Guide to Working from Home

The current weak economy has forced many individuals to look for alternative methods of income. Whether it is due to lay-off of one or both spouses, the need for extra money, or whatever reason, many people are looking at the possibility of working from home.

Many people have the wrong concept in relation to working from home. Erroneously they believe that a person who works from home has less stress or challenges during the day, more free time, a short workday, and a peaceful day. This is far from the truth. Many times, people who work from home are self employed and working twelve or more hours daily, sometimes for less income. Other times, there are unwanted interruptions such as unexpected visitors, calls, and the "so called emergencies," which can affect a work day and productivity, and extend the work hours to very late at night. On other occasions, people may work for a company and telecommute. This has its advantages, but people may have pressure on higher performance standards or expectations, checking in at certain times, and if a person has small children, interruptions while on the phone with clients. Working from home is far from the paradise that people believe it is. It has its pros but also its challenges. One of these challenges is organization.

Being organized is most important to be able to perform at best capacity and be more productive. Organization goes beyond having a work area and a clean desk. These two are important and we will look at them first, but there are other important issues to be considered as well.

Delineating a workspace - A working space is necessary to separate the personal and family areas from your professional area. It does not matter how big or fancy it is; what is important is that it exists separate from other areas of the home. This creates the right mental attitude when you approach the area to work - it is work and not play. A workspace can be as large as your own home office or a desk in a quiet corner of a room. Letting other family members know that the area is off-limits is important. They will learn to respect this area as your work area and this will contribute to your organization and productivity. You do not want to spend half hour in the mornings cleaning up kids and husband paraphernalia from your workspace.

Keeping your desk and work area organized will improve your productivity. Having less of a mess to navigate thru your day will create an environment conducive to better focus, as well as finding things fast. You do not want to be looking desperately for a client's information when he/she is waiting patiently (or not) over the phone. Stock your desk with the necessary items so you are not running through your home looking for those. It wastes precious time.

Client areas - If the nature of your work requires you to receive clients in your home, a special area should be set up for the client's comfort. It should look neat, clean, organized, comfortable, and professional. It should also look different from other areas in your home - you do not want your kid's toys spread around while a customer is pondering about them and waiting for you. A well-designed area speaks tons about your work habits, and clients make a mental note of that. Such an area does not have to be large; as long as it meets a few requirements, it could be as large as a separate room or as small as a conference table. Important requirements for this space are cleanliness, a comfortable chair or more, a table, a trash can, tissue box, good lighting, paper and pen available, a coffee and tea area (a small coffee pot propped on a small table or small portable refrigerator will suffice), and a few publications related to your line of work. This gives an air of professionalism.

Explaining boundaries to family members - This is necessary, as people will tend to think that just because you work from home you are not as busy. The neighbor will drop to chat, your aunt will call you on the phone, kids at home will distract you any minute they can, pets will prop comfortably on top of your papers looking for attention, and many other interruptions. One way to deal with this situations is to let people know from the beginning your working hours and the seriousness of your business. Have caller ID and do not answer the phone, let the answering machine pick up. You will be able to listen to the message in case it is a real emergency. When you fail to answer the phone people will get the second message - "I was serious about my working schedule." Same goes with the door, do not answer or put a sign outside with your working hours. Small children at home will be harder to deal with, as they do not understand much that Mom (or Dad) is working even if they are home. However, if you can, hire a sitter for a few hours, or maintain a safe play area where you can monitor your kids as you work. With pets, if you spend time with them in the morning and give them love, as well as in the evenings, and have their food schedule in shape they will require less attention during the daytime. They will visit you briefly to say "hello master" and go happily on their way. Meeting pet's needs timely is important.

Ideally, you should have a home phone and a work line, however these days, many people are using their cell phones for everything. However, business cards are a must.

Keeping one calendar for work and home - Some people keep separate calendars to track home and work schedules. However, that could result in conflicting schedules at times. If you use the computer to keep your calendar up to date that will be all you need to schedule in work and home activities and events. If you like to write things down, then a large calendar with daily/weekly/monthly views is best to keep track of all your commitments.

Keeping files - Files are your best friend when you work from home. Files help you find information easy, save you time, and keep you organize. Invest in a small file cabinet and folders to create files according to your needs; this way you know where everything is. Get in the habit of spending 15 minutes to half hour at the end of your workday to file items; in the morning, you will have a clean and cleared desk to start your day. Spend a few minutes to tidy up before you retire from your workday. Have a small rolodex in either your computer or a written one, to find important numbers fast.

Keeping business records - Use a separate file to keep detailed business records for tax purposes. It will be easier to provide your accountant with the information for your taxes. We are assuming that your business is registered with your state and that you have a separate bank account for your business.

Have a board where you can post important reminders, names, and things you do not want to forget. It could be a simple corkboard on the wall, a stand up presentation board, or a black board - whatever works for you best.

Library - Set up a small area where you will keep publications, books, and information related to your line of work for future reference. Set it up close to your work area for easy retrieval.

Attire - Most people see an advantage of not having to get dressed when you work from home. Having the option of working in your pajamas is fine, but it also may affect your state of mind when it comes to productivity. If you can be productive while in your pajamas, then you do not have a problem. However, for many of us, getting dress like you are going to the office works better and helps focus our attention throughout the day. It is a requirement if you receive clients during the day.

Breaks - Taking breaks in the morning, mid-day and afternoon are important to help relax and clear your mind, so is eating. Eat foods that are light, nutritious, and will give you energy. Choose healthy foods; the result will be better focus, and you will be more energized to continue working.

Music - Some people work better with music, others with silence; it is up to you. However, music should not be playing loud in the background when talking to clients. If clients are waiting, music should be appropriate, depending on your line of work.

Home chores - Having the flexibility of throwing a load of laundry while you are working is great; however, you will be tempted to start other due chores, which will take you away from your work. Separate the two.

These are just a few important areas to address when you make the commitment to work from home. When you are organized the workflow is better as well as your attitude throughout the day. Organization increases your productivity and helps your focus. You will also be more receptive to client's needs. Organization reflects in the bottom line.