Hi friends! How is everyone doing on Day 8 of this Quarantine life? What does navigating the “new normal” look like for you? Are you knee-deep in classroom lesson plans? Beginning to feel isolated because of the lack of water cooler gossip? Or maybe you are reevaluating your relationship and your decision to have kids because now you, hubby and your kids are all at home and you are going out of your mind! Wherever you are, hang in there!
Today in my new blog series entitled “Decoding the Details”, I am sharing all the deets to help you navigate the #WFH (Work from home) life during the COVID-19 Quarantine of 2020.
Day one -Quarantine Life:
Full disclosure: The first two days of last week were a wreck! If you were like me, you dedicated the first part of your Monday morning to your “To Do” list as well as gathered everything you needed in order to have a productive office day. You may have worked with your IT department to have your phone forwarded to your cell, downloaded the proper software to your laptop and made sure you were fully stocked to enjoy your morning drink while sitting up in bed. Take it a step further, I even read through the email from my son’s principal with information on tapping into resources for our kids while they are at home. So I was thinking, “I got this” this “new normal” isn’t going to be any different from getting some work done on the weekend with the kids around. Then reality sunk in and after 15 minutes I heard “MOM what do I do now?” My stress level immediately went up because while he had quickly finished 2 lessons on the computer, I only finished one email and I had a work conference call in 10 minutes! That’s when I suddenly realized, if we were all going to remain sane under one roof for the next couple of weeks, I needed to intentionally plan his day out and our day as well. After much trial and error, by Wednesday, I had come up with a new system to set us all up for success:
1) Structure Your Day
Create a daily schedule. Starting with my 3rd grader, I created a daily schedule for my son that my husband and I could follow to keep his day organized. There were a few times where I had to run a work errand and we got off schedule, but instead of starting over each time we got off schedule, we found that just skipping that subject or activity and jumping back on the schedule worked better. We used Canva to create our schedule but, you could also use a pre-made chart like this one from Cloth + Paper for your Home-school schedule. Once my sons schedule was set, I was then able to create a daily schedule based on his schedule.
School closings aren’t just a disruption to your life. They are also disruptive to your child’s life as well. Dedicate the first part of your day to check-in with your child, asking them about their feelings and concerns related to all the recent changes. Even if we are intentional about keeping the news out of their sight, we don’t know what their classmates may have told them about COVID-19 before schools closed.
2. Create a plan to organize your work. To help organize my work, I started by using my calendar to think about the projects I needed to complete over the next month. Working backward, starting with my deadlines from April 13th to March 13th, I was able to write out each task/goal. This step helped me to then:
3. Prioritize each task/goal to help draft my To-Do list for the week. I live by my “To Do” list so this step was not new to me. What was new was prioritizing my regular work tasks within this “new normal”. Working from home for example requires a “new world” of thinking when it comes to communicating with your team. I will go into overcoming this new challenge a little later.
Struggling to prioritize your tasks?
Ask yourself these questions to help you get started:
Which tasks have to be done? (Conference calls, team meeting calls etc.)
What if anything is behind in schedule?
What’s the most important work in front of me?
Where do I expect the most challenges? (Technological delays )
Structuring your day thoughtfully will help you to stay focused and prioritize while you are working from home.
2) establish work zones
To prevent everyone from loosing their mind, let’s first establish different work zones for each family member. For starters, we can assume that everyone will need these four key things in order to be productive:
Quality access to the internet
Quality Wifi
Computer backup for files
Secure connection on a laptop
The second thing you want to consider when creating a dedicated organized space is to access everyone’s needs.
Home-School Zone: (Location: Living Room Nook)
Our son has a desk in his room upstairs but, we decided he needed a work-space near ours on the first floor. This allows us to easily assist him when he has questions about his classwork. I can also tell that the abrupt changes with the school closings have made him a little uneasy, so I wanted to create a dedicated work-space for him in a common area like the nook in our living room.
