working away from the office: benefits and drawbacks
DESCRIPTION
Presentation to the annual conference of the Employee Assistance Professionals Association of Australia, held at the Sydney Hilton, August 2014.TRANSCRIPT
WORKING AWAY FROM THE OFFICE: Benefits and drawbacksRhonda BraceyEAPAA
August 2014
#cybertext
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“The virtual office has existed for at least a century... Clothing factories used to drop off piecework at the homes of stay-at-home mothers who would sew the pieces together and receive payment on a per-item basis. …it’s simple enough to give a worker a remote login to your network, a high-speed Internet connection, or whatever other connectivity service she requires.”
Lee, TJ. The Virtual Office: Part 2 www.thenakedpc.com/articles/v02/20/0220-03.html
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How many minutes of this per day? 10? 20? 30? 45? 60? More?
“I’m sitting in a traffic jam, in the car that I need to get to work, so that I can pay for the house that I’m never in.”
How far/long is your daily commute?
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RAC WA Horizons, June/July 2014, p9
Only to face this for 8+ hours…
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Just 3 minutes walk away…
Worked remotely full-time since Feb 2007 Several long-term clients in that time (WA, Qld, Tas, Israel, US) Main client since late 2008: Chevron (Gorgon LNG Project) Rarely, if ever, meet my clients/work colleagues Mostly do technical editing for large teams of authors
About me
Positives
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No commute; no madly running errands on the way home; no ironing! More time for family, leisure activities
More discretionary time
Reduce or cut out: expensive lunches, snacks, drinks (coffee!); parking, public transport, tolls, fuel, car wear and tear; wardrobe updates, laundry, shoes/stockings, makeup/hair/nails
Reduced costs (~$10,000 pa saved)
No/fewer meetings; no water cooler chat; few ad hoc interruptions (prairie dogging); little office politics
Greater productivity
Few interruptions = meet deadlines; work hours to suit body clock/commitments; not rushing; fewer take-outs/meals out; more time for exercise; don’t catch/transmit bugs
Less stress/better health
Not running car as often; not consuming as much Reduced footprint on Earth
But it’s not all roses…
Negatives
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Miss ad hoc work and social relationships with co-workers; out of the loop; no body language/facial expression nuances Isolation
Possible increase in power/internet/phone costs; equipment/software costs if employer doesn’t provide; dedicated office space and furniture
Increased costs
Family/friends may assume you’re ‘always available’ to do other tasks (chores, shopping, kid taxi, coffee/lunch etc.)Interruptions
Managers/co-workers may assume you’re doing nothing or doing things other than workPerceptions
Can be too easy to work all hours and not separate home/work lifeOverworking
Self-discipline is essential otherwise you’ll get nothing done; beware of distracting yourself with non-work tasksUnderworking
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Self-distractions….
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It’s about managing…
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Yourself and your time (discipline/routine)
Perceptions of others (ALWAYS be available during core hours)
Interruptions (train your spouse, family, friends)
Your workspace (dedicated is best, with a door)
Your mental and physical health (exercise regime, social contact)
Your employer/manager (who pays for what; negotiate core hours)
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Helping hands: If you have these…
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Consider remote
working (at least some of
the time)
Existing/suitable work/
network
Existing reputation
Supportive employer
Supportive family
Good self-discipline
Appropriate environment
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Who is remote working for?
