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Working from Home Guide

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Our Global Concern

At Atalian Servest, we understand we need to work together to prevent further spread of the COVID-19 virus.

This will involve many of you working from home for the first time, for a more sustained period than you have before, and (in some cases) with others at home with you.

We recognise that, for some of you, working from home is new and can feel difficult. This guide is for you—to help you set up your workspace, stay connected to each other, and manage your time and well-being.

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Guide to Working from Home

Setting up your workspace

Stay connected to each other

Manage your time and well-being

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Setting up your workspace

Take the time to set up a workspace that is safe, comfortable, and where you can work effectively.

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A safe and secure space

Find a safe space to work—good ventilation, proper lighting, good

ergonomics, and comfortable furniture are just a few things to consider.

Minimise distraction and disruption

If possible, aim for a space with minimal distractions (noise or clutter)

and disruptions. We realise this can be challenging with others home

as well during this time.

A place for equipment and materials

Identify a ‘work base’ where your equipment and materials can remain

undisturbed, even if you shift locations during the day.

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Setting up your virtual workspace

Continue to collaborate and

be productive from wherever

you might be working.

Use your best connection

A wired network connection is best, if possible. When using a wireless

connection, consider your distance from the router and obstacles in

between that can affect your connection quality.

Think secure, be secure

Its easy to forget good practice in ensuring that you keep your data

and information secure. Please remember, not to share your

passwords or login details with other colleagues and think before you

share data with others. Please use secure platforms such as via

OneDrive or Teams and password protect files.

Mobile when you need it

Installing the apps you need on your phone is a great alternative

when your local internet is experiencing high usage that affects your

connectivity.

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Health and Safety

Suitable work area and safe environment • Find an area to work away from any distractions, if possible.

• Use a workspace which is large enough, with ample leg room.

• Make sure lighting, heating and cooling/ventilation are suitable.

• Ensure your electrical system is safe.

• Do not overload extension cables.

• Try to ensure you work in a clear, organised space.

• Have a smoke detector/fire alarm that you test regularly.

• A small fire extinguisher is also recommended.

• Try to keep basic first aid kit if possible.

• Fix any trip or slip hazards around your home.

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Display Screen Equipment

Step 1 – Adjust the height of your chair• Adjust the height of your chair so that with relaxed shoulders, your

forearms, wrists and hands are approximately horizontal with the keyboard.

• Adjust the height and angle of your backrest to provide good support to your back, particularly your lower back.

• Use a chair that allows you to sit comfortably at a suitable height with sufficient back support, if you do not have a height adjustable chair.

• If your feet are not flat on the floor use a footstool or an object that allows you to keep your feet flat.

Step 2 – Adjust the position of your screen/s• Screen/s should be straight ahead of you. If you have two or more screens

and one of them is dominant, it should be positioned directly in front of you and the secondary screen/s positioned to the left or right.

• If you do not have a separate monitor, elevate your laptop to the suitable height – be resourceful and use a box, books or an item that will keep the laptop stable (if a lap-up is not available).

• Avoid glare by adjusting the lighting or by moving your screen/s. If the glare is coming through a window, adjust blinds/curtains or orientate your workstation so that it is 90° from the window.

Some tips for setting up your display screen equipment for home working.

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Arranging your peripherals• Keep your keyboard and mouse within easy reach.

• Keep your arm and wrist relaxed and straight; do not bend them up, down or to either side.

• Avoid typing with your wrist in contact with the desk.

• Move your whole arm and not just your wrist.

• Rest your hand lightly on the mouse – do not force or squeeze it.

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HydrationEnsure to be drinking enough water, this is very important

for colleagues to maintain their mental capacity. Keep a

bottle of water on the desk and ensure you drink at least

two litres of water each day, or more in hot weather.

NoiseEnvironmental and background noise is often an issue

when working from home. Other members of the

household may be at home while you are working, so

distractions are possible. Traffic and aircraft noise could

also play a part.

LightingAdequate lighting is important to avoid eye strain.

Workstations should use natural daylight if possible, as this

puts less strain on the eye than artificial light. Workstations

should be positioned side-on to the main source of natural

light. Facing a window will expose you to glare and put the

keyboard and monitor in shadow, while sitting with a

window behind will cause glare on the screen.

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Maintain a positive work/life balance and encourage your team to do the sameIt’s easy to work longer hours and take fewer breaks when working from home. Why not put a reminder in your diary when you plan to finish working? You can also make sure you take at least a 30-minute lunch break. If you can, try to get some fresh air and go for a short walk. It’s important you look after your own wellbeing so you can also be there to support your team.

Check in with team members regularlyWorking from home can be isolating; ensure you and your team have regular check-ins virtually. Find an online tool that works for your team whether it’s Microsoft teams, a conference call facility like Skype or by phone. Make sure these regular check-ins are scheduled in advance with your team members: have some daily scheduled chat time with each of them and regular time in the diary as a team.

