To prevent the spread of the coronavirus, many are switching to remote working. This offers a lot of freedom but also requires a high level of self-discipline. Many different programs are available to organize the work better when working remotely in the home office. These include software offerings for the remote workstation for better coordination and apps for increasing productivity. The following article describes the most important programs and their functions in remote work to work remotely as best as possible.
Definition Of Remote Working Or Remote Work
Remote working or remote work is not a new invention. However, digitalization has dramatically increased the possibilities. According to the definition of home office work, employees can also, instead of showing a permanent presence in the office. With the current crisis caused by the coronavirus, working at home also has many advantages. The exchange takes place through various programs with colleagues during remote work guaranteed. This is extremely valuable for teamwork, as remote work enables digital teams to work together on projects not only within a city but around the world. But the self-employed also benefit from these options for small workplaces and home office programs. However, according to the definition, a good structure is essential for an optimal process when working remotely. Because when working remotely, unlike in the office, there are many additional distractions.
Remote Working Preparation – The Ideal Home Office Program
There are numerous practical programs for remote working that facilitate the processes and work in the home office. But it makes little sense to install all programs for remote work. It is better to know the exact requirements beforehand to be specified at the remote workstation. Are there a lot of appointments that need to be coordinated when working remotely? Or does there have to be an excellent structure to keep track of many small tasks while working remotely? Is the exchange with colleagues important because the home office programs work together on projects? Does the application have to store extensive data if the current coronavirus crisis continues? Anyone who thinks about the exact tasks beforehand and compares programs will start well prepared for remote working.
Remote Working Organization Programs – The Best Home Office Programs
factro is an intelligent tool to organize topics and teams for remote work in the home office. Tasks and projects can be created and planned with just a few clicks. All information and files are stored directly in the study and can be called up from anywhere at any time. Thanks to collective responsibilities, timing and priorities, everyone knows who has to do what and by when working remotely. The operation is intuitive and self-explanatory so that everyone can start working remotely immediately. In addition, factro is 100% Made in Germany and guarantees the highest German data protection standards as a home office program.
Slack is a program for remote work that brings together the communication of an entire team or company during remote working. This creates a shared workspace in which various conversations can take place in real-time. The different chats can be listed for the remote workstation. Slack is more than a chat program for remote work in the home office. For example, services such as Dropbox or Google Hangouts can be integrated so that Slack can be used individually as a home office program. Telephone calls and video conferences are then also possible when working remotely.
Asana is also a workspace for remote working. The focus here is not so much on the exchange but more on planning projects for remote work. For these, subtasks can be created at the remote workstation and assigned to different team members. All team members in the home office can then easily see how far the work has progressed. But communication while working remotely is also possible via Asana. The exchange for remote work takes place under the respective tasks and can therefore be very subject-related.
If you have to access a colleague’s computer while working remotely, it is best to use the TeamViewer. This is not only useful for remote maintenance at the remote workstation. Of course, access to the office computer is also possible when working remotely in the home office. Users can also block specific data so that private and other sensitive data cannot be transferred when working remotely. Both computers also have to confirm the insight twice not to be used without consent when working remotely.
Trello is a browser-based solution for project management at the remote workplace. In contrast to other tools for remote working, Trello is straightforward to use. Lists can be created on a board, which in turn are divided into cards. Lists and cards can be easily moved by drag and drop for remote work. Each card can then be used to upload files, additional to-do lists, and additional user rights for employees for remote work. The illustrated implementation of the subtasks of a project facilitates the overview when working remotely.
ClickUp is also structured similarly and focuses on project management for remote working. The structure for the remote workstation is also easy to understand and colour-coded. Your profile is efficient when working remotely, as it organizes the assigned tasks and thus facilitates the overview. The studies can be done together, and comments can be provided during remote work. In addition, all users can also create invisible charges 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 when working remotely. A switch to the premium version for remote work is only necessary for twelve users or more. Each team user can create tasks, assign them to themselves or other users, and insert deadlines. Sub-tasks are just as possible at the remote workstation as discussions under individual lessons. In addition, Bitrix also includes team chat for remote work, video conferencing, time recording and a calendar. In addition, various email services can also be integrated when working remotely.
If you need video chats while working remotely, you should take a closer look at Zoom. The program supports conversations between two participants but also within a whole team. In the free version, up to two participants can take part in a video meeting. In the paid version, up to 100 participants. When working remotely, the moderator decides whether to transmit his entire screen or just particular areas. In addition, he can transfer mouse and keyboard control to one or more participants. However, a group meeting at the remote workstation is limited to 40 minutes for meetings with three or more participants.
On the other hand, Microsoft initially relied on the idea of a digital classroom when working remotely with Teams. The focus is on video chats for the remote workstation, but documents can also be sent, and apps from other providers can be integrated. The program was initially developed only for educational institutions that can use Microsoft Teams for free. In the meantime, however, more and more companies are also working with the system for remote work, as documents can also be edited simultaneously, for example. At the same time, the video chat remains active in the background. Microsoft Teams offers numerous options for using video meetings and other editing functions in parallel for companies in the home office.
