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Practical guide on managing productivity in the virtual workspace.

A simple step-by-step guide for start-up, small business, or functional managers in managing work-from-home employees. Also contains suggested web based applications for communication, collaboration, learning and productivity management.

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Practical guide on how to
manage productivity in the
virtual workspace.
For start-up, small business and functional manager
managing work-from-home employees.
Why we
think working
from home
reduces
productivity?
Working less than the prescribed 8 hours
they get paid for.
Focusing less when mixing personal
responsibilities at home.
Lacking communication and collaboration
with team mates.
No set rules and routine.
Losing informal learning that typically
occurs in the office.
What if we can prove that the above are just misconceptions?
What if you can get more productivity from your team working from home? 
Let's get started! 
Set specific time for a daily check-in and
frequency.
Set meeting agenda and include a 'non-
work items' at the beginning or end of
session to acknowledge and listen to
'stress symptoms'.
Set the do's and don't in check-in meeting
e.g. 'camera on' when video conferencing.
Set follow-up meeting to critical and urgent
items to clear a path. One-on-one call if
work is independent or Team call if work is
collaborative.
Set specific time and best way to reach you
if and when it's urgent.
Set check-in
meetings
and rules of
engagement.
01
Choose effective
communication,
collaboration and
document sharing
applications to suit your
budget and your team.
Check out:
02
Be clear of your
team roles for a
specific
business
process or task.
Defined roles create structure for
an effective team co-ordination
and collaboration. You will have a
stronger and resilient team.
R . A . S . C . I
M O D E L
Technical expert contributing to decisions
Guide for implementation
Can be multiple 'C'
CONSULT
03
Accountable for outcome
There is only one 'R'
RESPONSIBILITY
Final sign-off
There can be more than one 'A'
APPROVAL
Provide resources, support, data
Does real work
Can be multiple 'S'
SUPPORTIVE
Need to know decisions
Don't need to be involved in decision-making
INFORM
Give clear
expectations on
work outcomes.
Focus on output,
not time spent
on task.
Ditch micromanaging. Encourage
self-motivation through autonomy
and flexibility. 
Give a clear picture of what success looks
like.
Set-out a framework to provide context,
content and parameters.
Find specific resources as reference to
read and prepare your own online training
and coaching.
Establish pre-agreed time-frame to
complete each task. Measure progress and
reset timeframe if unrealistic.
Schedule check-in time to clear a path and
measure progress. You don't need to know
the details. Guide not take-over. It doesn't
have to be done your way.
04

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Practical guide on managing productivity in the virtual workspace.

  • 1. Practical guide on how to manage productivity in the virtual workspace. For start-up, small business and functional manager managing work-from-home employees.
  • 2. Why we think working from home reduces productivity? Working less than the prescribed 8 hours they get paid for. Focusing less when mixing personal responsibilities at home. Lacking communication and collaboration with team mates. No set rules and routine. Losing informal learning that typically occurs in the office. What if we can prove that the above are just misconceptions? What if you can get more productivity from your team working from home?  Let's get started! 
  • 3. Set specific time for a daily check-in and frequency. Set meeting agenda and include a 'non- work items' at the beginning or end of session to acknowledge and listen to 'stress symptoms'. Set the do's and don't in check-in meeting e.g. 'camera on' when video conferencing. Set follow-up meeting to critical and urgent items to clear a path. One-on-one call if work is independent or Team call if work is collaborative. Set specific time and best way to reach you if and when it's urgent. Set check-in meetings and rules of engagement. 01
  • 4. Choose effective communication, collaboration and document sharing applications to suit your budget and your team. Check out: 02
  • 5. Be clear of your team roles for a specific business process or task. Defined roles create structure for an effective team co-ordination and collaboration. You will have a stronger and resilient team. R . A . S . C . I M O D E L Technical expert contributing to decisions Guide for implementation Can be multiple 'C' CONSULT 03 Accountable for outcome There is only one 'R' RESPONSIBILITY Final sign-off There can be more than one 'A' APPROVAL Provide resources, support, data Does real work Can be multiple 'S' SUPPORTIVE Need to know decisions Don't need to be involved in decision-making INFORM
  • 6. Give clear expectations on work outcomes. Focus on output, not time spent on task. Ditch micromanaging. Encourage self-motivation through autonomy and flexibility.  Give a clear picture of what success looks like. Set-out a framework to provide context, content and parameters. Find specific resources as reference to read and prepare your own online training and coaching. Establish pre-agreed time-frame to complete each task. Measure progress and reset timeframe if unrealistic. Schedule check-in time to clear a path and measure progress. You don't need to know the details. Guide not take-over. It doesn't have to be done your way. 04
  • 7. Refine and simplify repeatable business process. Break task into smaller tasks that can be assigned to a role, each with clear outcome. Use process mapping tools and process workflow applications. 05 Check out:
  • 8. Stock up on online learning and training. Don't pause on capability building. Explore online learning with learning management system (LMS) that is easy to use and gives you value for money. 06 Check out:
  • 9. Encourage your team to practise mindfulness with breathing exercise or using meditation apps such as Reminder set-up on computer to take regular 'brain breaks' - go for a walk, get some exercise, stretch. Then get back to work. Celebrate wins! Reward and compliment good behaviour using apps such as HeyTaco! Keep fit and start fitness competition using health apps such as Stridekick. Create new team traditions like virtual pizza, potluck or birthday party. Maintain healthy mental hygiene. Continue to be mentally connected to strengthen team bonding. Get creative! 07
  • 10. Don't forget to measure productivity. If you can't measure it, you can't manage it. Trust your team and use tool necessary to enable them to be successful. Keep adapting and changing to what work best for your team. 08 Check out: