Emergency Telecommuting Guide

Emergency
Telecommuting

A quick-start guide to
working well in a crisis –
from wherever you are

Debra A. Dinnocenzo

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available for download by multiple users without written permission of the author.

Contents

START HERE! .............................................................................. 4
CRITICAL ELEMENTS ................................................................. 4
STEPS YOU NEED TO TAKE FIRST .......................................... 4
GETTING STARTED .................................................................... 6
FOCUS .......................................................................................... 8
WORK WELL IN A GOOD WORK SPACE ................................ 11
WORK WELL WITH YOUR FAMILY .......................................... 14
WORK WELL WITH YOUR TEAM ............................................. 16
WORK WELL WITH TOOLS & TECHNOLOGY ........................ 19
SUMMARY .................................................................................. 21
APPENDIX A - TELECOMMUTER SELF-ASSESSMENT ........ 22
APPENDIX B - FOCUS .............................................................. 24
APPENDIX C - HOME OFFICE SAFETY CHECKLIST ............. 25
APPENDIX D - VIRTUAL MEETING CHECKLIST .................... 25

Emergency Telecommuting 2
© Copyright 2011, VirtualWorks!

Introduction

Serious weather or civil emergencies…a pandemic or other
community health concern…an actual or threatened terrorist
event…these are all increasingly realistic and probable reasons
why a quick-start approach to telecommuting is a key business
continuity strategy that every organization must know – and be
ready to implement now!

Thoughtful planning and careful preparation for a telecommuting implementation
is the ideal approach. But the reality is that many organizations and employees
will not be prepared when the need to telecommute comes unexpectedly or
sooner than was planned. For those organizations and circumstances,
Emergency Telecommuting provides the just-in-time information and critical
action steps needed.

If you or your workers are stuck at home or another remote
location - and work needs to continue - you'll find the help you
need from technology and this guide.

If you‟re the leader of a team that is suddenly a spur-of-the-moment virtual team
and yet you need to continue progress on a project, continue to support
customers, or continue to provide critical resources to internal or external
partners, you‟ll find the tools you need here to keep your team focused and
productive.

Emergency Telecommuting provides guidelines to quick-start solutions for
teleworkers and their teams working together from a distance under emergency
conditions. The objective is to make the emergency telecommuting situation as
productive as possible, in light of limited resources and possible limited access to
key information or personnel. The strategy is to work with what‟s available, be
creative and proactive, and focus on continuing to get work accomplished.


START HERE!
! CRITICAL ELEMENTS
Do you have:

 Electric power?
 Heat or air conditioning?
 Internet access?
 Telephone service?
 E-mail capability?
Before settling in to work, you‟ll need to evaluate if any of these critical elements
are not operational. If so, you may need to find an alternative work space or
supplemental technology resources to be productive.

 Steps you need to take first:
 Read this e-book and identify what is possible for you do to with the
resources available to you now.
 Focus on your top priorities, objectives, goals, deadlines.
 Determine the best place you have available to work.
 If you live with other people, agree on “ground rules” while you‟re
working.
 Be in touch with your team, partners, clients, colleagues as needed
and as possible.
 Figure out which technology tools you have available and are best to
use for the work you must accomplish.

See the following sections of this e-book for additional information on each of this
points to help you get started now!


Getting Started
 Begin by letting go of what you DON’T have in terms of:

o resources;
o work space;
o technology tools;
o network options; or
o ideal circumstances.

 Focus instead on:

 what you CAN do;
 how you CAN work best with what‟s available to you;
 how you CAN overcome obstacles and distractions; and
 how you CAN achieve the necessary results under less-than-
desirable circumstances.

“Success comes in
cans, not in cannots!”®
Used with permission.
Joel Weldon & Associates, Inc.
http://www.SuccessComesInCans.com


Bearing in mind that many successful telework programs have been well planned
and monitored for effectiveness, emergency telework is often implemented on an
as-needed, just-in-time, flying-by-the-seat-of-our-pants basis. Not the best
situation for resounding success, right? Right! But that‟s probably about where
you are if you‟re reading this and needing to know….

How should I get started?

