grows, changes, or new technology becomes available.

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Date: Day: Meetings or calls (time and purpose)

Top Three Priorities Today I will: 1.

2.

3.

Networking Today I will reach out to: (Name) Follow up:

Notes:

Win for the day:

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Remote Hack #16

Track your time When you work remotely, there’s no one watching your schedule or dictating your breaks. It’s nice to be released from clock watchers who are more concerned about how much time you spend at your desk rather than how much you accomplish. Yet, it can be to your benefit to become your own clock watcher.

Keep an eye on your time. It’s a way to maintain that careful balance between your work and personal life.

You want to make sure you’re fair to your employer and to yourself. Timekeeping can help you plan your day better. While your primary measures of success are productivity and on-time delivery rather than time-in-chair, having a good grasp on how long things take will help you set priorities. Before long, you’ll have a better sense of timing. It’s a great way of taking charge so you can make the most of each workday.

Analyze how you are spending your day. Are certain tasks taking longer than you think they should? Why? Is it the task, your approach, or environmental interruptions? Once you understand the root cause, you can better determine how to make things better.

Understanding what you need helps when you are speaking with your boss or colleagues as you can more accurately estimate your delivery capabilities, negotiate for resources, or seek professional training to address your skill gaps.

Work with your manager and team to negotiate time expectations. Micromanagement is counter-productive and impractical with remote teams. However, when everyone agrees on the measures of success, job responsibilities, or project deadlines and adheres to them, it helps build trust within the group.

Start simple. You can keep it simple by just marking start and stop times on a paper calendar. There are several great apps that make time tracking easy and offer reports that will help you review the day and keep your boss informed. Some software allows teams to track time as a group. This is nice when you work on the same project as it can help to coordinate efforts.

Use the system that best fits your circumstance and your personality.

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Put into action: Make a list of your five most common tasks. Write down an estimate of how long you think they take. Then keep track while you work and note how long they take to complete. Analyze the results and adjust accordingly.

Make sure to share the information with your boss and colleagues and encourage them to do the same!

1. Task: Estimated time: Actual time: What, if any changes are needed?

2. Task: Estimated time: Actual time: What, if any changes are needed?

3. Task: Estimated time: Actual time: What, if any changes are needed?

4. Task: Estimated time: Actual time: What, if any changes are needed?

5. Task: Estimated time: Actual time: What, if any changes are needed?

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Date: Day: Meetings or calls (time and purpose)

Top Three Priorities Today I will: 1.

2.

3.

Networking Today I will reach out to: (Name) Follow up:

Notes:

Win for the day:

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Remote Hack #17

One thing at a time It’s easy to get trapped into thinking that the more things we can do at once, the more we can get done.

Some people consider multi-tasking an artform or a badge of honor. Talk on the phone, work on the report, play fetch with the dog all at once.

There is a problem with multi-tasking. The reality is that we are not actually doing all those things at once.

Rather, our brains are jumping back and forth quickly from one thing to another. It’s not very efficient. Every time you move to another task, you need to readjust your attention. Even if it takes a few seconds, those moments add up. Although we may feel productive, each task takes a little longer and some may not get done at all. A lot of multi-taskers end up with lots of half-finished work. So, we accomplish less, and we don’t do things as well as when we give them our focused attention.

Multi-tasking can impact our health and productivity.

There’s a lot of research to support this. Frequent multi-taskers are more likely to report symptoms of depression and social anxiety. Trying to do too much at once can interfere with your memory, reduce your ability to focus and cause you to feel more stressed and anxious.

Give your brain a break. Set the priorities for the day and then set the priorities for the moment. Finish one thing before launching into the next.

Allot time for your task and do just that one thing.

See what it feels like. Use a timer if that helps. Having a tool that tracks your time gives you a sense of freedom to concentrate. It provides you with mini-deadlines, and that helps to eliminate the temptation of starting something else before your time is up.

Not all multi-tasking is bad. Sometimes doing two things at once works like talking on the phone and straightening up your desk or stretching while reading your email. But, be aware of when you’re doubling or tripling the activities you are trying to do at once. Pause, prioritize, and tackle each task in priority order instead.

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Put into action: Write out your top priorities for the day. Note how much time you want to allocate to each one.

1.

2.

3.

4.

5.

Consider using a timer to keep yourself focused on one thing at a time to see how that feels.

If you must multi-task, group suitable tasks that go together e.g. phone calls and taking the dog for a walk.

