SYNOPSIS
As a measure of social distancing the government declared a period of 6 days commencing from March 23rd (this was before curfew was declared) for all public and private sector employees to do their office work from their homes, wherever possible, which is a very timely move.
This is not a new concept to the other parts of the world because many developed countries practice this method even under normal situations.Though it is a novel feature to Sri Lankans we believe, it is a blessing in disguise for Sri Lanka not only because it prevents the spread of Covid-19 but also due to many other factors. The goal is to protect the health, safety, and well-being of our community while allowing core Institute operations to continue as best we can. This will also be a great solution to the looming economic crisis in the country.
Government may propagate this new proposal to all the leading state department heads and to the private sector organizations through the Chambers of Commerce, Chambers of Industries and similar other institutes. Discussions on all TV channels and Radio to give more publicity would be necessary.
Benefits – Direct & Indirect
Self-Care
Working from home can be a big relief for many. It allows the employee to attend to his family while carrying out the office work. Also, it will reduce his transport cost, meal expenses etc.
Protect your time.
People tend to work more from home because it's harder to "leave" work as and when necessary.
Less burden to your workspace. Most of the overheads at the office will be reduced considerably. This includes utility bills as well.
Less burden to the country.
Vehicle congestion on roads will be relieved hence expenses on road widening and maintenance will drop. Electricity consumption and Fuel consumption will be reduced.
Actions to be taken by the employers
Apply the following tips to keep your whole team's productivity and morale high.
Prior Arrangements by employers
* Arrange communication facilities with the employee in advance. Provide Laptops / Tabs together with Internet facilities. Data cost should be borne by the employer.
* Managers, tell your team how they can reach you.
It can be any of the following: Telephone calls, email, text, IM, Skype, Basecamp, Slack, Zoom, WebEx, WeChat , Teamviewer, Gotomeeting etc. etc. Don't assume they know everything. Train them first.
* Tell your team when they can reach you. Do you want people to check in with you first thing in the morning? Send a daily or weekly update on what they've been working on? The more guidance and boundaries you provide, the fewer misunderstandings will occur and the more smoothly work can stay on track.
* Make sure to clarify what expectations you have for your team.
Give them work schedules and targets.
* Monitor the work progress Check regularly what difficulties they have that hinders the work progress.
* Resolve issues quickly with a phone call Email, text, and other written methods of communication are prone to misunderstandings. When you sense this is happening, be quick to pick up the phone to resolve issues.
* Promptly return emails, calls, and voice mails.
This will help the employee to expedite the work.
* Create your video studio at office.
Arrange facilities for the other relevant team members working at office to participate in video conferences at a convenient location for them without disturbing others.
* Create a system for sharing documents. If you don't already have this, now would be a good time to consider Google Docs, Box, or Dropbox to share files. Don't scatter team files across email, Google Docs, and your personal hard drive. Consolidate.
Morale & Discipline
* Stay aligned with company culture.
Do whatever you can to keep things aligned with your existing company culture.
* Dress and groom professionally.
Your morning preparation routine plays a large role in determining your mindset for the day. It's tempting, but don't make a habit of joining conference calls in bed in your pajamas.
* Set up your office at a suitable place at home where your kids or pets cannot come and interfere.
* Use video every now and then to communicate with your office mates, even if it's uncomfortable for you to avoid feeling isolated.
* Ask for feedback on your remote situation. Finally, and especially if you are new to working remotely, ask your colleagues for regular feedback on how the situation is working out. Communicate, communicate, and then communicate some more.
* Report to the office physically as and when your employer needs you.
Conclusion
This may not be applicable for every field of work but, if you are innovative you could find enough ways to adapt any situation to apply this new concept.