CHAPTER 3
Remote Working 101: Getting Started

If you’re already a remote-working member of an established team, then you’ll probably want to jump to chapter 4 for tips on perfecting your game. If you’re definitely going remote and ready to get going, then skip ahead to the Getting Set Up  portion ( p. 72) in the next section. For those just considering going remote, keep reading—all of what follows is pertinent to you.

Pre-Remote: Deciding for Yourself

“When my role is to be a virtual team member, I need to be self-motivated, focused, curious, flexible, and, above all, collaborative.”

—MEGHAN M. BIRO, “Telecommuting Is the Future of  Work,”  Forbes 2

Part of the decision about going remote—whether it’s you who is unsure or you’re worried your boss will be (if you have a boss, that is)—concerns both temperament and skill set. We’ll cover how to convince your boss later on. For now, let’s spend some time thinking about what it takes to work remotely successfully. Even if you’re fully convinced this is the path you want to take—or you feel it’s your only option—try to approach the following with an open mind. You’d be much better off identifying now what temperament and skill sets you could improve upon before you’re actually in the at-home hot seat.

The following sidebar lists the top traits that make for a successful remote worker.

SUCCESSFUL REMOTE WORKERS ARE TECH-SAVVY, NOT TECH-AVERSE. This doesn’t mean you need to know how to replace your motherboard or hack your registry file. It does mean you’re not intimidated by the prospect of figuring out why your audio isn’t working on a Skype call—as well as that you know where to turn if your registry file gets hacked.

SUCCESSFUL REMOTE WORKERS ARE EXCELLENT COMMUNICATORS, especially with written communication. HR consultant Dirk-Jan Padmos points out that “remote working can amplify bad communication,”3 so you’d want to be diligent about how well you phrase what you need to say. Another angle to this is willingness. As is emphasized throughout this book, with remote work overcommunicating isn’t just preferable to undercommunicating—it’s actually ideal. As Intridea/Mobomo’s Kathryn Ottinger puts it: “If you think you’re overcommunicating, you’re doing it right.”4

SUCCESSFUL REMOTE WORKERS HAVE GOOD WORK HABITS. In particular they’re organized, they’re able to prioritize, and they manage their time effectively.

SUCCESSFUL REMOTE WORKERS ARE ABLE TO PROBLEM-SOLVE AND TROUBLESHOOT on their own—and they know when and where to turn if they need extra help.

Employers seek remote workers who are proactive/independent/self-starters. Translating from the HR cheat sheet, that means SUCCESSFUL REMOTE WORKERS ARE BOTH SELF-MOTIVATED AND SELF-SUFFICIENT. As Agile trainer, coach, and advisor Ben Linders puts it: “It takes discipline to do your work when there’s nobody there telling you what to do.”5

SUCCESSFUL REMOTE WORKERS HAVE “TEAM-FOCUSED” WORK ETHICS. That means they are reliable, results-oriented, and highly responsive. (Note that such traits are as applicable to the solopreneur as to the team member.) Since this is such a potent aspect of remote working, these traits are covered extensively throughout the book under different terms and topics, such as building trust (by demonstrating reliability), productivity (producing results)—even transparency (also referred to as “working out loud”).

And SUCCESSFUL REMOTE WORKERS ARE GOOD TEAM PLAYERS. That means they’re pleasant, collaborative, supportive, and receptive to feedback. It also means they’re willing to follow deliberate processes, as might be determined via a team agreement. (For more on the latter, see chapter 9.)

THE ABOVE terrain is viewed with a wide lens. The more thorough assessment comes from considering with a sharper focus the various elements that make for successful remote working. To do that, closely read both the Ready, Set, Remote  section to follow and the entirety of the subsequent chapter on perfecting your game. Along the way, take careful notes regarding where you see yourself in relation to what’s being discussed. After that, the “Are You Ready to Work Remotely?” questionnaire in the Part II EXTRAS can help clarify what to work on from there. (And note, the questionnaire would be much less meaningful if you jump to it without first reading through chapter 4.)