Do this for one week and assess your productivity.

Were you able to bring more tasks to completion than usual? Are you more conscious of your multi-tasking habits? Are you able to re-direct yourself to stay on task to ensure things are done completely before you move on to the next thing on your list?

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Date: Day: Meetings or calls (time and purpose)

Top Three Priorities Today I will: 1.

2.

3.

Networking Today I will reach out to: (Name) Follow up:

Notes:

Win for the day:

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Remote Hack #18

Keep your pets happy Anyone who shares office space with a furry friend can attest to the practical benefits of keeping pets happy.

If you don’t, they will let you know. Dogs bark just as you start that conference call. Cats knock your coffee off the table. These creatures who share our homes have an amazing capacity for chaos if left to their own devices.

If you don’t have a furry friend in your office, think of this hack in the metaphorical sense. It’s about setting up the work day and the work environment in a way that’s conducive to getting things done while taking the time to take care of our personal needs. Make sure the dog has water and the cat has food. And while you’re at it, make sure you eat, too. Doing what you need to take care of them is an opportunity for you to take care of yourself. One of the benefits of pets is that they can pull us out of our own heads, and that’s vital when you’re working on your own.

Our pets don’t understand deadlines and that’s a good thing. They do understand schedules, however, and they prefer to be fed and let out at the same time every day. There are benefits for us in creating that sort of a rhythm. Sometimes, regardless of the schedule, you just need to stop and “walk the dog”, so to speak.

Get up, out of the house and away from the desk. It’s a good way to get exercise and enjoy the day.

When you feel stress is building, take a few minutes to entertain the cat. Petting animals lowers your heart rate and your blood pressure. Get your mind off the problem for a bit and often the solutions come more easily.

If you are on deadline, make sure to give them what they need before you jump into your task. Make sure they have their place in your office – a comfy bed, a scratching post, toys to keep them occupied.

As you think about what they need to be happier in your space, think about what you need too.

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Put into action: What does your pet need to be happy?

When will you take breaks for your pet (or you?)

Feel the stress building? Spend time with your pet.

Can you feel your blood pressure returning to normal?

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Date: Day: Meetings or calls (time and purpose)

Top Three Priorities Today I will: 1.

2.

3.

Networking Today I will reach out to: (Name) Follow up:

Notes:

Win for the day:

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Remote Hack #19

Walk and talk Remote professionals work from home, or we might have a favorite table at our local coffee shop. While we may not share commuting or office politics with our office-bound colleagues, there is one thing we do share with them, too much time sitting in front of a computer or tied to a desk chair.

Whether you work from home or in an office, sitting too long just isn’t good for you. When you sit, you use less energy. Prolonged sitting leads to all sorts of problems like increased blood pressure, high blood sugar, excess body fat around the waist, and abnormal cholesterol levels. This is an issue of concern regardless of your workspace. But when we work from home, there may be less incentive to get up than there is in a traditional office setting.

Remote workers are untethered. Fortunately, remote professionals work in non-traditional ways, giving us the freedom to come up with non-traditional methods for staying healthy. Since no one is watching and you don’t have to worry about appearances; think out of the box and look for ways to add movement into your day like balancing on one foot or stretching while you talk on the phone.

Stand up during phone calls and pace the room to keep the blood flowing. Take the call outside if you can and go for a longer stroll. Walk the dog, stretch your legs, do a few jumping jacks periodically.

Whatever works best for you. Regardless of the activity, periodic movement is the key. Set reminders to prompt you so time doesn’t get away from you. And always think safety. Wandering around with a cell phone means you’re distracted. Stay mindful of your surroundings as you wander!

This is one of those times when it is good to multi-task. Research indicates that you need between 60 to 75 minutes of moderately intense physical activity a day to counter the effects of too much sitting. Walk and talk phone time will augment your designated exercise time and help keep you healthy for the long haul.

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Put into action: Get a good headset and microphone that will allow you to move around.

What calls coming up could accommodate a longer walk?

When in your day could you do some physical activity?

What activities could you do during the day to add movement?

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Date: Day: Meetings or calls (time and purpose)

Top Three Priorities Today I will: 1.

2.

3.

Networking Today I will reach out to: (Name) Follow up:

Notes:

Win for the day:

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Remote Hack #20

Schedule a

virtual lunch Working remotely is, by nature, a solitary pursuit.

