Time Management -
What Mix of WFH and Office Time Is Right for You? - Sun and Planets Spirituality AYINRIN
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Summary.
Many professionals will choose a hybrid approach to work after the pandemic, sometimes working from home, sometimes from the office. But how to decide where to spend each day isn’t always as obvious as it seems. The authors describe a data-driven process for understanding where you’re most productive on which kinds of tasks — and how to convince your boss that your resulting plan is best for their interests as well.
Over the past year, many of us have found things to love about working from home like flexibility, the ability to focus, and no commute. Now that offices are starting re-open, you might start to remember that there is a lot to love about the office, too: social interaction, the joys of collaboration, and of course, that endless pot of coffee.
Many
companies intend to give us the best of both worlds by allowing
employees to split their time between home and the workplace. But it
will only give you
the best of both worlds if you figure out how to combine home and
office time in a way that maximizes your productivity and personal
wellbeing. That means figuring out which days to spend at home, which
days to spend at the office, and just as crucial, how to sell your boss
on that plan. The
key is identifying which parts of your job are best accomplished where.
This seems simple enough: for tasks that require collaboration, go into
work; for tasks that require extended concentration, stay home. And,
true enough, a review
of research on virtual teams reported multiple studies showing that
highly interdependent work can be difficult to tackle when you’re
separated from your colleagues. But one of the studies also found that
close collaboration across distance actually strengthened relationships
and engagement among colleagues because it required them to improve
their communication and mutual support. And
there are other factors at play, too. For example, maybe you do your
best drafting work at home — but you need the collaboration of your
colleagues to develop an initial outline. Or maybe you actually find it
easier to brainstorm over a phone call, since you’re most creative while
pacing the room. (You may also find remote collaboration more effective
once you adopt some of the remote-friendly approaches we describe in
our new book Remote, Inc.: How to Thrive at Work…Wherever You Are.) No
matter which factors most affect you, you’ll want to avoid wasting
critical time by coming into the office on a day it would have been
better to stay at home, or vice versa. To create a hybrid work plan that
allows you to get the most out of each day, first track and analyze
your work to figure out which factors affect your productivity. Then
match your findings up with your upcoming tasks and responsibilities.
Finally, summarize your plan for your boss to get their buy-in.
Track Metrics That Matter
To
track your productivity in each location, you first need to determine
what to measure. We tend to think of productivity in terms of hours
worked, but a more effective measure is the actual results of your
labors. For hard metrics, look for some output measurements (words
typed, emails answered, tasks checked off) as well as data on how your
time gets used (we like automatic time trackers like Timing.app or
ManicTime). For soft metrics, consider logging both your mood and your
sense of accomplishment at the end of each day (use a 1 to 5 scale); you
can also use things like email or group messaging to track feedback
from others. None of these indicators is perfect, but together they
present a useful picture.
Set
up a spreadsheet where you can consolidate all your metrics into a
single view. The simplest approach is to list the dates down the first
column on the left and then assign a column to each key metric, like
words typed, mood, accomplishments, and tasks completed. (You can use our Coda template
as a starting point.) You might also want to track how much time you’re
wasting on distractions (online shopping, meme browsing, gaming), how
much time you’re spending on meetings, and how much time you are
spending in apps that indicate you’re working diligently (like your word
processor or spreadsheet app). Then,
for a limited period — roughly a month or two — track your daily
productivity along each of the metrics you’ve defined. You can start
this process even before you return to the office: Track your
productivity metrics while working remotely, and when you get back to
your office you’ll have a baseline that will make it easy to quickly
compare your productivity in each space. During your tracking period,
also mark the spreadsheet every single day to note whether you’re
working remotely or in the office (or commit to a specific schedule);
otherwise you’ll have no way of spotting the patterns that separate
office days from home days.
Look for Patterns
Once
it’s time to crunch the numbers, just eyeballing the columns of your
spreadsheet will give you a sense of where you need to dig into the
numbers more deeply. If your productive time or mood vary wildly from
day to day, for example, you might scan for something that seems to
correlate with those variations — perhaps the amount of time you spend
in meetings, or your sleep hours.
To
perform a deeper analysis, create a table or chart that zooms in on the
relationship between the variations in your mood or output, and the
factor(s) you think may explain those variations. Maybe you get more
tasks completed on days with fewer meetings…unless the meetings take
place in the two hours after lunch, when you struggle to get focused
work done, anyhow. Maybe the days with the most “wasted” time are also
the days when you generate the most written work because all those
little distractions are the way you reboot in between pages, documents,
or paragraphs.
Look
especially for any divergences between your home days and your office
days. Are there certain kinds of tasks that you complete more quickly at
home, or at the office? Do meetings have the same impact on your mood
or productivity when they’re face-to-face, rather than held via video?
Do your most productive work times differ depending on when you’re
working?
The answer may depend on the flow of life at home just as much as on the distractions of the office.
Once
you know which kinds of tasks you do best at home and at the office,
you’ll be in a better position to judge how to spend each day. And you
can get a sense of the big picture too: Review your current
responsibilities and determine how much of your workload is best handled
in each location to get a sense of how much time you’ll want to spend
at home versus in the office. This is a process you may need to revisit
periodically: Perhaps this quarter’s big project involves planning a
conference, which is a very collaborative process that will benefit from
more time in the office. But next quarter you are producing the
company’s annual report, which will require more time at home so that
you can do focused writing and revising.
Making the Case for Your Hybrid Plan
Knowing
where you want to spend your time is all well and good, but it won’t
help if your boss isn’t supportive of your hybrid work plan. Luckily,
all the data you’ve crunched about your productivity gives you a great
place to start making the case. Summarize your findings in a concise
note that shows the major responsibilities on your plate broken out into
the parts that are best handled at the office, and the parts that are
best handled at home. Support your conclusions with data that shows you
write more words, reply to more emails, or create presentations more
efficiently on the days that you are at home.
Depending
on your manager, you may also find it helpful to estimate the specific
amount of time each part of your work is likely to require.
For
example, if your upcoming responsibilities include leading the work on
that annual report, your hybrid plan might include the following:
Annual report (68 hrs)
Office tasks (24 hrs)
- Interview stakeholders (12 hrs)
- Brainstorm report messages (1 hr)
- Outline report (2 hrs)
- Review/troubleshoot report drafts (6 hrs)
- Brief and update designer (3 hrs)
Remote tasks (44 hrs)
- Background research for content (14 hrs)
- Draft report content (16 hrs)
- Image research for report design (4 hrs)
- Review/edit final report (10 hrs)
Based
on this breakdown, about one third of your time on this project should
be spent in the office, and two thirds can be better accomplished at
home. If your other responsibilities have a similar breakdown, you might
propose spending three days a week working remotely, and two days a
week at the office — with those days scheduled to facilitate your
stakeholder interviews and project meetings.
If your boss is still skeptical about the value of remote work, suggest a trial period
for a month or so when you will follow your proposed combination of
days at home and days at the office. By the end of the month, your
excellent results should win over your boss. That’s what happened to
Maggie Crowley Sheehan, who was the first employee at software company
Unbounce to go remote, long before the pandemic. When her husband got a
job in the Bahamas, Sheehan’s supervisor agreed to make her a test case
for remote work. Her results were so strong that when the rest of the
company went remote during Covid, one of Sheehan’s colleagues said,
“We’re all going to become 80% more productive now — just look at what
happened with Maggie!”
By
thinking through the mix of home and office work that will allow you to
be the most productive, you’ll avoid frustration in both locations —
and demonstrate to your boss your ability to take ownership of your own
working conditions and productivity in the new hybrid workplace.
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