If you want (and have time) to begin with some introspection, jump
to Appendix A and complete the Telecommuter Self-Assessment. To complete
the online version, go to: Telecommuter Self-Assessment

Any “False” responses in the Self-Assessment indicate areas of potential
difficulty that may impact your productivity while teleworking. Keep these in mind
as you approach your telework, and give special attention to eliminating these
obstacles or anticipating problems that may occur. Look throughout this guide
for particular tips that will help you with any potential areas of concern.

If you need to just get started tackling your workload
today, return to the Telecommuter Self-Assessment at a later time.

The beginning is the
most important part
of the work.
— Plato


Now that you‟ve accepted your less-than-ideal situation and thought about
possible problem areas – and since the need to get moving on the tasks at hand
is pressing upon you – let‟s explore the critical keys to your success as an
emergency teleworker:

 Focus
 Work well in a good work space
 Work well with your family
 Work well with your team
 Work well with tools & technology


 Focus
The most important first step you can take is to be extraordinarily focused on
your primary objectives, goals, and tasks to be completed….in general, the
work you need to accomplish during your day or extended emergency time.

See Appendix B for a targeted approach to your immediate focus. It‟s important
to identify:

 Your TOP PRIORITIES.

 Your specific desired or required ACCOMPLISHMENTS, e.g., completed
tasks, deliverable results, needed output.

 Your targeted ACTIONS necessary to achieve your results.

 The REWARD you‟ll attach to completion of targeted accomplishments.

With your mindset on FOCUS, you‟re less likely to fall into „time waster traps‟ that
can quickly erode your productivity while teleworking. Of course the traditional
office is a landmine of time wasters, but we needn‟t replicate that problem when
telecommuting. To avoid negative impact on your productivity from time
wasters, be conscious of the risk you run of spending too much time on things
like:

Reading the newspaper
Playing computer games
Exercise
Watching TV (unless you work for QVC or a television station)
Household chores (which can become amazingly attractive as an
alternative to work!)
Talking with neighbors and/or family members
Personal phone calls
Surfing the Internet
Handling personal mail and other administrative tasks
Running „quick‟ errands
Snacking/eating/snacking/eating/snacking/eating


Use some of these potential time wasters as rewards for completion of your
targeted accomplishments. Telework doesn‟t have to be all work and no fun! –
like everything else, it‟s the balance that‟s important.

While FOCUS is critical to success in any job or situation, it is especially
important when working remotely from your team and/or working in a crisis
situation. Having a commitment to focus also helps you overcome distractions
that are common to the telework environment (whether you are working at home,
in a coffee shop, while traveling, or in a shared office environment such as a
telework center).

We all know that the traditional workplace is full of tempting distractions, such as
opportunities to talk with people and the coffee area which seems to have a
magnetic pull on you – along with not-so-tempting but still productivity-sapping
distractions such as people calling, dropping in to see you, meetings, extended
lunch times, general socializing, and more time taken for breaks than needed.

Avoid replacing these on-the-job distractions with a different set of distractions
while telecommuting. Particularly when working from home, it‟s important to
manage distractions by:

 Adhering to your regular work schedule.
 Evaluate and accommodate interruptions based on the seriousness and
urgency of the matter. (If the situation is serious AND urgent, it‟s
probably wise to give it your attention. If it‟s serious and urgent enough
that you‟d address it even if you were in your typical work environment,
you should do the same now.)
 Ignoring those things that you wouldn‟t normally handle during a typical
work day, e.g., laundry, dirty dishes in the sink, television, music,
personal phone calls, etc.
 Minimizing interruptions by family members. (More on this later.)

Concentrate all your
thoughts upon the work at
hand. The sun’s rays do not
burn until brought to a focus.
— Alexander Graham Bell


At the same time, it‟s important to take care of your personal well being by
managing your energy and working in a healthy manner. Do this by:

 Remembering to stop for breaks, get up from your work space
occasionally to stretch or walk briefly, avoid sitting for long periods of
time (particularly when hunched over a computer).
 Stopping to eat regular meals.
 Keeping yourself hydrated with healthy beverages (like water).
 Maintain good posture and a productive work area. (More on this later.)

