Top 20 tips on setting up and running a home office

12Aug08

For the office itself you will need –

1. A computer. Your computer should have decent specifications (unless your work is based solely on your computer for example a graphic designer). You should have ample storage and a good processor. You may find a laptop is more convenient if you take up assignments that involve travel. Good anti virus software and a reliable system to manage your mail are also recommended.

2. Phone connectivity. A dedicated phone line, used for work purposes only. In addition to this, an answering machine or service is useful for the times that you are out of the office. An up to date message indicating when you will be available at that number again and perhaps a mobile phone number that you can be contacted on is also useful. Also try and have inter-state and international dialing services activated on at least one (if not all) of your numbers, it could be embarrassing and even counter productive if you cannot make that call. Also ensure that your phones are never disconnected for any reason, if there is a fault with one line, have your calls re-routed to another temporary number, so as not to miss calls. Potential employers and clients will find it very frustrating of you are not available during work hours.

3. Internet connectivity. A steady internet connection is imperative to running a home office. It should also be fast enough to handle downloads. Your internet connectivity (or lack thereof) should never be the reason work does not get done. You may find that connecting to your router via a LAN cable is more reliable and less likely to have glitches than if you use a wireless router. Setting up a firewall is a great filter and many clients will feel more secure sending you confidential information if they know that your computer is protected, as they will see your home computer as the weakest link in their companies’ security. It may also be a good idea to get a USB data card that you can take with you, when you are on the go. Reliance, Airtel, Tata and a host of other companies provide this service at an affordable price.

4. Printer, Scanner & Fax. All of these are optional but border on requirements for a small home office. In terms of a printer, a simple black and white printer is the most cost effective way to go. Avoid Bubble jet printers, as the cartridges are more expensive (although the printer itself may be cheaper to buy). Fax machines still seem to be in high use in Indian businesses. The use of your fax machine will depend on how much your client uses theirs! Software that allows you to send and receive faxes from your computer is an inexpensive way to get around purchasing a fax machine. A scanner is another option, but if your client has not got one, you may still need a fax machine to receive information from them. A multi device, scanner, printer, copier and fax is a good space saver and allows you to stay contacted in lots of different ways, however having all functions in one may mean that if one aspect breaks down, you are completely out of commission! Local markets across India, have a small print shop that can take care of your colour printing, binding and other such needs.

5. Desk and chair. As you are going to spend a large part of your time working from this space, it should be as comfortable and appealing as possible. A comfortable chair is a must as is a desk at the right height. There is no point compromising on this aspect as to do so could result in health risks like RSI (Repetitive Strain Injury). You should also try and set up a space that you enjoy being in, as an uncomfortable or dark, pokey corner may mean you spend less time in it than you should!

Day to day office protocol –

6. Office timings. Make it clear to your clients what your office hours are. You are working on projects in order to be able to utilize the flexibility that they offer. You should try and have a few hours a day that overlap with your employers or clients regular office hours to provide time to interact with them. However they should know what your work pattern is like, so they know when to expect a response from you. Likewise, in the case of family members, staff, neighbours and friends, you need to make it clear that you are working and that you cannot be interrupted. You have chosen to work from home or to have flexible work hours to allow you to balance your work and personal life, so just like you set your work hours around the needs of your family and friends, they too should be aware of your work timings and work around you. Working from home does not mean that you are available to run errands and do chores. Make sure those around you are aware of that. Also be careful not to volunteer your time too freely just because you have the luxury of adjusting your day. Make exceptions wisely. Those around you will come to see this as the norm.

The other pitfall of working form home is that you can end up working very long hours because you are at home and thus able to connect to work. Colleagues and clients may call and ask you to step into your office, as they know its just a few steps away. Be sure to end your day and not let work drag on beyond the hours you have laid out.

7. Your space. Set up your office in a space that is not a heavy traffic flow area. The dining room table may not be the best place for you, as any and everyone will be able to disturb or distract you. Likewise the bedroom is not a suitable area, as it is hard to then separate your work life from your private life. Where space permits, a separate room is ideal. A room that is a little removed and has minimal use during your office hours can double up for other functions when needed. Try and keep other distractions like the TV out of your home office as well.

8. Open or closed door policy? Once your office is all set up, you need to set a few parameters that family, domestic staff, friends, neighbours and even pets are aware of! If the cook needs money for vegetables or a child needs assistance with a homework assignment – make sure that these matters are seen to before or after work. If, for some reason, you do need to be disturbed it should be an exception and not the norm. Make it clear that once you close the door, you are at work. Having a place to call your own, sets office boundaries for both you and the people around you. An open door policy could mean a stream of constant distractions all day long.