Even those who enjoy working on their own may miss occasional social contact. It’s healthy to interact with colleagues, talk about the game, share funny family stories or casually brainstorm on a new project.

Don’t despair. You can still have office camaraderie when you work remotely. It just takes more planning and a little more effort. One way is to set up virtual touchpoints that are centered around social time – like a virtual lunch or sharing a virtual happy hour at the end of the workday.

Schedule that virtual date. Log into your video chat tool and take time together just like you would if you were eating together down the hall in the company lunchroom. It doesn’t have to be a fancy lunch; it’s all about sharing informal time and hanging out. Not only does it give you a break from work, it allows you to get to know your colleagues better. Maybe you talk about work or maybe not. Regardless, leave some time for socializing. It may be a little weird at first but keep at it.

Create a routine so you and your colleagues can work through the awkwardness that comes from trying something new and before you know it, it will be your new normal.

Add your own personal touch. We’ve suggested lunch as a starting point as most people eat and eating lunch with colleagues is a normal thing to do.

But don’t stop there – there are no limits. Find other ways to bring in that personal touch. Build-in time to chit chat at the beginning or end of a call. Schedule casual IM check-ins at the beginning or end of the day.

Share friendly banter as you would with someone in the same office (within the boundaries of good taste and respectful decorum, of course). It’s a way to create the same sort of comfortable and supportive culture you might find in a traditional office.

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Put into action: Who do you want to “take” to lunch?

When can you set up time?

What’s on the menu?

What other social activities could you organize?

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Date: Day: Meetings or calls (time and purpose)

Top Three Priorities Today I will: 1.

2.

3.

Networking Today I will reach out to: (Name) Follow up:

Notes:

Win for the day:

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Remote Hack #21

Back up your

backups For remote professionals, technology is our lifeline.

When you decide to work remotely, you have to take care of things that are usually handled by a company’s IT team. Some of this is practical and tangible. The devices, the wi-fi connection, the phone line, software, security, and anything else technical you need to stay connected to your work process and your team.

Thankfully technology has advanced a lot, and it works great most of the time. But remote professionals need to have a plan for the day it doesn’t.

Prepare for the day when your technology fails you.

There’s nothing more difficult than a day when the internet seems to conspire against you. If you are a remote professional, you can avoid a lot of stress with just a bit of preparation before this moment arrives.

Sadly, most of us learn about technology functionality and the importance of backups and recovery plans only after there’s been a major problem. The first time you lose a big report you’ve worked on for days is an experience that stays with you forever. You’ll be “backup conscious” for life.

Don’t wait for the disaster. Take the time now to evaluate your current state. If you lose your hard drive tomorrow, do you have everything backed up in the cloud, a server, or an external hard drive? Are you protected against viruses? Have you protected and backed-up your mobile phone? Anticipating problems and building your plan for preventing them helps you avoid costly down-time and gives you peace-of-mind that you can handle whatever comes your way.

Work with your IT colleagues to educate yourself.

There are lots of scenarios and it’s hard to plan for everything. But educate yourself on the basics.

How do you handle routine problems? Do you need backup equipment? Where will you go if the power goes out at your house? What if the wi-fi goes down?

Can you use the phone instead? Where are your business files/documents stored and what will happen if they are inaccessible for some reason? Do you have a technical resource if you need one? Build yourself a cheat sheet for routine troubleshooting.

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Put into action: Make a list of the systems you need to back up and write down your plan if something goes wrong.

Computer: Phone: Wi-Fi: System:

Write down the names and numbers of the people you would need to reach in case of an emergency.

Keep in mind you may not be able to look up their number if your mobile phone isn’t working. Make a plan for building and maintaining these relationships.

IT contacts have major network value to remote teams.

NOTE: If you are the IT resource, make sure to negotiate clear boundaries up front so you can proactively help your colleagues but they don’t get to absorb all your time.

Name:

Number:

Name:

Number:

Name:

Number:

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Date: Day: Meetings or calls (time and purpose)

Top Three Priorities Today I will: 1.

2.

3.

Networking Today I will reach out to: (Name) Follow up:

Notes:

Win for the day:

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Remote Hack #22

Own your wins Your wins, big ones and little ones, are important and they need acknowledgment – this is the fuel that keeps us going and charges us up for the next big challenge.

Wins need not go unnoticed just because colleagues aren’t sitting next to you.