 Focus

RELATED RESOURCES

e-Booklet How to Bring Focus to Your Life and Your Work


While your work space may not be ideal or circumstances optimal when you‟re
telecommuting unexpectedly or in a crisis situation, there are some steps you
can take to create that will lead to improved productivity.

We‟ve already addressed some of the keys to working well: plan your work
through focused goal setting; avoid bad habits that waste time; embrace healthy
habits that improve energy and good work practices; and minimize distractions
that erode your focus and productivity.

Aside from the mindset and work habits you bring to your emergency
teleworking, it‟s also important to create the best work space possible with limited
time and resources to prepare. Whether you are working from home, in a hotel,
from a temporary office space or in some other non-traditional space, keep in
mind these guidelines for creating a productive work space and as much as
possible strive to:

 Work in an area with appropriate lighting. A good balance of ambient
(bright, indirect rooming lighting) and task (direct light on your work
space) lighting is best.
 Set the temperature to a level that keeps you alert and comfortable,
with a good supply of fresh air.
 Utilize a good chair, e.g., ergonomically designed for the type of work
you‟re doing and adjustable for different heights and angles.
 Incorporate a work surface into your work area that is the appropriate
height for your computer.
 Utilize a headset if you will be spending significant amounts of time on
the phone.

Your emergency telework situation may require that you work from home. In
this case you‟ll need to decide on the best location for setting up your temporary
office arrangement. If you already have a dedicated space for working at home,
you should ease right into this. If, however, you don‟t typically work at home,
you‟ll need to identify your options and quickly „set up shop‟ so you‟ll be
productive in short order.


If you can‟t utilize a dedicated space, consider the best option for the „shared‟
spaces that are available to you. But keep in mind that some areas that are
frequented by family member (or noisy pets) may not be conducive to your
telework needs. You‟ll want to achieve as many of the factors identified in the
guidelines above, while being sensitive to the intrusion and noise implications of
your choice.

If you live with other people who will be home while you‟re telecommuting, it will
be important to create the privacy, quiet, and ability to focus that you‟ll need to
work productively. While the kitchen table might seem comfortable, it won‟t be
helpful if your kitchen is the social center of your home with lots of noise and
interruptions. Again, you‟re looking for the optimal combination of desirable
factors, so consider rooms with the least amount of „people traffic‟ and noise. If
you need to move a table and chair into a bedroom so you can close the door to
work, that might be your best option. Or if you can commandeer the dining room
with relative quiet and minimal interruptions, that could work for you.

When all’s said and done,
all roads lead to the same
end. So it’s not so much
which road you take, as
how you take it.
— Charles de Lint


While telecommuting in the midst of a crisis or other unplanned situation doesn‟t
give you much time for planning and set-up, it‟s also important to keep in mind
the need for creating a safe work environment. Many of the basic safety
guidelines applicable to traditional office environments are relevant to your home
office, as well. Since your time to prepare and consider these concerns will be
limited, here are some quick guidelines to keep in mind:

 Be careful not to overload electrical circuits.
 Avoid excessive use of extension cords and power strips; when using
these, avoid creating tripping hazards for yourself and others.
 Avoid stacking or scattering things on the floor that could cause you or
others to trip.
 Use power-surge protectors where possible.
 If children are present, be sure that access is restricted to your
computer and other work-related resources, for the safety of any
child(ren) and for your own productivity. (Recovering from a spill on
your laptop creates a definite slow-down in your work!)

For more detail on safe work practices for telecommuting from home, see
Appendix C (Home Office Safety Checklist).


RELATED RESOURCES

Booklet: Tips for Teleworking Effectively in Your Home Office

Mini book: Working Well in Your Home Office


While you would typically pre-plan the telecommuting arrangement with your
family and ensure a solid understanding of what‟s involved, emergency telework
will not allow for that. So if you‟re working from home with family members
present, it will be important to have some quick discussions.

Here are some key points to discuss with your family as soon as possible when
your begin working from home:

1. Explain what you‟ll be doing and what support you‟ll need from them to
work effectively.

2. Discuss possible distractions/interruptions that could occur and agree on
what is/is not an acceptable reason for interruptions.

