Start with Planning

Step 1: Establish a Routine

Nothing eats up time like the lack of a daily schedule.

Working in an office usually means adhering to a routine, but when transitioning to remote work, maintaining that schedule can be challenging.

To be effective, you'll need to create your own routine. Without it, chaos and burnout can quickly ensue.

Regular daily routines make the day predictable, reduce anxiety, and help maintain a balance between work and personal life.

How to Do It:

• Identify actions that help you feel ready for work, such as a walk, a cup of coffee, or breakfast.
• Allocate specific times for breaks and lunch.
• Create a plan for regular activities. For example, dedicate one work break on Tuesdays and Thursdays to yoga, and on Mondays and Wednesdays to reading.

Step 2: Avoid Multitasking

Multitasking is not for everyone and can cause stress. Unless it's absolutely necessary, focus on one task at a time.

How to Do It:

• Prioritize tasks based on importance and urgency. Allocate a specific time for each task.
• Concentrate fully on the task at hand and avoid distractions.

Step 3: Work in a State of Flow

In psychology, a state of flow refers to the feeling of being fully immersed in a task. Even the most productive people can only work in this state for 4-5 hours a day. External and internal stimuli are needed to achieve this state.

How to Do It:

• Take time for productive rest before starting work. For instance, Bill Gates often took time to think deeply about ideas.
• Use your peak productivity time for important tasks.
• Turn off notifications and eliminate distractions.
• Set a meaningful goal and understand its value.
• Focus on one task at a time.
• Reward yourself after completing your workday.

Step 4: Use Block Planning

Block planning involves grouping similar tasks together and completing them sequentially. This isn't multitasking because you work on each task one by one.

Grouping similar tasks minimizes the effort needed to switch between them.

How to Do It:

• Divide tasks into blocks based on completion time: small (15-30 minutes), medium (up to 2 hours), and large (over 2 hours).
• Prioritize and schedule these blocks in your calendar.
• Work through tasks within one block in order.

Organize Your Workflow

Step 5: Take Breaks

Breaks are crucial for productivity as they help reset your brain.

In an office, you can take a break by grabbing coffee, chatting with colleagues, or stepping into a meeting room. Working from home, it's easy to forget to step away from the computer. Make breaks a part of your daily routine.

How to Do It:

• Incorporate five-minute physical stretches into your routine.
• Take breaks by engaging in activities that allow you to switch gears, like petting your cat or watering plants.
• Use task planners with reminder functions (e.g., Todoist) to prompt you to take breaks.

Step 6: Create an End-of-Day Ritual

In an office, you shut down your computer and go home. Remote work can blur the lines between work and personal life, leading to reduced productivity.

Establishing an end-of-day ritual can signal that the workday is over.

How to Do It:

• Tidy up your workspace or delete temporary files on your computer.
• Cross off completed tasks from your list.
• Plan your tasks for the next day.
• Check your calendar and email.
• Turn off all work devices.
• Change into different clothes.
• Go for a walk.

Step 7: Set Team Interaction Rules

Remote work limits team interaction. It's essential to set communication rules in advance.

How to Do It:

• Schedule regular one-on-one meetings.
• Hold regular team meetings at the same time each week.
• Establish core working hours when team members should be available.
• Create channels in corporate messengers for collaborative discussions.

Step 8: Use Apps for Efficient Work

Modern tools facilitate quick and simple communication. Make the most of them in your work.

How to Do It:

• Set up your workspace in a business messenger like Compass, which is free for teams up to 10 people.
• Use video conferencing tools like Zoom and Google Meets.
• Integrate work tools into a unified system, like Google Workspace for email and file storage, and Compass for team communication.

Make Your Work Enjoyable

Step 9: Create a Comfortable Workspace

A well-equipped home office is essential for productive work.

How to Do It:

• Separate your work area from your living space with dedicated furniture and items.
• Use storage systems to put away work-related items at the end of the day.

Step 10: Tie Results to Goals, Not Time

Productivity comes from loving what you do and seeing its purpose. Focus on achieving goals rather than the time spent.

How to Do It:

• Set daily goals instead of allocating a set amount of time to tasks.
• Avoid turning work into a race to meet time deadlines.

Conclusion

Remote work can be enjoyable and time-saving if organized correctly. Personal motivation and tried-and-true methods are key:

• Stick to a daily routine.
• Plan your work time and avoid multitasking.
• Set break times and end-of-day rituals.
• Establish communication rules and use effective tools.
• Create a pleasant workspace.
• Set and achieve goals.

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