9. Routine. Although your hours are flexible and may be varied, establishing a routine helps not just those around you but you yourself. Get up, get ready and go to work, even if it is just down the hall! Sitting around in your pyjama’s may mean that you end up being a little lazier and get a little less done each day. A fresh start to each day also provides a small but clear divider between your personal time and your work time.

10. Household chores. If there are impending tasks that need to be done. Do not make the mistake of mixing them into your workday. Keep a clear parameter between house work and working at home. It is all too easy to get distracted from work with the dishes piled up in the sink or dinner looming an hour or two away. Working from home means you have to be more organized and divvy your day up. It also means that you have to stick to the routine that you set for yourself.

11. Taking calls. Make sure that your room is clear of people and that you can provide the caller your undivided attention. Barking dogs and crying children do not come across as very professional. This ties in again to your open or closed-door policy. It may be worth putting a do not disturb sign up when you need to take important calls. You will find what system works best for you, but it is worth noting that it requires a bit of thought and the patience to stick to your routine to make systems like these work.

Interacting with your employer

12. Institute a clear filing system. Such a system is a case of each to their own, only you know what system works best for you. Again, this boils down to being organized. Whether it’s a virtual filing system on your computer or a hard copy system set up in your home office, it is best to know where everything is. This way you can prove a point when you need to as you always have the proof available in writing! It also helps you ensure that you are keeping your facts and information straight as documentation is at hand. There are all sorts of systems available online to help you organize your workspace, your work time and to help you store your work in an easily retrievable manner. After a bit of trial and error you should be able to find a system that works best for you. Simply put, being organized helps being more productive.

13. Set and remain focused on your objectives. If you are able to do this, then all the other aspects seem to fall into place. By setting objectives you are breaking down the task at hand and by adhering to them you are essentially nearing your final objective, which is completion of the project. Make sure that deliverables are on time. If there is going to be a delay, you need to inform your employer as far in advance as possible.

14. Stay connected. Remember that by recruiting you for project-based work an employer is giving you the luxury of balancing your personal life with your private life. In return, you are expected to remain as professional as possible at all times. Request a regular phone call to discuss issues, details and problems of the project that you are dealing with. Don’t forget to provide them with positive feedback too! Another way of staying connected is to have more than one way that your project work colleagues and clients can get in touch with you, like IM, email, video conferencing, phone and mobile phone. If one goes down they can get a hold of you through some other method.

15. Clear parameters. Be sure to understand exactly what is expected of you both before you start and while you are employed on a project. Document. Document. Document. At the risk of sounding suspicious and mistrusting, it is worth getting everything in writing. This is especially the case when working with a team and having to get input from / provide answers to more than one person.

16. Professional demeanor. We have touched on this above but by putting your best foot forward, (whilst on the phone, in your emails and through any other type of interaction) you are coming across as a professional. Which is exactly why these employers selected you in the first place. Do not let the casual environment of your home creep into interactions with your professional world.

17. Set the pace from the outset of your project. If you agree to work 60 or even 80 hours a week, you will be a very stressed individual. While this may be feasible for a week or two, in the long run it will catch up with you. You are working from home, or working flexible hours in order to enjoy a balance, so be sure that you maintain this balance. Make it clear to your employer from the outset that you cannot work weekends for example and then stick to it. Take mini breaks during the workday, the way you would if you were working in a regular office, and make sure that you have a lunch break.

18. Ask for feedback on an assignment when it is done. This will help you understand what your shortcomings are and will also help you fine-tune your skills for future projects. Remember that part of what you are selling is your professionalism, better understanding your shortcomings helps you develop skills for future use

19.Interaction. Sitting in your home office, with little face-to-face interaction with people from one week to the next can be very isolating. Schedule a lunch date. Try and get out for meetings or into the clients office when possible. Mix your routine up a little so it does not get monotonous and remember that when you are done work, you should make the effort to get out of the house and interact with people as much as possible, creating a good balance

20. Don’t feel guilty! If you are working hard while at home, getting the job done and still managing to obtain some sort of balance between work and your personal life, then you are probably much busier than many people that put in a full days work! Don’t let anyone make you feel like you are getting by easy by being at home! You work hard and so sit back and enjoy the benefits of flexible, project based work when your day is done.

 

 

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http://mobileoffice.about.com/od/getmobilized/qt/mngtips.htm

http://mobileoffice.about.com/od/getmobilized/qt/evaluations.htm

http://www.news.com.au/business/story/0,27753,24124238-5012427,00.html

 

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