3. Agree on the best way to interrupt you. Generally, yelling “MOM” or “DAD”
should be seen as unacceptable.

4. Explore the best work site for you and agree on where you‟ll be working,
along with the necessary level of quiet you‟ll require.

5. Clarify your work hours and expectations about your level of accessibility
and flexibility to be interrupted during these times.

6. Confirm how childcare will be handled and what, if any, role you‟ll have in
that. (Some types of emergency situations result in children being home
from school while parents are home and needing to work. Whatever the
circumstances – and however difficult or challenging they may be – it‟s
best to discuss and agree on expectations at the outset.

You may need to exercise some creativity if telework is new to your family. This
is especially true if young children are present since they will likely think that

you‟re home just to play with them! So working in an area where you can close a
door between you/your work and other household activities will be very
beneficial. Making a quick & dirty sign stating: AT WORK – PLEASE DO NOT
INTERRUPT! may also be useful. Mutually agree on a „fun‟ way to interrupt you
if necessary, e.g., ring a bell, sing a quiet song, etc. Younger children (who have
not yet reached the age of reason) will require more attention and explanation,
while older children may happily ignore you for hours at a time!

Some of these guidelines are also applicable to family circumstances where
elder care is an issue. Again, be clear about your needs and expectations,
discuss and negotiate early, and touch base periodically to ensure that things are
going well for everyone involved.

Creativity involves
breaking out of
established patterns in
order to look at things in a
different way.
— Edward de Bono


RELATED RESOURCES

Booklet: Tips for Teleworking Successfully while Managing Family Issues

Mini-Book: Working Well with Your Family


Depending upon the circumstances that created the need for emergency
telecommuting, there could be varying degrees of contact with your team
members. It‟s possible that you will work primarily in a „solo‟ capacity due to
communication obstacles or the nature of your work. On the other hand, it‟s
highly likely that there will be a need to be in frequent contact (in spite of
obstacles) with colleagues, team members, your boss, external partners,
customers, or suppliers.

To avoid a breakdown in both communication and trust during this challenging
time, it‟s vital that you make every effort to:

 be responsive and prompt in your follow-up with others.

 initiate contact with others to keep lines of communication open.

 use various methods to keep in touch, e.g., phone, e-mail, text, chat.

 be proactive in resolving problems, clarifying needs, and facilitating
collaboration.

Situations may arise that require new ways to handle tasks or solutions to unique
problems. Staying focused on creative work-arounds and positive approaches
will go a long way toward helping the entire team face the challenges of working
under stressful circumstances and maintaining the best levels of productivity. In
handling situations that require problem resolution, use these guidelines in
fostering agreement on action:

1. Clearly state the needs and expectations.
2. Explain why they‟re important and the consequences of not meeting
them.
3. Describe how the agreement will look when it‟s operating as needed.
4. Ask about issues, concerns, additional information.

5. Listen, reflect, discuss, summarize periodically.
6. Mutually agree to parameters, requirements, resolutions.
7. Summarize and document agreements; communicate to others as
needed.
You may be involved in a variety of virtual meeting during your emergency
telework stint. While good planning is a critical part of virtual meeting success,
it‟s possible that your meetings may be more „on the fly‟ types of meetings under
these circumstances. These are likely to be teleconference meetings, although
it‟s possible that webinar or videoconferences might also be in the mix.

While you can reference complete guidelines for planning, conducting, and
following up to virtual meetings in Appendix D, more impromptu meetings with
limited time for planning will require that you at least keep the following in mind:

 Encourage everyone to introduce themselves at the beginning of the
meeting and identify themselves whenever they speak (except for
video/net conferencing or well-established teams whose voices are
recognized by everyone).

 Establish expectations for involvement by all participants
(periodically pause to summarize and ask for questions, discussion,
clarification).

 If time permits, distribute any visual or graphic resources in
advance (via e-mail, fax, Internet, etc.).

 Remind everyone to speak slowly, clearly and in the direction of
microphones or speakerphones, and to request that something be
repeated if not heard clearly.