Any worker who DOESN’T need to: interact face-to-face with others use specialised equipment work in a specialised location all the time NOT suitable: e.g. trades, retail, reception, hospitality
Look at remote working from various points of view: you may be able to work remotely you might recommend this option to your clients
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Conditions conducive for remote working (1)
Suitable work types: ANY! Occasional, temporary, PT, FT, permanent, consultant, contractor…
Suitable time periods: ANY! Full-time, few days a week, occasional, temporarily FT for a period…
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Conditions conducive for remote working (2)
Physical health issues: e.g.: long-term conditions such as chronic fatigue short-term conditions such as a broken limb recovering from illness/hospital stay temporary or permanent physical limitations
Mental health issues: e.g. anxiety disorders Personal issues: e.g.:
death in the family primary caregiver for an extended period but can work some of the time need time to meet/consult other professionals (e.g. dealing with
financial/car/trades issues, health issues, addiction issues, etc.) workplace harassment/abuse
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‘Quiet’ tasks suitable for remote working
Phone/internet counselling Conference calls,
teleconferencing, videoconferencing
Recordkeeping, data entry After-hours work
(e.g. one-on-one counselling) Making bookings, appointments Calling, emailing© CyberText Consulting Pty Ltd
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Knowledge tasks suitable for remote working
Report writing, updating case files, form filling Evaluations, assessments, audits Researching, reading Thinking, analysing Reviewing, editing Writing Planning Media/social media
engagement, writing blog posts© CyberText Consulting Pty Ltd
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Takeaways: Internet essential—the faster the better Remote access and collaboration tools are
getting better all the time Keep in contact—have regular voice meetings
with manager/colleagues
Connecting Technologies
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Internet
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MINIMUM: Broadband connection (>1.5 Mbps)
Websites, email, social media
Conference calls: phone and/or video
Transfer/backup data files
Connect securely to another system (VPN)
Work on another system as though you were there (Windows Remote Desktop: free)
Instant messaging (e.g. Microsoft Lync in corporate environment)
Telephony
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Landline, mobile, VOIP (e.g. Skype, Cisco)
• Computer to computer (free)• Smartphone app, conference calls, video calls, chat, voicemail, file transfer, screen sharing...
Skype:
• Office phone directory• Dedicated local number/extension
Cisco IP Phone option if already used in office:
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Web conference/screen sharing tools
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Provider Pricing (in US$, as at June 2014) Website
WebEx Free (up to 3 people); $24/month (up to 8); $49/month (up to 25) www.webex.com
GoToMeeting $49/month (up to 25); 30-day free trial www.gotomeeting.com Adobe Connect
From $45/month; also ‘pay per use’ option: 32c/user/minute
http://www.adobe.com/products/adobeconnect.html
Microsoft Lync Online
Various prices depending on Office 365 subs, corporate installations etc.
http://www.microsoft.com/en-us/office365/lync-online.aspx Join Me Free; Pro version from $13/month www.join.me
Fuze Meeting Free (up to 25); $8/month (up to 125) https://www.fuzebox.com/pricing
A Google search for web conferencing applications gives >92 million results! Many apps are suitable for tablets too. Examples:
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Remote access requirements
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If you need to access:
your own system while on the road
a client’s system from anywhere
then you’ll need this information…
Domain name, username, password Client sys admin to allow VPN access Tools to provide access, such as:
Remote Desktop (Windows; free!) remote access to server and networked
PCs via web Microsoft Outlook Web Access (if using
Exchange Server) commercial desktop and web tools
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Commercial remote access tools
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Provider Pricing (US$, as at June 2014) Website
GoToMyPC $10/month for access to one PC (30-day free trial) www.gotomypc.com
LogMeIn From $99/year (free trial) www.logmein.com
TeamViewer From $699/year www.teamviewer.com
Soonr From $30/month (3 users) www.soonr.com
Examples:
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IT help
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If no access to corporate IT help, consider ‘pay per use’ on demand on-site or remote services
Some have pre-paid cover plans, managed IT services
Examples: Geeks2U (www.geeks2u.com.au) PC Guru (www.pcguru.com.au) (remote support from
WA; alliances with local companies for on-site work) Search for: IT support Sydney personal PC
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Example collaboration tools
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Document sharing tools (e.g. Google Drive, Office 365)
File sharing tools (e.g. Microsoft OneDrive, DropBox)
Project management tools (e.g. BaseCamp, ToodleDo)
Microsoft SharePoint: Tries to do all the above in the one package; success varies…
Other: Content management systems, wikis, forums, blogs, Twitter
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Takeaways: Essentials: dedicated space with a door Get a GOOD chair
Home Office
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Minimum equipment
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PC and/or laptop
Modem/router (preferably with WiFi)
Printer (multifunction for single footprint—copy, scan, print, fax)
Headset (or microphone + speakers [often built-in to laptops])
External, portable hard drives/thumb drives
Phone (smartphone is ‘one device to rule them all’)
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Nice to have…
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Tablet (iPad etc.)
