Remote work from the office, how to handle it?

Merging the new routines created

Working remotely has been part of our cultural DNA as a Nearshore IT company, but entirely replacing our traditional work structure in such a short period will inevitably bring feelings of uncertainty and anxiety which could prove detrimental to our workplace productivity.

Through breaking the routine structure incrementally and merging these steps with a return plan, we will better understand how to support our greatest company asset: our amazing staff.

It's essential to take the right precautions in our return to the office so that exposure to the virus is limited. We have provided the necessary safety equipment to support our staff and provide free parking to any employee that wishes to commute by car, as to avoid the risks of public transportation.

An immediate return to normalcy is impossible. We would have too many workers present in too small of an office space to meet our safety standards. This is why we are blending “remote work from home” with “remote work from the office”. To do this, we are implementing a policy in which employees are to alternate which days they will work at the office. Using this strategy will allow us to create a clean, spacious, and safe environment. Additionally, we are implementing new hygiene routines to ensure our office’s health.

Another change that “remote work from the office" brings is the change in physical proximity of coworkers. Indeed, all of us have suffered from social distancing, temporarily unable to be physically close to our colleagues, partaking in discussions that bring value to our work outcome. In response though, we have become more efficient in the way we communicate albeit in our physically distant state. Physical distancing has certainly imposed the challenge of isolation, and individuals are challenged in bridging this social gap. We at Hexis have leveraged our workplace technology, using video conference calls with the entire staff for “fun periods” which encourage creativity and comradery. Back in the office, we all need to be conscious of the use of masks and closed spaces as social etiquette, staying respectful of each other. We undergo daily meetings in designated open areas, where our employees collaborate effectively yet safely with each other.

The safety of our employees is our top priority. To ensure safe commutes and office spaces for our employees, we are also implementing internal safety processes in addition to the Portuguese general health department guidelines. Our new safety measures not only show our commitment to our staff’s safety but also serve as a model on how to bring new hygienic routines which are key to a safe return to the office.

How to ensure productivity is maintained

It would be reasonable to think that before COVID-19, remote work could hurt productivity. In the IT sector and more specifically software development, however, remote work has been an often-used practice that has more benefits than just helping retention rates. At Hexis, we have previously used this policy to great effect, as workers face fewer distractions while working from home.

When we transitioned from our usual 20 percent remote work to 100 percent, we found the change to be seamless. Our staff was already familiar with remote work, our workspace infrastructure was already set in place, and all of the tools needed to support our team were available to us.

With reduced office distractions, optimized allocation of our employees’ time balanced with video call engagement, productivity has increased dramatically. Our team is accomplishing timeline objectives before deadlines, much to the appreciation of our clients. But how can we maintain such productivity levels as we transition back into the office? Using our new communication strategies, we are confident we will maintain this standard. We are transitioning meetings that were previously in person into emails when appropriate. Additionally, when meetings are necessary, discussions will be more efficient and concise, and office disruptions that previously interrupted the workday will be mitigated.

In this transition, we have been able to keep teams focused and engaged with a light environment where productivity is maintained as in a traditional remote setting.