To prevent the spread of the coronavirus, many switches to remote working. This offers a lot of freedom, but also requires a high degree of self-discipline. Many different programs are available to better organize the work in the home office. These include software offers for better coordination and apps for increasing productivity. The following article describes the most important programs and their functions.
Definition of remote working
Remote working is not a new invention. However, digitization has multiplied the possibilities. Instead of showing a permanent presence in the office, employees can also work in the home office. In the current crisis caused by the coronavirus, working at home also has many advantages. The exchange with colleagues is guaranteed through various programs. This is extremely valuable for teamwork because digital teams can work on projects not only within a city but all over the world. But the self-employed also benefit from these options. However, a good structure is important for an optimal process. Because in remote working, unlike in the office, there are many additional onesDistractions.
Remote working preparation
There are numerous practical tools for remote working that simplify processes and work in the home office. But it makes little sense to install all programs. It is better to define the exact requirements beforehand. Are there any appointments that need to be coordinated? Or must there be a good structure to keep an eye on many small tasks? Is the exchange with colleagues important because we work on projects together? Does the application have to store large data if the current coronavirus crisis persists? Those who think about the exact tasks beforehand and compare programs start well prepared for remote working.
Remote Working Tools For Organizing Your Work
Slack is a program that brings together the communication of an entire team or company in remote working. This creates a common workspace in which various conversations can take place in real-time. The different chats can be clearly listed. Slack is more than a chat program for the home office. For example, services such as Dropbox or Google Hangouts can be integrated so that Slack can be used individually. Telephone and video conferences are also possible.
If you need to access a colleague’s computer when working remotely, the best is to use TeamViewer. This is not only useful for remote maintenance. Of course, the home office can also be accessed from the office computer. Users can also block certain data, so that private and other sensitive data are not transferable. Both computers must also confirm the insight twice so that the system cannot be used without consent.
Trello is a browser-based solution for project management. In contrast to other tools for remote working, Trello is very easy to use. Lists can be created in a board, which in turn are then divided into cards. Lists and maps can be easily moved using drag and drop. Each card can then be used to upload files, and additional to-do list, and additional user rights for employees. The visual implementation of the sub-tasks of a project facilitates the overview.
ClickUp is also structured similarly and focuses on project management in remote working. The structure is also easy to understand and structured in color. Your own profile is particularly practical because it organizes the assigned tasks and thus makes it easier to keep an overview. The tasks can be done together, and comments are possible via comments. In addition, all users can also create invisible tasks that are then not visible to anyone else, but function as practical reminders in the home office.
Bitrix offers a free alternative to project management for remote working. It is only necessary to switch to the premium version from twelve users. Each user on a team can create tasks, assign themselves or other users, and insert deadlines. Sub-tasks are possible as well as discussions under individual tasks. In addition, Bitrix also includes team chat, video conferences, time recording, and a calendar. In addition, various email services can also be integrated.
If you need video chats for remote working, you should take a closer look at Zoom. The program supports discussions between two participants, but also within an entire team. Already in the free version, up to 100 participants can take part in a video meeting. The moderator decides whether to transmit his entire screen or just individual areas. In addition, he can transfer the mouse and keyboard control to one or more participants. However, the duration of a group meeting is limited to 40 minutes for meetings with three or more participants.
Microsoft, on the other hand, originally worked with teams on the idea of the digital classroom. The focus is on video chats, but documents can also be sent, and apps from other providers can be integrated. The program was originally developed only for educational institutions that Microsoft Teams can use free of charge. In the meantime, however, more and more companies are working with the system, since documents can also be edited simultaneously, for example, while video chat remains active in the background. For companies in the Home Office, Microsoft teams, therefore, offer numerous possibilities, video meetings, and parallel, more editing functions to use.
Google has also developed its own support product. Google Drive as a term is often known, but many users do not fully exploit the possibilities of remote working. The program lends itself well when documents are to be collected, organized, and shared within a team in the home office. 15 gigabytes of storage space are available to users. And that is enough even if the state of emergency caused by the coronavirus persists. Each file can be released individually for other users in the home office so that the user has control over which a colleague has access to which location. If several people edit a document in parallel, this is displayed in real-time. In addition, all users can also access the stored data on the go.
If you want to arrange a video conference appointment or a telephone meeting with several employees, remote working is a challenge. Not all appointments of colleagues are known, so chat programs are not useful. The appointment would cost a lot of time, and then evaluating all the times and messages is tedious. Doodle, therefore, sends a participation request as part of a survey and suggests a certain period of time. All recipients now click on the available time, Doodle creates a ranking list from it, and so it is very clear which time represents the most meaningful appointment.
In remote working, personal exchange with colleagues and the boss is not possible. In the office, on the other hand, it quickly becomes clear what mood there is and which colleague is having problems with which program or procedure. Chimp or Champ is therefore available for optimal feedback. All participants can anonymously give their opinion and their current mood in the home office, this feedback report will then be sent to the client. This, in turn, has two advantages: The employees feel valued, and the sender can act quickly in the event of problems.
Apps for efficient remote working
Not only practical programs are a prerequisite for effective remote working, but also your own order on the work table. The notes and sticky notes are often stacked, important information from colleagues in the home office is noted and then lost in the stack. Evernote helps you organize your own notes, photos, and documents. The app sorts the information by the date it was created, but you can also create reminders. Every little note is then visible as on a block, and even sound recordings are possible. Those who take notes during a video meeting or call can also share them with their colleagues afterward.
Just have a look at Whatsapp, take a look at Instagram photos: Distractions exist in remote working. The Goodtime app, therefore, defines productive phases that last exactly 25 minutes. In these so-called stages, a timer can be seen on the cell phone, which must not be closed. The app then allows the user a five-minute break. The goal is to be productive in the stages and to stay so focused on the pause timer during the time-out that all distractions fade into the background. It is difficult, however, if after 25 minutes, the task in the home office is far from over, and the concentration phase is disturbed by the break.
AppBlock is even more consistent, where the distractions of remote working can be completely blocked on the smartphone. If you then activate one of these prohibited apps, you will immediately receive the message, “You have tried three times today! Use the time and be productive”. Of course, the lock can be lifted and set at any time. Nevertheless, the measure could help to create awareness of the distractions, especially in stressful phases in the home office. The free version includes five locks, which is at least enough for the large social networks.
Conclusion: remote working only works together
There is a wide range of practical programs for remote working, but you don’t need to install them all. Good preparation is important, as part of a team, you should discuss exactly which applications are suitable for you and which are not. Everyone should use the same program for the organization, storage, and distribution of tasks so that all information in the home office quickly reaches their colleagues. Only then will remote working work and ensure a smooth process and continuous productivity.