Managing from Home

Establish new ways of workingWorking remotely will require consideration as to how you will deliver work as a team - what collaborative working platforms will be used, how you will communicate and how you support each other through challenges. Some of it might be trial and error so it is also to think about how you will reflect on what’s working and what isn’t.

Ask your team to create Wellness Action PlansThis is an uncertain and worrisome time for many and some of your team may need additional support. Why not encourage your team to complete a Welllness Action Plan (WAP) and encourage them to share this with you. If they already have one then it would be helpful to review in light of recent developments and changes. This can be looked at and kept up to date during 1-2-1s. Everyone can complete a WAP, you don't need to have a mental health problem in order to feel the benefits. It just means that you already have practical steps in place to ensure you are supported when you aren't feeling great.

Take advantage of technologyUse Microsoft Teams, Zoom, Skype or other communication/collaborative working platforms to connect with colleagues and work together. It’s can also be good idea to use a range of technologies so you're not always typing or looking at screen –switch things up with a telephone call or video call so you can see someone face to face.

Encourage your team to use the support tools availableWhatever wellbeing support your organisation has available, make sure your team knows about it and how to access it. At Mind, we’re offering counselling sessions via skype or phone and we will be trailing the physical activity classes that we offer online. You could also ask your team what tools they might find useful.

Mind UK, one of our charities of the year, has published a blog to help managers to support their team’s wellbeing as well as their own while working remotely or from home.

If you need any more advice, or are worried about the effect of Coronavirus on your mental health, please visit Mind’s coronavirus support page here -https://www.mind.org.uk/information-support/coronavirus-and-your-wellbeing/

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Stay connected to each otherKeep up to date by using technology to connect and collaborate regardless of location.

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Collaborate

Real time editing

Share the content your audience needs to

see with screen sharing, and work to edit

in real time with co-authoring in Teams.

Skype/Teams Chat

Share group conversation via Skype or

Teams to help create a normal business

working environment feel.

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Manage your time and well-being

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Setting healthy boundaries, managing

interruptions, and being clear about when you

are available is an important part of managing

your time when working from home.

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Share your schedule and signal availability

Set expectations for availabilityYour daily schedule or even the hours that you work

may change while working from home. Set

expectations with your team (and those you live

with) around your availability during the day.

Take care and be mindfulIn challenging circumstances, we need to remember to take a step back and focus on our health, wellness, and mindset.

Don’t forget to take breaksIt can be difficult to remember to take breaks. Use your

calendar to turn meals and breaks into appointments so you

get regular reminders. Block time on your calendar for exercise

and fresh air—or just time to step away from your workspace.

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IT Support

Within IT we have created a specific COVID-19 page within the IT Hub located here:

https://ithub.atalianservest.co.uk/coronavirus-blog

This area within the IT Hub contains lots of useful information to help you to continue to work.

Within this area of the IT Hub you can:

Links to a number of Microsoft resourcesFurther Microsoft specific user training guides to help you.

Access relevant IT guidesThese useful guides have been created to help you with common questions related to home working and how you can continue to operate.

Ask an IT expert a questionPlease note this is not for standard support requests but if you have an IT question specifically linked to COVID-19 one of our experts will pick up your request and respond as a priority.

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This area is being updated on a daily basis so please keep referring to this site for useful and up to date IT information.

In terms of accessing IT Support, here is a reminder of how you can access our services:

Please do bear in mind that as the UK IT team support the wider business to provide continuity of service, we are experiencing an increase in demand therefore please ensure you provide a full business impact within your request so we can be sure to assign the correct priority.

IT Service DeskThe IT Service Desk is available as an alternative to accessing the IT Hub, you can call 01284 770100 where an agent will log a request on your behalf.

IT Hub PortalVisit The IT Hub Portal at the following location https://ithub.atalianservest.co.uk/ to raise a support ticket or access our self-service guides, which is your fastest route to getting your request actioned.

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Key Contacts

COVID-19 Hotline:0121 368 1224

Accident/Incident reporting line (AIR-Line): 0333 006 2944

HR: hrsupport.gb.servest@atalianworld.com

Legal: legal.gb.servest@atalianworld.com

Marketing: marketing.uk@atalianworld.com

If you have any questions or need to speak to someone regarding COVID-19, please talk to your line manager. If you cannot speak to your line manager, we have outlined some of the key contacts below.

If you present any symptoms of COVID-19, please click here to fill out the COVID-19 Response Tracker form

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Homeworking PolicyPlease click here to read the Atalian Servest

Homeworking Policy, which sets out how we

will deal with requests for homeworking, and

conditions on which homeworking will be

allowed. If you are allowed to work from

home, please read this policy.

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NHS Hand-Washing PostersAdditional Links

Latest Northern Ireland Department of Health Advice

Atalian Servest Absence (Coronavirus) Policy

Latest United KingdomGovernment Advice

Latest IrishGovernment Advice

@AtalianServest

Atalian Servest UK & Ireland

atalianservest.co.uk

Homeworking Policy

Latest Scottish Government Advice