Working from home: What employees and bosses should be aware of

Not everyone - both bosses and employees - is used to working from home. But after a few initial difficulties, you're sure to get along soon and working from home becomes a pleasant routine.

Point 1: Pay attention to good ergonomics during setup

• If possible, set up your home office in a separate room so that you can work undisturbed. If you don't have a room of your own, you can also set up an alcove in your home for the office. Shelves or partitions can help to separate the work area from the living area. It is important to arrange the room so that you can feel comfortable while working.
• The work table: This should be sufficiently large and offer enough space for your documents. According to Suva recommendations, the length should be at least 120 centimeters. Ideally, the table should be height-adjustable so that you can alternate between standing and sitting (rule of thumb: 60 percent sitting, 30 percent standing, 10 percent active movement; standing usually does not last longer than 20 minutes at a time). Whenever possible, the table should be placed at a 90-degree angle to the window.
• The office chair: A good office chair (doesn't have to be expensive) has a 5-star base with casters and is height adjustable. Adjust the height like this: Feet flat on the floor, upper and lower legs at about a 90-degree angle, torso at a 90-degree angle to the thighs, buttocks slightly higher than the knee, i.e., an inclined seat is advantageous. The backrest or lumbar pad should come to rest in the hollow of the back to provide optimal support for your back. Avoid cushions, footrests and the like whenever possible; they can lead to an unstable posture and consequently to physical complaints.
• Lighting: Make sure you get as much natural light as possible. Do not work facing or with your back to the window. If this is not possible: darken the window (curtains, blinds) so that it does not dazzle and make do with artificial light (ceiling or desk lamp that provides uniform illumination). The guideline values for lighting are at least 500 to 600 lux (this can be measured with a smartphone, for example; an app for this is available here): https://phyphox.org/de/home-de/)
• Placement of work equipment: Place the screen straight in front of you, the height should be adjusted so that the upper edge of the screen is one hand's width below eye level. The distance between your eyes and the screen should be one arm's length. Even with a laptop, work with a computer mouse if possible - trackpads are uncomfortable in the long run. The mouse should be held as close as possible to the keyboard. If you often work with documents, a document holder is recommended (place it between the keyboard and the screen).
• Climate: Ventilate regularly. Houseplants can also improve the indoor climate by ensuring sufficient humidity. They also bring a friendly atmosphere to the workplace.

Point 2: The organization of work

• Maintain the same rhythm as when you work in a normal office. Get up at the usual time, take your breaks at the usual times.
• "Celebrate" going to work, even if you don't have to leave the house to do it. That means, for example: Have breakfast in the dining room and only then go to your home office - maybe even after a short walk or a "trip" to the balcony.
• Don't eat at your desk at home either.
• Dress as you would if you had to go out to work. If you work in pajamas or a sports outfit, you do yourself and the quality of your work little favors.
• Plan your work in coherent blocks: Tasks that require a lot of concentration are best done in the morning. Routine work, such as answering e-mails, can then be done after lunch, for example.
• Inform your team colleagues when and how you can be reached. Arrange fixed appointments, for example, for consultation reports. Use tools such as Microsoft Teams, Outlook and the Unified Communication & Collaboration (UCC) tools provided by your employer.
• Cultivate a work culture: There are studies that show that employees tend to work too much at home. So even working from home is not immune to burnout. So record your working hours, call it a day as usual - and if necessary arrange to have a "virtual after-work beer" with colleagues via Skype or similar.

Point 3: Working in a home office - also a question of leadership

• Working in a home office requires trust on the part of managers. As a boss, you should therefore avoid regular "control calls". Therefore, manage your employees in the home office more results-oriented. Clarify the goals that need to be met and describe as precisely as possible what the desired result should be.
• Transparency: Keep teams informed about which jobs are being worked on and by whom. Provide e-collaboration tools and arrange virtual team meetings when necessary. Prepare these just as meticulously as "normal" meetings.
• Request status reports from your teams or employees on a regular basis (e.g. weekly).
• Set binding times for availability. But also cultivate rituals for non-binding and informal exchanges, e.g. in the form of a chat over lunch.
• Be patient and understanding: Not everything will work right away. If you are not used to communicating digitally on a regular basis, it will take a few tries before you get to grips with the technology. If necessary, train your employees in the use of digital communication tools (for example, by providing point-by-point instructions via the intranet) - this also includes maintaining rules of etiquette on the phone.
• Let your employees feel your appreciation. Give them more feedback than usual, praise them, give constructive tips where improvements should be made. Let your employees who are sitting alone in their home offices know that they are needed.

With this in mind, happy working. And also when working in your home office, forget the Cybersecurity not.