Needs
Laptop and mouse
School computer passwords
School lesson plans
Home-School Schedule
Small table
Comfortable chair
Pencil and race-car pen erasers
Loose paper
Sketch pad
Colored pencils and markers
Decorative wall inspiration
Headphones (for computer learning activities)
Books on hand
Small Toys (for free play)
Storage crate for all his needs
Here’s the BEFORE:
And here’s the AFTER:
The Decor:
It’s only temporary - Did she just hang posters on a wall with some clear Scotch tape?!!! Yes, Houston I did and no worries, we do NOT have a problem. At first I was hesitant about taping posters up but then it occurred to me, this set-up is only temporary so there’s no need to take the time to properly hang anything up in a frame or put holes in my walls. And while the wall “decor” in the AFTER picture is not as “magazine worthy” as the BEFORE shot, I am happy that I was able to create a look that was similar to a traditional classroom that typically has bright and colorful posters that are both educational and inspiring.
the school supplies: '
Keep it fun and functional - Gather all the standard school supplies your child will need just as if they were in school. Also let your child pick out the toys he or she wants to play with during their “Free time”.
the time commitment to set up the space:
10-15 minutes
the investment:
Free! The posters were already in my son’s room and I cut out pictures from a calendar from last year and hung them on the wall for inspiration. All of the toys, art supplies and school supplies were also from my sons room.
design skill level:
Beginner. Anyone can achieve this simple look. The only tools/supplies needed to achieve this look were tape and scissors.
4 tips to support your child at home during the pandemic:
Dedicate the first part of your day to check-in with your child, asking them about any concerns about the changes.
Create a daily schedule for you and your spouse to follow and post the schedule in a visible place.
Take out all books, supplies and online classroom resources ahead of time and store them nearby all in a storage crate.
Keep them connected. Check with your child’s school to see if their teacher created a Flip-grid or Facebook page that allows students to stay connected online.
Moms Work-space: (Location/Zone: Front Porch)
Pre-quarantine life, my dedicated work-space was upstairs in my bedroom at a desk right at the end of our bed. This was my go-to Saturday morning spot that I would retreat to be away from the rest of the house. Juggling this new home-school life plus my work requires me to be in a dedicated space that is in close proximity to my son but also provides immediate inspiration. I tried working in the living room and then on kitchen table, however, I found myself being easily distracted by piles of toys or dishes that I wanted to straighten up or clean. The location that worked out best for me, was actually our front porch.
Needs
Lots of natural light (Off to the front porch we go!)
Laptop
Mouse and mouse pad
Small fold up table
Faux Flowers (Because this girl has allergies 365/24/7)
Notepad and pen
Highlighters
Extension cord for both cell phone and laptop
2-3 Small decorative items
12-Hour Allegra Allergy medicine (Because this RVA Pollen is no joke!)
Design related books and inspirational books to read during a break
Minimal Noise (We live in a quiet neighborhood tucked away from the main road, so the noise level is relatively low. If I hit a slump and I need to get my creative juices flowing, I will turn on some good vibes of Snoh Aalegra on Tidal.)
The Decor:
Keep it simple and inspiring - Flowers real or faux can boost your mood in any space. I styled the table with a few small accessories that would achieve my goal of creating a relaxed mood for me during this ever changing pandemic.
the furniture: '
It’s only temporary - (Please don’t judge me! I promise you this designer has not lost it!) I opted to use a TV tray table because I needed a table that was mobile and allowed me to frequently fold it up once I was done working each day. If you are wondering about the size of the table, I like to place my laptop on my lap while using it so I don’t need a lot of surface space. One of our outdoor chairs is comfortable enough for me to sit in during the day.
the time commitment to set up the space:
10 minutes
the investment:
Free! I “shopped” my house to style my “work station” so I didn’t have to leave the house to purchase anything.
design skill level:
Beginner. Anyone can achieve this styled look! Just shop your house! Think about a few small items (no more than 2 to 3 decorative items) that you have around the house that might bring you joy or instant inspiration. You may find decor on a bookcase or in a closet that would bring life to your new space.