WiFi connection (built-in to later laptops; on phone/tablet)
Webcam (built-in to later laptops; on phone/tablet)
Travel-sized bits and pieces (mouse, cables, WiFi dongles)
Digital voice recorder (try your phone/tablet)
Digital camera (or phone/tablet camera)
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Stuff for your body
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Decent desk + chair (you’ll spend a LOT of hours at both, so don’t scrimp)
Quiet/free from distractions (noise-cancelling headphones, ear plugs)
Good lighting
Temperature control
Exercise
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Just for video calls
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Check background for inappropriate, messy, personal items (test!)(Is anything growing out of your head?; use fake background image or screen to cover mess)
Ban pets, children, others from the room (lock the door, ‘On Air’ sign)
Work in a silent room if possible (no background noises: screeching birds, barking dogs, vacuum cleaners, drills, microwave beeps, etc.)
Mute any room noises (e.g. phones, alarms, computer notification pings)
Watch for bright lighting (can distract, wash out, or make your face dark)
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Just for video calls
http://www.pocket-lint.com/news/118944-five-video-skype-tips-background © CyberText Consulting Pty Ltd
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Takeaways: Costs of commuting are huge—time, money,
mental health ‘Employers of choice’ are those that offer
flexible approaches to where/how you work
Facts and figures
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Some facts…
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UK companies spent £24 billion on business travel in 20111
It costs UK employers £7000 per person per desk for office workers1
90% of office workers would like to work from home some of the time1
35% of tech professionals would sacrifice up to 10% of their salaries for full-time telecommuting2
Microsoft dramatically reduced Australian office rent by encouraging employees to telecommute and ‘hot desk’3
1. From "Home of the future" Episode 2: Work (TwoFour Broadcast Ltd, 2012; presenter Chris Sanderson)2. http://www.networkworld.com/news/2011/040511-it-telecommute.html3. http://www.afr.com/p/tech-gadgets/don_bother_coming_in_microsoft_plans_4awi53i0X9pUPfK5hk6KnK
Results from studies on commuting…
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Lengthy, unpredictable commutes affect physical and emotional wellbeing1
Commuting strain nervousness/tension, pain/stiffness, irritability, fatigue1
>10% of parents in paid employment spend more time each week commuting than with their children1
On the IBM Commuter Pain Index2 (1 to 100), Sydney is 40, Brisbane 34, Melbourne 32, Adelaide 22, Perth 19 (Beijing and Mexico City = 99)
31% surveyed3 said traffic was often so bad they turned around and went home (69% in Beijing!)
1. From Flood, Michael and Barbato, Claire (2005) Off to Work: Commuting in Australia, Australia Institute, Canberra.2. IBM Commuter Pain Index (2011): http://www-03.ibm.com/press/au/en/pressrelease/33560.wss3. IBM Commuter Pain Index (2010): http://www-03.ibm.com/press/au/en/pressrelease/32029.wss
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Effects of commuting on mental health
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Main article: http://www.theguardian.com/society/2013/nov/01/secrets-worlds-happiest-cities-commute-property-prices Swedish study:
http://www.samfak.umu.se/english/about-the-faculty/news/newsdetailpage/long-distance-commuters-get-divorced-more-often.cid160978 Stutzer and Frey (German study): http://ideas.repec.org/p/zur/iewwpx/151.html
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‘Employers of choice’
Offer working from home as a part of a flexible approach to work, leading to: reduced absenteeism retention of good staff enhanced job productivity
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Takeaways: Search for ‘remote working’, teleworking’
‘telecommuting’, ‘working from home’ Plenty available on benefits/costs of telecommuting
and convincing arguments for your boss List of some on my blog: http
://cybertext.wordpress.com/2012/11/03/resources-for-remote-working-presentation/
Resources
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Just for fun….
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Any questions?
Contact me: Email: [email protected] Website: http://www.cybertext.com.au Blog: http://cybertext.wordpress.com Twitter: @cybertext LinkedIn: http://www.linkedin.com/in/rhondabracey
Thank you…
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