Work to create a ritual that gives you the feeling of self-satisfaction. Maybe it’s a special happy dance; maybe it’s a special victory song, maybe it’s a video of something that inspires you. Whatever jazzes you.

It’s fun to identify this ahead of time and then reserve it as a special treat when your wins occur. Give yourself that well-deserved pat on the back. Savor the moment.

You’ve earned it!

Be your own PR person. While self-satisfaction is important, ensuring others know about these accomplishments is equally important. This helps you achieve your career goals. Go ahead and share with your colleagues and managers. Send a text or IM, put it out on chat or send an email. Let your teammates know about your victories and let them know you want to hear about theirs. It’s not bragging if it really happened.

Show gratitude. You can also use it as an opportunity to thank anyone on the team who helped. Alert your manager so they have something to brag about, too.

Share the news and share the credit. Remember, if you don’t elevate the news, no one else will.

Don’t dwell on errors. Acknowledge them, learn the lessons, and figure out what can be improved. Then move on. Certainly, you must admit missteps and take responsibility when things go wrong. But they can’t be the only thing you notice. Use your wins to encourage and reassure yourself. In recognizing and focusing on the things that you’ve done well, you can gain confidence. You’ve got this. Take time every day to make note of your efforts. Do the same thing at the end of the week, the end of the month, and the end of the year. Over time, evaluating yourself objectively will become your habit and self-motivation, a natural part of your day-to-day.

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Put into action: List three wins for the most recent week: 1.

2.

3.

List three wins for the most recent month: 1.

2.

3.

Outline your plan for communicating your wins to your boss and your colleagues. Include your plan for showing gratitude or sharing credit with those that helped make things happen.

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Date: Day: Meetings or calls (time and purpose)

Top Three Priorities Today I will: 1.

2.

3.

Networking Today I will reach out to: (Name) Follow up:

Notes:

Win for the day:

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Remote Hack #23

Take a break,

meditate When there is a long list of things that you need to do for work and home, it may seem counter-productive to take time off to do nothing. But sometimes doing “nothing” is exactly what you need. Taking periodic breaks allows you to reset and recharge. It also helps quiet your mind, so solutions to tough problems and your natural creative juices have a chance to percolate to the top above all the noise in your head.

Take time to be present in the moment. Meditation is an opportunity to give your overloaded mind a break from the pressures of obligations and responsibilities.

It’s a time to sit back and reflect on the bigger picture.

This is important to gain much-needed perspective.

But there’s more. Meditation reduces stress, alleviates anxiety and creates a more positive outlook on life.

That’s something all of us need occasionally.

Meditation makes you more productive in the long run. While meditation takes time and effort initially, it increases the strength and endurance of your attention, allowing you to stay focused for longer periods of time. It’s a great way to get more done.

It’s so much easier to be productive when your mind isn’t wandering. It’s ok if you aren’t a great meditator.

You get better with practice, and taking a break is still beneficial to good mental health.

If meditation is not your thing, take a clarity break.

If meditation is more than you can handle, no worries.

Pausing to breathe and stopping to notice the things around you may be enough. Sit still and listen to the silence around you. Focus on the outside world rather than the work world. Give yourself permission to stop and be present.

Getting those benefits doesn’t take long. If you’re feeling super pressed for time, take just five minutes.

Set a timer so you won’t have to watch the clock.

Close your eyes and breath. Just breath. In, out, in, out.

Observe your thoughts, but don’t engage in them. Yes, it’s challenging at first to switch gears and experience a quiet moment, but as with all things, it gets easier with practice.

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Put into action: Note the natural stopping points in your routine and build in clarity breaks throughout your day. Make a note to consciously check-in before and after. Do you notice a difference in your ability to focus and process?

Whether you engage in meditation or just pause, take note of what’s happening around you. Be present.

Make a point of noticing things around you.

Clarity Break #1: Before: After: How do you feel?

What did you notice during your break?

Clarity Break #2: Before: After: How do you feel?

What did you notice during your break?

Clarity Break #3: Before: After: How do you feel?

What did you notice during your break?

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Date: Day: Meetings or calls (time and purpose)

Top Three Priorities Today I will: 1.

2.

3.

Networking Today I will reach out to: (Name) Follow up:

Notes:

Win for the day:

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Remote Hack #24

Be your own

best chef

When you work from home, you have your own office, your own break room, and your own kitchen. Of course, you are also your own administrator, cleaning crew, and chef. Rather than viewing this as an extra burden, consider it an opportunity to treat yourself well. Focus on your diet and your health. Do things the way you like them, and you can – and should – do it with style.