My husband’s Work-space: (Location/Zone : Playroom Corner. Not pictured, but important to briefly mention.)
My husband worked from home pre-COVID-19 and so his dedicated work-space/zone is in a permanent location in the corner of the kids playroom. His desk is also located in closer proximity to my son’s work-space, than my work-space, which is the other reason why I was OK with setting up my temporary work-space on the front porch.
Needs
Desk
Computer monitor and laptop
Headphones for taking work calls and listening to podcasts
Cellphone and charger
Pictures of the kids
Desk chair
In the end, whether your office is in a nook at a desk or outside, your space should always meet your specific needs. If you take the time out to be intentional about what’s important to you while you work, and then implement that, you will set yourself up for a productive work day!
Save time by keeping all necessary essentials on hand in a nearby storage bin or crate. The first couple of days we lost more time trying to find books that my son hadn’t read during the “Reading time” or coloring pencils for sketching because we had not pulled these items out ahead of time. It’s one thing to set a goal to do something, it’s another thing to be prepare as well.
Phone*
Office supplies
Quality Chair
Good lighting
Good temperature
Desk
Storage
Computer
Connection to a printer
Need help beating the
3 pm energy dip?
Mix it up! Take a break and go for a quick walk. If the weather stops you from being outside, opt to burn calories by standing up while you answer emails on your laptop.
3) Establish Work Boundaries
Now that you’ve set up your designated work-space and organized your day, it’s time to establish some work boundaries. The first thing you want to do is:
Set your work hours and commit to them. When you are working from home, I want you to be intentional about protecting your work time. It’s good self-care and it will help you stay productive. You might think that you can sleep in, catch your favorite show and still get your work done, but that’s just not gonna happen. Don’t allow non-work activities to invade your workday.
Put all electronics off to the side. Yes! Put your phone out of sight. When you are working from home, it is helpful to take breaks and get social but you don’t want to allow social media, text messages, personal calls, the TV etc. to distract you all day long. Commit to checking messages at the beginning of the day and the end of the day.
Manage your distractions. Start your day with a fuel-packed breakfast. Nothing will distract you more, than your stomach when you’re trying to work. Keep healthy snacks nearby and follow it up with a hardy lunch.
Communicate your daily schedule for that day with your partner and your kids before your day gets started. For example, if I have a call with my team each morning at 10 am, I let my husband know ahead of time, so he can take that “shift” for me and vice versa. My son then knows that if he has a question about schoolwork, that Daddy is available during that time and I don’t have to worry about any interruptions.
4) Overcoming Challenges While Working from Home
1. Communication challenges: Earlier I mentioned tips about keeping communication open with your spouse. Now, what about communication with your boss or team? Here are 3 quick tips to ensure that you stay connected with your team while working from home.
Stay connected to your team with technology.
Use a video conferencing platform like Zoom for face-to-face meetings.
Take advantage of cloud-based file storage system like Google drive to easily share documents
Use text and instant messages for simple quick work messages. (Hi Kim, I am running behind schedule, can we move our call back 30 minutes?)
Use a group collaboration platform like Asana or Slack to work together and manage projects.
Participate and engage in virtual meetings and calls. Remember those class participation points you needed to get in back in college, let’s exercise that same effort and energy during your virtual team meetings.
Share useful feedback with your team to prompt an open and productive dialogue. Depending on the subject matter, determine if a phone call or email is best when responding. Always start out on a positive note, mention how you will use the feedback and then proceed to ask your questions and provide constructive feedback.
2. The feeling of isolation:
To all my independent women out there doing their thing in the professional world. I see you and I hear you! Going into the office provided you an environment where you could have face to face interactions with your co-workers. Now during the pandemic, you are wondering how you can prevent the feeling of isolation.