 Suggest that participants use the “Mute” button on their phones to
eliminate background noise that might be disruptive to a virtual
meeting.

 Keep to the schedule if one was established.
 Summarize action items and timeframes. Agree on next steps,
responsibilities, and required follow-up.


Hopefully you have an emergency plan in place that establishes a clear
communication network with your colleagues. In some emergency situations,
however, even these plans are thwarted by network issues, power outages, or
destruction of infrastructure. In other cases, people may be inaccessible for a
variety of reasons. Whatever the circumstances under which you are working,
follow any procedures that have been established, and make every effort to
communicate with the colleagues and contacts with whom you must work.


RELATED RESOURCES

Book: How to Work Together From a Distance

Booklet: Tips for Teleworking Effectively with Your Remote Team

Mini-Book: Working Well with Your Team

Don't dwell on what went
wrong. Instead, focus on
what to do next. Spend your
energies on moving forward
toward finding the answer.

— Denis Waitley


In a well-planned telework implementation, great care is taken to ensure that
telecommuters have access to all of the tools, technology, and information
resources needed to work effectively and maintain productivity. Under the best
of circumstances in emergency situations, things are not perfect. As a result, it‟s
possible that you don‟t have the desired complement of technology resources or
the necessary access to network/information resources.

When these difficulties and challenges are present, it‟s up to you to work within
the guidelines established (if some pre-planning was given to the possibility of
emergency telecommuting). At the same time, you may need to find creative
ways to access information, collaborate with other to obtain resources you need,
or focus on the things you CAN do vs. the obstacles that you face.

Here are a few things you can attempt to do with regard to technology:

In times of crisis, establishing basic telephone contact with people is important. If
possible, arrange to have your work phone forwarded to either your home phone
or cell phone. This helps you maintain contact with colleagues and customers,
as well as others with whom you work in the course of your job.
Utilize voice mail, e-mail, chat, text messaging to supplement telephone
communication.
Collaborate with colleagues or clients by using online meetings.
Use remote access technology to access work computer and servers.
Take care to safeguard information resources you access remotely or have in
your possession. Security of information is an important issue you‟ll need to
manage while teleworking under emergency conditions.
Also remember to follow established protocols for backing up information on your
computer. While normal network back-up tools may not be available, consider
alternatives you can utilize.


As for other tools and resources you may need, this is a function of the nature of
your job, the length of time you are on emergency telecommuting status, and the
level of access you have to other technology resources and information sources.
Identify the tools and technology you need, and consider either creative ways to
acquire them or alternatives you can utilize that allow you to continue being
productive.

For a detailed list of resources that telecommuters often list as resources they
utilize, visit:

Telecommuting Resource Center

Technology does not run an
enterprise, relationships
do.
— Patricia Fripp


RELATED RESOURCES

Booklet: Tips for Teleworking Wisely with Technology

Mini-Book: Working Well with Tools and Technology


Summary
Without a doubt, telecommuting is on the rise and is a mainstream business strategy
in non-emergency situations. This has resulted from greater awareness, combined
with significant proliferation of low-cost technology tools that enable increased
access from off-site locations. For these reasons, as well, telecommuting is
increasingly a response to business continuity needs in emergency situations, and
you are likely to experience it in the face of one type of crisis or another.

In cases of inclement weather or extreme situations such as a hurricane, tornado, or
earthquake, the road to work may be blocked – but you can still work through
emergency telecommuting. Terrorist incidents or alerts may preclude you from
accessing the workplace, but remote access allows the flow of work to continue.
Health emergencies, such as a pandemic or even a particularly nasty flu season,
could find you healthy at home once schools have been closed or government
officials limit commuting.

By utilizing these guidelines for emergency telecommuting, you can now stay better
connected to co-workers, maintain your productivity, and keep customers satisfied in
spite of obstacles to the business-as-usual ways of working. Being proactive and
having an at-hand plan of action will prepare you to successfully meet the
challenges of working when emergency telecommuting is required.