No commute? Eat Breakfast! Use some of the extra time you gain from your short “commute” to your kitchen to make yourself a good breakfast. Take advantage of having that kitchen just steps away to put together a healthy lunch. Stock the fridge with the things you want to eat that are good for you. Healthy foods are good. Junk food, not so much. Gauge your level of self-control. Do you really want to spend the extra energy avoiding temptation? If not, front load yourself with healthy, tasty choices.

Don’t forget to hydrate. Keeping yourself hydrated is as important as healthy meal choices. Sometimes what feels like hunger is actually thirst. 75% of your weight is water. Dehydration can cause headaches, tiredness and dizziness. It makes it hard to concentrate.

Beverage choices, like food choices have caloric consequences. Water has no calories; sugary drinks have a lot. Choose your beverages as carefully as you choose your food.

Prepare stuff in advance. Even though you have more time without a commute, you will likely find other things to fill the schedule so you will still need to be able to fuel quickly. Pull together several quick-fix recipes that you can make without having to put much thought into them and keep the ingredients for these things on hand.

Think like a chef and plan for the week. You don’t have to be locked in, but by thinking ahead, you can make sure you have the ingredients you need on hand.

You will have to spend less time during the week thinking about what to cook for supper, which gives you more time for everything else that demands your attention.

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Put into action: Make a list of healthy foods you enjoy eating. Now compare your list with what’s currently available in your kitchen. Identify the gaps between the two and make a plan for re-engineering your kitchen cupboards for a healthy remote work lifestyle.

This is the fun part, identify a list of 7 to 10 easy recipes you know you’ll enjoy and create a shopping list, so your kitchen is stocked with the ingredients you’ll need to make each dish.

Now take your favorites and make a meal plan for the week. Stock up on the groceries you will need to make things easily. Get your family or your roommates involved. Don’t forget your pets! Make sure they share in your healthy diet as well.

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Date: Day: Meetings or calls (time and purpose)

Top Three Priorities Today I will: 1.

2.

3.

Networking Today I will reach out to: (Name) Follow up:

Notes:

Win for the day:

96

Remote Hack #25

Use your voice,

give a call People are messy. Because humans are emotional, self-centered, and complex, drama often ensues in the workplace when there’s stress. You may experience less drama when you’re not in the office, but, we’re still human. Even when we work remotely, we interact with people so there is still an opportunity for misunderstandings, hurt feelings, and conflicting views.

Technology makes it easy to avoid confrontation and honest dialogue. When you are out of sight of your colleagues, it’s easy to forget that you’re dealing with a person with an ego and feelings. Even the best communicators can fall short when the person on the other end of the message misconstrues our intent.

Never forget that there are people on the other side of every message you send.

When you work remotely, digital communications will be a big part of your day. Emails are a great way to convey large chunks of information to move projects forward, and texts or IMs work well for short and urgent messages. But, they only work if someone reads and acknowledges them. There are times when digital just isn’t going to cut it. Be prepared to go “old school” to make the connection happen. Nothing can replace the nuanced complexity of human-to-human contact.

It’s hard to ignore someone’s humanity if that person is staring you in the face or listening to you on the phone.

Know when it’s best to make a call. If you need to deal with a sensitive issue or you sense that there is some disagreement or confusion, pick up the phone or set up a time for a video chat. Written communication can’t adequately convey tone or context. Something written in jest can unintentionally insult or hurt. Readers may interpret a message in a way the writer didn’t intend. People are more reactive and defensive when they’re responding via email. Problems can occur and quickly escalate. When you find yourself working too hard to revise an email in order to explain or defend your point of view, shorten the message: May I give you a call or do you have time for a quick video chat so we can discuss?

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Put into action: Take some time to evaluate the opportunities that exist for miscommunication between you and your co-workers.

Have you experienced a time when someone misinterpreted your message and it created conflict?

Consider that situation and reflect back. What might you have done differently to eliminate the conflict before it started?

Make a point of imagining the people on the other end of your communications. Who are they and what do they care about?

Make a point of scheduling time with critical colleagues to share a phone call or a video chat to discuss a complex problem. Note the effect of this strategy versus just sending an email or text.