Google has also developed its product to support this. Google Drive as a term is often known, but many users do not take full advantage of the possibilities when working remotely. The program works well when documents should be collected, organized and shared within a team in the home office. 15 gigabytes of storage space are available to users. And that’s enough, even if the state of emergency caused by the coronavirus lasts longer. Each file can be released individually for other users in the home office so that the user has control over which colleague has access to which operator. If several people are editing a document at the same time, this is displayed in real-time. In addition, all users at the remote workstation can also access the stored data while on the move.
Anyone who wants to arrange a video conference appointment or a telephone meeting with several employees is faced with a challenge when working remotely. Not all colleagues’ positions are known when working remotely, so chat programs are not helpful. Meeting them together would take 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 for remote work. When working remotely, all recipients click on the available time, from which Doodle creates a ranking list, and it is easy to see which point in time represents the most sensible appointment.
Chimp Or Champ
When working remotely, personal exchange with colleagues and the boss is not possible. In the office, on the other hand, it quickly becomes clear what the mood is and which colleague has problems with which program or process. So there is Chimp or Champ for optimal feedback during remote work. All participants can anonymously give their opinion and their current mood in the home office. This feedback report is then sent to the client in a collected form. This has two advantages with this home office program: The employees feel valued at the remote workstation, and the sender can act quickly in the event of problems.
With ONLYOFFICE, you can easily organize a secure workspace for remote working and digital learning with ONLYOFFICE cloud service that provides collaborative online editors and storage space for all documents. Numerous productivity tools keep small teams productive at all times: project management, email, CRM, calendar, chat, blogs, surveys, wiki and more. In addition, ONLYOFFICE is also GDPR compliant and thus guarantees a high level of data security for all users thanks to integrated features such as two-factor authentication, SSO, IP restrictions, flexible access rights, etc.
Startups and small teams with up to five users can use ONLYOFFICE Cloud Service completely free of charge. The cloud service is also free for schools and non-profit organizations. Larger groups can then choose between the “Business” package and the VIP Cloud. The second option is intended for large companies or companies in particularly heavily regulated and security-relevant industries because VIP Cloud is hosted on a dedicated server in a European Hetzner data centre and looked after by an assigned ONLYOFFICE employee.
Apps For Efficient Remote Working
Practical programs are a prerequisite for effective remote working and keeping your work table organized. Often the notes and sticky notes pile up, essential information from colleagues from the home office is noted and then gets lost in a pile. Evernote helps you organize your notes, photos, and documents. The app sorts the information according to the date of creation, but reminders can also be created. Every little message is then visible as if on a pad, and even sound recordings are possible. Anyone who takes notes in a video meeting or phone call remotely can also share them with colleagues afterwards.
Just take a look at Whatsapp, take a quick look at photos on Instagram: There are many distractions when working remotely. The Goodtime app, therefore, defines productive phases that last precisely 25 minutes. In these so-called stages, a timer can be seen on the mobile phone that must not be closed. The app then allows the user a five-minute break. The aim is to be productive in the stages when working remotely. And to stay so focused on the break timer during the vacation, all distractions fade into the background. However, it is difficult if, after 25 minutes, the task in the home office is far from finished, and the concentration phase is disturbed by the break.
AppBlock is even more consistent, where distractions when working remotely on the smartphone can be blocked entirely. Anyone who then activates one of these forbidden apps immediately receives the message, “You have already tried it three times today! Use the time and be productive”. Of course, the lock can be lifted and time-limited at any time during remote work. Nevertheless, the measure could help create awareness of the distractions at the small workplace, especially in stressful phases in the home office. The free version includes five blocks as a home office program, sufficient for remote work, at least for the large social networks.
Find Remote Jobs
Due to the corona pandemic and advancing digitization, it is currently straightforward to get remote jobs. The typical job portals and job advertisements in the newspapers help with the search. However, it is generally essential to read the job advertisement for remote work very carefully. Because of the current developments, many employers tend to gloss over and mention the home office in the text but then ultimately do not allow remote working. Therefore, it is worthwhile to inquire directly about imprecise formulations for the remote workstation and ask for a precise explanation.
Conclusion: Remote Working Only Works Together
Many convenient remote working programs are available, but you don’t need to install all of them. Good preparation is essential; when working remotely, discuss exactly which applications are suitable for you and not. Everyone should use the same program for organizing, storing and distributing tasks so that all information quickly reaches colleagues when working remotely in the home office. Only then does remote working work and ensure smooth processes and continuous productivity.
Frequently Asked Questions (FAQ) About Remote Working
What Does The Term Remote Mean?
The term can be translated as “remote” and “independent”, according to the definition, someone working remotely is not in the same place but technically connected to others. Instead of showing a permanent presence in the office, employees can also work from home according to the definition.
What Preparation Do Remote Jobs Need?
There are numerous practical programs for remote working that facilitate the processes and work in the home office. But it makes little sense to install all programs for remote work. It is better to define the exact requirements at the remote workstation beforehand. Are there a lot of appointments that need to be coordinated when working remotely? Or does there have to be an excellent structure to keep track of many small tasks while working remotely?
What Remote Programs Are There?
factro is, for example, an intelligent tool for organizing topics and teams for remote work in the home office. Tasks and projects can be created and planned with just a few clicks. But Slack is also one of the helpful home office programs. This is where the communication of an entire team is brought together. This creates a shared workspace in which various conversations can take place in real-time.
Also Read: Project Management: The Four Project Types