Take time to be social; just a little bit. COVID-19 has literally taken us away from water cooler chats where we would learn about what’s going on with our co-workers personal lives. It has also taken us away from seeing full sidewalks and a bustling coffee shop. Make time to connect again with your co-workers and who knows, sharing your #WFH challenges may help you solve an issue they are dealing with? Try to allot at least 5% of your workday to being social with your co-workers, family, and friends.
Remember the purpose and role that you serve at your company. As cheesy as it sounds, you are a valuable employee, so while you are working at home by yourself, think about the value and skill set you bring to the rest of your team if you don’t complete your work. The work you complete matters and definitely impacts your team. Let’s choose to be intentional and make it a positive impact!
Take breaks. Disconnecting is helpful with being productive because sometimes you need to step away from something if you’re stuck. Coming back from a walk where you may see a neighbor outside or a car driving by, mentally reminds you that you aren’t completely alone while we are all practicing social distancing.
3. Managing young children and work:
Fortunately our in-home daycare was still open last week. Realistically I would imagine that this luxury will be short-lived, so to come up with these next 5 tips, I think about those Saturdays that I’ve had to finish a tight deadline pre-pandemic with my youngest kids around.
Schedule important projects during their screen time. Screen time goes beyond YouTube. Put their favorite movie on or have them play a computer game on a tablet. If your child is old enough to read, turn the volume off to their favorite movie and have them read the subtitles.
Take breaks together. Since kids under the age of six have not reached the “I’m too cool to play with Mom and Dad stage” they most likely will want you to play with them when they have free time. Use this mental downtime to connect with your kids and step away from your work.
Have play meetings with your kids while you are checking emails. Anytime I have to work from home, my two-year old is bound to make her way in my lap while I am working. I’ve learned to embrace this moment, take a pause and find an alternative activity to include her in what I’m doing. This could be a “play meeting” or project so that she still gets attention and then give her 5-10 minutes of playtime.
Be kind to yourself. There is no one answer or perfect routine to get the #WFH life just right with kids, so be kind to yourself as you go into week two. I think if we recognize ahead of time that there will be interruptions and long or sleepless nights, this will help to alleviate some of the mental pressures we put on ourselves.
Take advantage of nap-time. Schedule your important calls and projects during your kids nap-time.
Keep your kids full and fed while you work! All three of my kiddos get hangry, just like this Mama, so keeping them full, keeps them happy. Before I get started on any projects or emails, I make their meals ahead of time and keep healthy snacks nearby.
Be honest with your team and your manager about managing your work around your kids. Employers that are mandating work from home schedules for the safety of the company are also very flexible to those folks that have kids. Keep an open dialogue with your team, letting them know the best blocks of times when you won’t be interrupted. This may be during their nap-time or their screen time.
Be flexible. Break up your work schedule. You may have to work in blocks of 2 or 4 hours. Save the tasks that require you to interact with your team for the daytime and then block your evening for independent projects and reports to tackle during the off hours. If you opt to break up your work schedule, make sure to flex your hours.
A few last thoughts…….
I believe the Universe is giving us an opportunity to PAUSE and a reset. If you are a believer like me, you understand that you don’t have to have all the answers because we serve a God that is always in control. I encourage you to use this time to rest and connect to whatever your beliefs are and to reconnect with your family. This uncertain season we are all facing WILL pass and we will get through this! I also encourage you to reconnect to your passion or start the one “thing” you’ve been putting off for a rainy day; because today is that day! We all have a little extra time in our schedules, let’s make the most of it!
I hope that some of these tips will help you have a productive week. Leave a comment and let me know what things you’ve tried that other things have helped you be more productive ? Curious to learn more about a tip that I’ve mentioned? Leave a note and I’ll update this post.
Praying that your loved ones, friends and family members all remain safe and healthy during the pandemic. Thanks for reading! Now go wash your hands!