Observe yourself and your communication interactions for 1 week. Make an effort to vary the communication channels you use. At the end of the week, note the results. What lessons did you learn?

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Date: Day: Meetings or calls (time and purpose)

Top Three Priorities Today I will: 1.

2.

3.

Networking Today I will reach out to: (Name) Follow up:

Notes:

Win for the day:

100

Remote Hack #26

Plan your day the night before

It’s satisfying at the end of the day to close the computer and jump into a non-work activity. But wait!

Before you get up from the desk, do yourself a big favor and take a few minutes to set yourself up for tomorrow.

It doesn’t have to take long, just a quick ten minutes.

It’s a small-time investment that pays off many times over when you get back to your desk after a break and helps you pre-organize yourself.

Get organized for speed! Taking the time to plan your day the night before helps you to pre-organize yourself while things are still fresh in your mind and you are in the full flow of your work process. By using this moment wisely, you not only set yourself up for the next day but also get to close this one. This lets you move on to your next work period without stress, knowing you have everything organized, and ready to resume when you return.

Review your calendar. When does the first appointment of the day begin, what’s scheduled, what tasks are top priority, what deadlines are looming, and what to-dos will need your immediate follow-up?

Make notes to yourself so you have purpose and direction as soon as you sit down at your workspace.

Once you’ve outlined the next day, you can leave confident that you’re ready when you return. This helps you focus on your personal life rather than fretting over work that’s incomplete. It also helps quiet your mind so your subconscious can continue to work through things quietly behind the scenes. Some of our best ideas come unexpectedly when our minds are calm and we’re taking a break away from work.

This is a great way to set a bright boundary between work and personal life. It becomes a sort of ritual that sends a message to your brain that it’s time to turn away from work and move on to other things.

Those boundaries are especially important when you are working remotely and don’t have to leave an office or commute. Blurred lines can lead to working way too much. This helps remind you it’s time to stop.

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Put into action: Review your calendar and make notes for tomorrow: Schedule things based on the best times to tackle each task. Remember to consider when you are at your best for tasks that require more focus or critical thinking versus tasks that take less brain power.

What are your top priorities? Develop priorities based on deadlines and a logical sequence of events. Look for ways to create efficiencies by organizing tasks in a logical way based on what phase of a project you are working on – start with foundational stuff, then build on that.

Leave your list in the same visible spot so you always know where it is and how to find it. This is where that journal comes in handy. The journal allows you to consolidate rather than leaving yourself a million post-it notes stuck everywhere!

Set out any supplies you will need. If you have an off-site meeting first thing, pack up what you need and have it ready to go.

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Date: Day: Meetings or calls (time and purpose)

Top Three Priorities Today I will: 1.

2.

3.

Networking Today I will reach out to: (Name) Follow up:

Notes:

Win for the day:

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Remote Hack #27

Keep learning You’ve got the job, you know how to do the work, you’re getting things done, so you’re all set, right? Not by a long shot! There’s always more you can learn to keep ahead of changing industry trends, new technology, and better ways to get work done. As a remote worker, you need to pay close attention to your own professional growth, so your skills remain relevant for the long term. It’s vital that you continue to push yourself to take on new challenges and gain new skills.

This includes finding things that help you do your current job better as well as positioning yourself to take on more responsibilities in the future.

Find new sources of information. Books, magazines, blogs, newsletters, podcasts. Whatever you can find and integrate easily into your schedule. Look for things related to your industry but check out other things as well. Be curious. Try new things. One of the best ways to learn is by doing. New perspectives will give you new ideas and a deeper understanding and appreciation of how the world works.

Learn a new skill by taking a class. Online or in person, challenging yourself in new learning environments has the added benefit of allowing you to make personal connections, in-person classes can be especially helpful to a remote worker who spends a lot of time alone. Online classes are cost-effective, diverse, and widely available.

Find a mentor who can give you new insights and help guide your career. Look for someone who has experience in an area that interests you. This helps you to make new connections, expand your network, and expose you to innovative career ideas.

While informal learning is important, you may want to put time into a formal program. This could be a college degree or certificate program that would add to your qualifications. Talk with your manager and your mentor about their recommendations and possible tuition reimbursement benefits.

Share what you learn. While you are gaining these great skills, let people you work with know what’s up.

Share the information and pass on the lessons. Talk with your manager about ways to integrate your new skills into your work, seek out new projects or professional roles that compliment your new knowledge. Integrate your learning goals into your professional development plan at work to signal to your boss that you are ambitious, self-directed, and open to new things.