Ready, Set, Remote: Getting Set Up

Getting set up means finalizing where you’ll work, using what equipment and tools, and under what house rules. And since it’s wiser to try out working remotely for a time before you build a free-standing office in your backyard, we’ll cover your tech needs before discussing workspace.

ENSURE YOU’RE TECH EQUIPPED AND SAVVY

“When I’m on a call with someone, I always ask ‘How’s my sound?’ Through the microphone, through the internet, through the router, through the cloud, and then back again is a lot of hops. There are a lot of chances for error.”

—AGILEBILL KREBS, coach and founder, Agile Dimensions, LLC6

When it comes to technology, the advice for individuals is the same as for companies: invest in high-quality equipment. We want crystal-clear, high-bandwidth communication on our remote teams. In order to have that, we need great internet and high-quality accessory tools. The cost of a headset and webcam is a small price to pay for productive conversations.

To follow is the minimum setup you’ll need to maintain strong remote-worker relations—after which we’ll elaborate on a few items.

  • Phone
  • Computer (desktop or laptop)
  • Internet access, often via modem and DSL/Wi-Fi/Ethernet
  • Reliable document storage and back-up system
  • Webcam capability (built in to most modern laptops and monitors)
  • Access to phone and email contact info
  • Access to the files you’ll need to work on
  • Quiet space for audio calls
  • Video-friendly setup

MINIMIZE YOUR BACKGROUND NOISE. Even with a stellar internet connection, background noise can distract everyone on the call. So just as your on-site teammates don’t want to hear the cappuccino machine at your local café, they also won’t be impressed by your kids squabbling in the background. That means you’ll want to know your quiet-space options before call time approaches.

MAXIMIZE YOUR VIDEO PRESENCE. Because non-verbal communication is a big part of our interactions, it’s important to turn on the webcams whenever possible. That means we have to pay attention to the details of lighting and background. It’s all too easy in video calls to be backlit or, worse, in the shadows—and science has shown that when video lighting is poor, the conversation is less engaging.7 Another concern is background. If the area behind you is messy, or busy with people walking back and forth, it can be a big distraction. So part of having a professional video setup includes ensuring the view behind you doesn’t lessen the conversation; some recommend setting up a screen or room divider for this very purpose.

Finally, it’s not enough to be set with high-quality tech; you’ll want to ensure you’re savvy with it too. So TAKE THE TIME TO LEARN HOW TO USE YOUR TOOLS. It’s especially important that you’re comfortable with video calls. As coach AgileBill Krebs points out: “There’s another set of skills that includes mastering your video, your voice, and being able to move in a 3-D web environment. If we work with a team, everyone’s got to be comfortable with the technology used.”8

A few extra tips:

  • Choose a mobile phone plan that suits your needs. For example, you might want to not have to worry about roaming, or how many minutes you’re using.
  • Get a laptop with great battery life, or keep a separate power bank/battery pack (or two) fully charged.
  • Make sure you have access to tech support—as well as a plan B should your tech fail during a critical time.

CREATE A PRODUCTIVE WORKSPACE

Our workspaces play a big part in how productive we are, so we need to choose wisely—as well as to adapt when necessary.

Working from Home

According to a number of sources, a majority of remote workers work from home.9 If you’ll be adding yourself to that statistic, there are a few recommendations to keep in mind:

  • Establish a dedicated workspace that you can turn to at any time. If you have a family, the dining room table is likely not a good option.
  • Many recommend not using your bedroom if at all possible. Ideally your workspace will be somewhat separate from your living space. There’s a double benefit to this: being in your workspace will encourage you to work when you need to—instead of being distracted by the unmade bed or the overspilling laundry hamper; and your living area will remain a sanctuary—rather than serving as an eternal call to crank out ever more work.
  • You’ll want to set clear boundaries and expectations with your family or housemates, both in terms of workspace and work hours—and then be firm about maintaining those boundaries.

As for your actual setup, of course there is no “one size fits all” optimal office. It can take some time to figure out personal preferences, especially regarding physical setup and ergonomics. I for one love my standing desk; some use an ergonomic kneeling chair. Yves Hanoulle built a home “walking office”: an electronic sit-stand desk combined with a treadmill. He says, “It makes my work time more intentional and helps me move more.”