RELATED RESOURCES

Book: 101 Tips for Telecommuters

Booklet: Guide to Building Virtual Teams

Booklet: Foundations of Trust for Virtual Teams


Appendix A
TELECOMMUTER SELF-ASSESSMENT

Put a check mark next to all those that apply to you. If you are thinking about becoming a
TELECOMMUTER SELF-ASSESSMENT
telecommuter, consider whether any of those you do not check will create a barrier to your
success as a telecommuter or will require extra effort on your part to overcome a potential
obstacle.
If you are already telecommuting, use this checklist to identify any areas of difficulty that are
detracting from your productivity or satisfaction as a telecommuter.

Personal Traits/Preferences
I believe I:
 enjoy working independently.
 like to think through and resolve problems myself.
 am a high initiative person.
 am not a procrastinator.
 can set and stick to a schedule.
 like to organize and plan.
 am a self-disciplined person.
 am able and willing to handle administrative tasks.
 can balance attention to major objectives and small details.
 do not need constant interaction with people.
 can work effectively with little or no feedback from others.
 enjoy being in my home.
 do not need frequent feedback or coaching from my boss.
 have the required level of verbal and written communication skills.
 can pace myself to avoid both overworking and wasting time.
 can resist a refrigerator that’s only a few steps away.

Job Appropriateness
My job:
 requires minimal face-to-face interaction.
 involves many responsibilities that can be met by phone, fax or modem.
 accountabilities can be quantified, measured and monitored.
 affords me the freedom to manage my work as I see best.


 does not require frequent interaction with work associates.
 involves co-workers who are supportive and collaborative.

Home Office Space/Environment
I have a space for my home office that:
 has Internet access and available desktop computer and/or laptop
 has an adequate amount of work space for my current needs.
 would provide opportunities for future expansion.
 has an adequate amount of storage space.
 has provides adequate lighting.
 has sufficient ventilation.
 has a safe number of electrical circuits.
 is quiet enough to allow me to concentrate.
 provides appropriate separation from home/family distractions.
 is a pleasant and comfortable space I’d enjoy working in.
 is a reasonable distance from needed business services.
 no zoning or lease restrictions that preclude telecommuting.
 adequate insurance coverage to protect business equipment.

Family Support
My family:
 is supportive of my desire to telecommute and will react positively.
 is willing to minimize distractions and interruptions.
 will not require care or involvement from me during work hours.
 can accept my need to focus on work during business hours.
 is stable and has no relationship conflicts that would be distracting.

For a more in-depth assessment of telecommuter
capabilities and opportunities, see:
Emergency Telecommuting Telecommuter Assessment Profile 23

Appendix B

Excerpted from:

FOCUS: A THREE-PART APPROACH
by Debra A. Dinnocenzo

DAILY FOCUS
Decide which daily planning process is best for you. If you’re not sure, at a minimum, start with a blank
piece of paper (or a new document on your computer). Be sure to put in writing your prioritized ‘To Do’
items for your next workday. It’s a simple step, but all the great journeys begin with one!

To get more specific, determine the:

4 Top Priorities In Your Current Work.

1. _____________________________________________________________
2. _____________________________________________________________
3. _____________________________________________________________
4. _____________________________________________________________

3 Specific Accomplishments Targeted For Your Next Work Day.

1. _____________________________________________________________
2. _____________________________________________________________
3. _____________________________________________________________

2 Actions You Must Take To Complete Your Accomplishments.

1. _____________________________________________________________
2. _____________________________________________________________

1 Reward You’ll Attach To Completion Of Targeted Accomplishments.

1. _____________________________________________________________

Excerpted from “101 TIPS FOR TELECOMMUTERS: Successfully Manage Your Work,
Team, Technology and Family” by Debra A. Dinnocenzo (Berrett-Koehler
Publishers, San Francisco, CA)

Additional information/resources:
www.virtualworkswell.com
How to Bring Focus to Your Life and Your Work (e-bookiet)