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Put into action: Identify areas you wish to include in your personal development plan.

Think about your strengths and the areas you wish to develop. Strengths can always be improved or applied in new and innovative ways, so be sure to add building strengths to your plan.

Give yourself permission to try something totally out of the ordinary. Consider things outside the scope of your current job responsibilities as a challenge to be met.

Add at least one to your development plan.

Schedule time with your boss or a trusted mentor to discuss your development plan and future career ambitions. Enlist their help with identifying the right avenues for you to take to move your plan forward.

When you speak with your boss, ask about stretch assignments coming up that might give you exposure to new things.

Do some research into what types of events, workshops, conferences, or programs are available in your areas of interest. Initially, look for free or low-cost events that are easy to attend without breaking the bank!

Keep a list of things you have read over the last week.

This includes articles, books, blogs, etc. List any credible source that you found helpful, then share it with a friend or a co-worker.

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Date: Day: Meetings or calls (time and purpose)

Top Three Priorities Today I will: 1.

2.

3.

Networking Today I will reach out to: (Name) Follow up:

Notes:

Win for the day:

108

Be nice Remote Hack #28

Even though we remote professionals work on our own, we’re not alone. We’re in this together. We can make things easier for each other, or we can make things more difficult. Our actions, the way we treat the people we are in contact with throughout our careers, whether they’re in the next room or in another country, has a tremendous impact on everyone’s quality of life.

Kindness is transformative. It both stems from and leads to happiness. Happy people are more likely to be kind and doing kind things makes people feel happier. It’s a self-fulfilling formula. The same is true for gratitude.

Kindness towards your colleagues and others paves the way for all sorts of good things. Projects go more smoothly, everyone is more productive, connections grow stronger. It doesn’t take a lot of effort, just a bit of thoughtfulness. Kindness is as simple as asking how a colleague is doing and really listening to the answer.

It’s letting someone know when they’ve done well, showing patience when they haven’t, and giving them the benefit of the doubt whenever possible. When something isn’t going well, talk it out before getting angry. Problems are opportunities to build stronger relationships.

We won’t always agree and that’s ok. The reality is we won’t always agree on the next best steps or how to get things done. The challenge is working through these situations in a way that results in positive outcomes rather than allowing things to spiral into conflict. Be firm and assertive when you feel strongly about something, but act with professionalism and respect. Hear people out and consider their point of view. Even if you don’t agree with them, their perspective will give you new things to consider.

Be kind to yourself as well. Understand that you will not be perfect, and you may struggle to meet your own standards. Give yourself a break. Do your best and be as patient with yourself as you would be with anyone else.

Don’t mistake kindness for weakness. You can set ambitious goals and have big expectations and still be kind. But be mindful of how you treat yourself and others as you implement your plans. Be respectful and civil. Create an environment that encourages everyone to do their very best while respecting differences.

This is critical as remote professionals can be from all over the world.

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Put into action: Identify one thing you can do every day this week to demonstrate kindness and compassion towards your co-workers. This can be small, like meeting a deadline ahead of schedule or bigger, like taking on extra work to help a colleague in trouble.

Identify one thing you can do every day this week to demonstrate kindness and compassion to towards yourself. This might mean acknowledging an achievement or allowing yourself guilt-free time at the gym.

Before you react, consider the other person’s point of view. Hear them out and consider their position.

Patiently communicate your own.

Work to keep an open mind and show appreciation as often as possible.

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Date: Day: Meetings or calls (time and purpose)

Top Three Priorities Today I will: 1.

2.

3.

Networking Today I will reach out to: (Name) Follow up:

Notes:

Win for the day:

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Remote Hack #29

Keep it clean There was a time when having a clean desk was considered a sign of laziness. Clearly, you’re not busy enough with work if you have time to keep everything hyper-organized. There are several notable geniuses who reveled in their own untidiness, including Thomas Edison and Albert Einstein, who said, “If a cluttered desk is the sign of a cluttered mind, of what, then, is an empty desk a sign?”

When you work from home, you can leave your space as you like. There’s no boss or colleagues to complain. If you’re comfortable working with piles, go for it. But eventually time, energy and productivity suffer due to clutter so taking time to organize periodically will help you keep on track with work projects. Organization also provides a clear boundary between your work and your living space.