Many recommend tinkering with your space until you get it right. When Jesse Fewell first started working from home, he created an office space in his attic. Since he’s a tall guy, after a while the low ceilings made him feel hunched over. So he set up a space in a corner of his bedroom—but before long he realized he rarely left that room. So he ended up building a small office in his backyard, which suited him (and his family) perfectly. As he phrased it: “Be prepared for the journey. Don’t expect to get things right on the first try. It’s a process of small experiments and iterations.”10

Coworking Spaces

Of course, for some working from home is not an (ideal) option. Those in many major metropolitan areas can rent a station at a coworking space, whether that be a seat at a shared table or a private office, for an hour, a day, or a month. Many remote workers enjoy the amenities of coworking spaces—such as access to Wi-Fi and equipment like printers and scanners—as well as the chance to be around others who appreciate the remote option.

Hybrid Model/Public Spaces

Many find a hybrid model more to their liking—as well as more conducive to certain kinds of tasks.

An average day for me is working from my coworking space, which is a couple minutes’ walk from my home in Barcelona. On days where I need it to be quiet or I need to take calls, I work from home. I love that I can choose where I work, whether that’s my coworking space, my home—or even my mom’s kitchen table in California.

—VANESSA SHAW, workplace innovator, Human Side of Tech11

For me, being in a coffee house is an enjoyable experience. I get the energy of people around me. Others might want the peace and quiet of their own home. The nice thing about having an anywhere office is that you can go where you need based on your mood. I’m kind of an introvert by nature and a forced extrovert by habit. And so, depending on the day, I may want to be in my house or I may want to be out in a coffee house. I find having that choice very empowering.

—DAVID HOROWITZ, cofounder and CEO, Retrium12

And Some Find an Office Just Works Best

My entrepreneur husband tried both working at home and working at a coworking space, and he didn’t like either. At home, he felt lonely, distracted, and bored being in the same place day and night. In coworking spaces, it wasn’t convenient to bring all the equipment he wanted (external monitor, keyboard, and standing desk), and the chairs were uncomfortable. In the end, he rented an office for himself and his colleagues. If renting an entire office would be too much for you, note that some rent an extra room in a functioning office, even one in a different industry.

THINK THROUGH YOUR BUSINESS DETAILS AND FINANCIAL SETUP

If you’ll be going remote in your established job or getting hired as a stable employee, your financial setup might not change all that much. But if you’ll be setting up shop as a freelancer for hire, there are many self-employment details to attend to—which are well beyond the scope of this book. Such details could include:

  • obtaining a business license and the like;
  • registering a business name;
  • acquiring health or business insurance;
  • establishing a separate bank account and/or credit card;
  • consulting attorneys, business advisors, career counselors, and the like;
  • tax planning (and perhaps making regular tax payments);
  • creating contracts and invoices; and
  • creating/building an online presence.

This list just scratches the surface. For more, see the FOR INDIVIDUALS category ( p. 319) in the Books & Guides  portion of “For Further Reading, Listening, and Consultation” in the RESOURCES section.

Remote Reminders

PRE-REMOTE: DECIDING FOR YOURSELF

  • Successful remote workers are tech-savvy, not tech-averse.
  • Successful remote workers are excellent communicators.
  • Successful remote workers have good work habits: in particular they’re organized, they’re able to prioritize, and they manage their time effectively.
  • Successful remote workers are able to problem-solve and troubleshoot on their own—and they know when and where to turn if they need extra help.
  • Successful remote workers are self-motivated and self-sufficient.
  • Successful remote workers have “team-focused” work ethics; that means they are reliable, results-oriented, and highly responsive.
  • Successful remote workers are good team players; that means they’re pleasant, collaborative, supportive, and receptive to feedback.

READY, SET, REMOTE: GETTING SET UP

  • Equip yourself with high-quality technology—and be sure you’re savvy using it.
  • When communicating by voice and/or video, minimize your background noise and maximize your visual presence.
  • Ensure you have access to a productive workspace, and set clear boundaries with others regarding how you need to use it.
  • Plan ahead for times when you’ll be working on the road.
  • Think through the financial or business details of your setup.