Appendix C
Home Office Safety
Checklist

 Aisles/walkways clear of boxes, chairs, wastebaskets, etc.
 Files not top-heavy (with empty drawers on bottom, full drawers on top).
 Boxes papers, files, books not stored on top of cabinets, files, windowsills,
equipment.
 First aid kit easily accessible.
 Equipment turned off when not in use.
 Restricted access to equipment (paper cutter, utility knife, etc.) potentially
harmful to children.
 Pencils pointing down in pencil holders.
 Availability of ladder or appropriate step stool.
 Phone numbers for local emergency services posted on each phone.
 Electrical cords in good condition (e.g., not frayed).
 Electrical cords located away from heating sources and working/walking
areas.
 Electrical equipment located away from water source.
 No use of unnecessary, inappropriate or excessive numbers of extension
cords.
 All electrical equipment and appliances grounded (e.g., use of three-pronged
plugs).
 Use of appropriate power surge protection equipment.
 Fire extinguisher easily accessible to office and in working order.
 Appropriate ventilation for good health and to vent fumes from equipment
or materials.
 Flammable liquids stored properly.
 Adequate lighting for type of work performed.
 Comfortable temperature and humidity level.
 Use of ergonomically correct keyboard, desk, chair and monitor. Adjusted
height and angle for comfort and minimal stress.
For additional information or more detailed guidelines, contact your local
Department of Labor or OSHA office or access OSHA on-line at www.osha.gov.

101 Tips for Telecommuters:
Successfully Manage Your Work, Team, Technology, and Family
Debra A. Dinnocenzo
Berrett-Koehler Publishers, Inc., San Francisco, CA
$15.95; 250 pp.; paperback original, 1999
Emergency Telecommuting ISBN: 1-57675-069-8 25
© Copyright 2001, Debra A. Dinnocenzo

Appendix D

Virtual Meeting Checklist
Before the meeting:

 Plan the agenda.
 Distribute the agenda and information in advance; confirm receipt.
 Clarify responsibilities (for notetaking, timekeeping, meeting leadership, technical support).
 Identify the appropriate/desired technology to be used. Confirm the availability/accessibility of the
selected technology for all participants.

 Arrange for required equipment, information & people to be involved.
 Test the technology. Make sure that things work ahead of time so you can minimize wasting people‟s time
with techno-glitches.

During the meeting:

 Encourage everyone to introduce themselves (or verbally “sign in”) at the beginning of the meeting and
identify themselves whenever they speak (except for video/net conferencing or well-established teams
whose voices are recognized by everyone).

 Establish expectations for involvement by all participants (periodically pause to summarize and ask for
questions, discussion, clarification).

 Ensure that visual or graphic resources can be distributed “real-time” or in advance to everyone (via e-
mail, fax, Internet, etc.).

 Remind everyone to speak slowly, clearly and in the direction of microphones or speakerphones, and
to request that something be repeated if not heard clearly.

 Suggest that participants use the “Mute” button on their phones to eliminate background noise that might
be disruptive to a virtual meeting.

 Keep to the schedule.
After the meeting:

 Distribute meeting summary in a timely manner, with details regarding agreements and follow-up actions.
 Schedule any follow-up meetings needed.
 Implement any action steps that were agreed to during the meeting.
 Solicit feedback from participants on how similar "meetings" in the future can be enhanced/improved.


Emergency Telecommuting
A quick-start guide to
working well in a crisis –
from wherever you are

Copyright © 2011, 2010.

by Debra A. Dinnocenzo

All rights reserved. No part of this publication may be reproduced, distributed or
transmitted in any form, or by any means electronic or mechanical, including
photocopying, recording or by any information storage and retrieval system without
the prior written permission from the author, except for the inclusion of brief
quotations in a review and certain other noncommercial uses permitted by copyright
law. International rights and foreign translations are available only through
negotiation of a licensing agreement with the publisher.

Published by Mancini-M’Clintock Press

Printed in the United States of America

10 9 8 7 6 5 4 3 2 1

ISBN 978-0-9742902-6-3
(This edited/custom edition for exclusive use of Citrix Online varies slightly from original publication.)

For permission requests, inquiries, or to order additional
copies/downloads/versions of this publication, contact:

3000 Village Run Road
Bldg 103, #310
Wexford, PA 15090 USA

Tel: 724.934.9349
Fax: 724.934.9348

info@virtualworkswell.com

www.virtualworkswell.com

or

www.emergencytelecommuting.com


Emergency Telecommuting Guide

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