Even if you’re comfortable with piles, everyone has a limit. When you can’t find the papers you need, your deadlines start to slip, things are falling through the cracks and there’s no sign of a flat surface, it’s a sign that it’s time to consider a clean-up day. Schedule some time to cull through the clutter. Get out the recycling bin and toss out papers you don’t need.

File the ones you do. If you don’t want to keep them on hand, scan them and set up files on the computer.

While you’re at it, spend some time cleaning up all around your work area. De-clutter, sanitize, tidy up so things are refreshed, and you can easily find the things you need when you need them.

Establish good habits up front. While deep clean days are necessary occasionally, keeping your space as orderly as possible helps you to stay on top of things day-to-day. Designate a place for the things you need most. Put things back in that dedicated space when you’re done with them. Throw things away immediately rather than setting them on the desk.

Developing good habits like making your bed every morning, scheduling time for exercise, eating right, and doing the dishes every night makes it easier to excel in a remote work career.

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Put into action: Take stock of your current situation and evaluate your own preferences – are you a clean-desk person or do you prefer a little less order?

Now think of your approach to basic tasks – do you make your bed, do the dishes, plan time for exercise, or do you let things go?

Once you’ve identified your current preferences, create your plan for adding some level of organization into your day-to-day.

Start with a deep clean of your workspace, then make a list of daily chores that you can tackle easily to get started.

Add one additional task once a week for a full month.

Then review your results.

As you go through your stuff consider each item individually. Do you use this item regularly? Why have you kept this thing? Is it something you need in your office? If you’ve answered “no” more than once, it’s time to let it go!

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Date: Day: Meetings or calls (time and purpose)

Top Three Priorities Today I will: 1.

2.

3.

Networking Today I will reach out to: (Name) Follow up:

Notes:

Win for the day:

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Remote Hack #30

Make it personal You’re at your home office and you hear the mail carrier. It’s your opportunity to take a break and stretch a bit. You know the drill. Mindlessly flip through the envelopes – bills, credit card offers, grocery store fliers.

But then you see one with a handwritten address. This piece of mail stands out. It’s not just an envelope, but a tangible connection to another human being.

Someone thought of you. They’ve made a special effort to send a personal message. It makes you smile.

Sometimes the oldest channels are an easy way to add a personal touch. Tech has enabled wonderful advances in how we communicate and that’s great.

We have SO many options for staying in touch that are fast, convenient and constantly at our finger tips. Tech gives us immediacy and ease of use that enables us to be in constant contact around the world. But there is something special and satisfying about receiving a physical, personalized message that someone crafted just for you.

Letters are a cost-effective way to stand out.

A letter in an envelope with a stamp is more authentic, more personal than an email. It’s tangible. It requires more thought and effort. That elevates its value.

Birthday cards, thank you notes, letters of appreciation are tangible evidence of your esteem that the recipient can savor. It takes just a small investment of time and money – the postal service is the best deal in town – to make someone’s day.

It’s a unique opportunity to stand out. Sending a letter is unique way of connecting with physically distant people you rarely see. Because of the shift to digital devices, sending mail is a novelty. Something unusual that stands out. Adopting mail as one of your channel options makes you memorable.

Think beyond your team to the people in your network. Letters are also a way of making a deeper connection with your network connections. LinkedIn is good but show your range by changing it up sometimes. Send a handwritten follow-up note after an interview or a lunch. Show your channel savvy by using every means at your disposal to stay in touch.

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Put into action: Identify your list of people you’d like to connect with over the next month.

Maybe its birthday cards, holiday greetings, follow-up contact, or a “just because I was thinking about you” check-in. Research their mailing address and add this info to your list for easy follow-up.

Use all your channels wisely and strategically to stay in touch. Make a list of the channels your network uses most frequently and reach out daily. Take 10 minutes at the start of each day and build it into your schedule.

While each channel has its own value, LinkedIn is an obvious choice for business connections – monitor your newsfeed every morning and make a point of reconnecting with old colleagues periodically to keep those relationships fresh.

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Date: Day: Meetings or calls (time and purpose)

Top Three Priorities Today I will: 1.

2.

3.

Networking Today I will reach out to: (Name) Follow up:

Notes:

Win for the day:

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Remote work is everywhere these days and takes lots of different forms. We know, because it’s what we do. We based this workbook on tested advice from many of our remote work friends. Whether you are just getting started or need a refresher, this workbook is for you.

Enjoy!