NOTES

  1. 1   Lisette Sutherland, “Work Together Anywhere,” TEDx talk for Theme: Unbox the Future, 19 November 2017, Kaunas, Lithuania, http://lisettesutherland.com/tedx.
  2. 2   Meghan M. Biro, “Telecommuting Is the Future of Work,” Forbes, 12 January 2014, https://www.forbes.com/sites/meghanbiro/2014/01/12/telecommuting-is-the-future-of-work/#175008543c86.
  3. 3   Dirk-Jan Padmos, “Management Is a Skill, Not a Job,” interview by Lisette Sutherland, Collaboration Superpowers, 23 April 2013, https://www.collaborationsuperpowers.com/management-skill-job-dirk-jan-padmos.
  4. 4   Kathryn Ottinger, “Intridea/Mobomo Remote Company Q&A,” interview with Remote.co, July 2015, https://remote.co/company/intrideamobomo.
  5. 5   Ben Linders, “Writing a Book Together Remotely,” interview by Lisette Sutherland, Collaboration Superpowers, video and transcript, 14 April 2014, https://www.collaborationsuperpowers.com/interview-with-ben-linders-and-luis-goncalves.
  6. 6   AgileBill Krebs, “Collaborating in Virtual Worlds,” interview by Lisette Sutherland, Collaboration Superpowers, podcast audio, video, and transcript, 8 December 2014, https://www.collaborationsuperpowers.com/15-collaborating-in-virtual-worlds-agilebill-krebs.
  7. 7   “A Highly Scientific Post About Lighting Zoom Meetings,” 12 February 2015, Zoom blog, https://blog.zoom.us/wordpress/2015/02/12/scientific-lighting-zoom-meetings-will-ever-read. See also G. C. Brainard, J. P. Hanifin, J. M. Greeson, B. Byrne, G. Glickman, E. Gerner, and M. D. Rollag, “Action Spectrum for Melatonin Regulation in Humans: Evidence for a Novel Circadian Photoreceptor,” The Journal of Neuroscience 21, no. 16, 15 August 2001, http://jneurosci.org/content/21/16/6405.long.
  8. 8   AgileBill Krebs, “Collaborating in Virtual Worlds,” interview by Lisette Sutherland, Collaboration Superpowers, podcast audio, video, and transcript, 8 December 2014, https://www.collaborationsuperpowers.com/15-collaborating-in-virtual-worlds-agilebill-krebs.
  9. 9   Eurofound and the International Labour Office (2017), Working Anytime, Anywhere: The Effects on the World of Work, Publications Office of the European Union, Luxembourg, and the International Labour Office, Geneva; GlobalWorkplaceAnalytics.com, http://globalworkplaceanalytics.com/telecommuting-statistics; and 2017 Modern Families Index, http://docplayer.net/32438346-The-modern-families-index-2017.html.
  10. 10   Jesse Fewell, “Let Go of Old Habits with Jesse Fewell,” interview by Lisette Sutherland, Collaboration Superpowers, podcast audio, video, and transcript, 26 January 2016, https://collaborationsuperpowers.com/80-let-go-of-old-habits-with-jesse-fewell.
  11. 11   Vanessa Shaw, “Helping You Tech Better,” interview by Lisette Sutherland, Collaboration Superpowers, podcast audio, video, and transcript, 7 September 2015, https://www.collaborationsuperpowers.com/54-helping-you-tech-better-with-vanessa-shaw.
  12. 12   David Horowitz, “Make Remote Retrospectives Easy,” interview by Lisette Sutherland, Collaboration Superpowers, podcast audio, video, and transcript, 11 May 2015, https://collaborationsuperpowers.com/37-abolish-the-postmortem-with-david-horowitz.
  13. 13   Adriana Vela, “How to Be Efficient on the Road with Adriana Vela,” interview by Lisette Sutherland, Collaboration Superpowers, video and transcript, 3 August 2015, https://collaborationsuperpowers.com/49-how-to-be-efficient-on-the-road-with-adrian-vela.
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