Remote Work Playbook

Made just for you!

 TABLE OF CONTENT

1. ABOUT REMOTE WORKING

2. WORKSPACE AND EQUIPMENT
3. VIRTUAL COMMUNICATION
4. HOW TO LEAD REMOTE MEETNGS WELL
5. TIME MANAGEMENT
6. COMMUNICATE YOUR WORK
7. TIPS AND TRICKS FOR WORKING REMOTELY

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 Here, we are... Working remotely!

We all miss our office

Well, all of all will agree that we have a nice office and we are very proud of it. We enjoy our time spent together
Here, we are... Working remotely!
during working hours while we have built great things, solved complicated problems and created tons of ideas.

We all miss our office

Well, all of all will agree that we have a nice office and we are very proud of it. We enjoy our time spent together during
working hours while we have built great things, solved complicated problems and created tons of ideas.

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Although remote working is not something new for us, nor in our industry where teams from different
continents cooperate, but situation where the whole company is working remotely for a long period of time is
definitely something new! It is hard for all of us.

The only way to handle and win this situation is to be proactive! That why we created this guide!

We want to help you to adopt fast.

We want you to get the maximum from working remotly.

We want you to enjoy working remotely!

So here is the Remote Work Playbook made remotely just for you!

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 REMOTE WORKING IS A PROCESS!

It’s a process from getting connected to feeling

conected and it takes time!

We want to get you from position of GETTING

CONNECTED to FEELING CONNECTED.

So, let’s get started.

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 WORKSPACE AND EQUIPMENT
Workspace
It’s tempting to hop on the sofa or work from bed. Step one for optimizing remote work is finding a
good chair and lifting your screen to eye level (you can use a set of books or boxes to do the lifting).
Not only will the right setup be easier on your body - it will also help you get things done more
efficiently. Adjust your body and mind will follow!

‘Designate’ the workspace – When working from home, it’s easy to merge the feeling of home and
work life. The challenge is that we are context-based creatures, so working on your couch means that
your couch stays cognitively associated with work (and all the associated emotions). You've
conditioned yourself to make this neural link, and there is no mental 'stop button.' On the other
hand, the lure of the TV works in the same way. Having a ‘designated’ space changes this. Even if you
are working in a very small apartment, having one seat at your table or one corner of the room be
designated as the workspace allows the brain to create separation.

Equipment
You’ll need your equipment, environment and workspace settled down. If there are any technical
issues regarding your equipment, please reach our DevOps team and get all the equipment
necessary. Also, ask them for help if there are any security concerns.
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ITEM DESCRIPTION, TOOLS
Hardware Everything that you need physically to do your best job like laptop,
monitors, webcam, mic & speaker setup that works well enough for team
collaboration.
Internet access This might sound as mission imposible, but you will need high-speed
internet access at home and, ideally, a backup for internet access (e.g.
ability to tether to cellphone & use data mobile plan.)
VPN Set up VPN, if required. Test you access to see if it works well from home.
Also, have a backup plan in place if VPN fails (e.g. download the code if
source control is unavailable.)
Security Process in place to meet security requirements (e.g. request access, user
ID, etc.) remotely.
Source Control The team can log on and use the source control tool (e.g. GitHub works
on VPN.) Make sure all your privately hosted services are available over
your VPN.
Build pipelines & automation The team can access and run the build & automation tools effectively.
Environments Team members can access test environments and databases remotely.
Production support can continue remotely, including access to logging &
monitoring, deployments.
Help Desk If using a help desk regularly (e.g. reset password, access systems), make
sure data is up to date.

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 VIRTUAL COMMUNICATION
Personal communication is always better than the virtual, but while working remotely it is not possible to have
the person you talk to in front of you.

So, virtual communication and collaboration are really challenging, especially when you are first setting up your
remote model. It is important to quickly establish accessible collaboration tools and common virtual
communication processes is a critical component for remote working success. Althougn, we have tools that we
have already been used in remote situations, it is always useful to have them counted in one place. So, let’s get
practical!

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ITEM DESCRIPTION, TOOLS
Chat Every company has a chat room tool that the whole organization is using
to collaborate and share information. Teams or smaller groups can set up
work spaces for specific purposes. Tools: Google Chat, Zoom Chat, Slack
Shared workspaces There’s a single place for teams to share project content, including but
not limited to the output of problem solving sessions, documents,
presentations and the like. Tools: Google Drive, Confluence
Client meetings & showcases A video conferencing tool is in use for client meetings, and showcases.
Connectivity supports screen sharing for real-time collaboration and
software demos. Record calls for those for may be unable to attend.
Tools: Zoom, Hangouts Meet, MS Teams
Team wall / Board Electronic wall/board used for story wall, planning, prioritizing and
scheduling stories, epics. Every team member updates their status as
stories move through the development cycle. There is a dashboard
showing progress plan/schedule/delivery, velocity, backlog sizing, etc.
Tools: Trello, Jira, Monday.com, Kanbanize
Whiteboard A whiteboard sharing tool will allow the team to collaborate in a similar
way the way they usually make use of a physical whiteboard. Consider
going lo-fi for quick discussions - draw on a piece of paper and send a
photo! Tools: Jamboard, Zoom

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ITEM DESCRIPTION, TOOLS
Retrospective A Retrospectives tool is in use (or has been tested) by the team for
retrospectives. The team has a board for retrospective action items. A
video conferencing tool is in place for the team to discuss issues and
process changes in confidence. Tools: Trello, Monday.com
Remote pairing Teams choose a platform for pairing that allows them to be remote, while
still being able to access a shared computer. Tools: Zoom Remote Control,
Tuple, TeamHub, Visual Studio Live Share
Code review There is a code review tool in use in the case where pairing is not
possible, reduced or impaired. Tools: GitHub, GitLab

Phone contacts There is a list of phone contact numbers for all team members and key
partners. Team members have these numbers on their phone contact list
so they can text or call if internet or tools fail. Tools: Google Contacts,
Zoom Phone and Google Voice

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 HOW TO LEAD REMOTE MEETNGS WELL
Leading remote meetings well requires the same skill set as leading any meeting well (e.g., keeping people
focused, making sure every voice is heard).

1. Cameras on
The #1 thing you can do to improve communication, increase trust, and reduce conflict in your remote meetings
is to encourage having cameras on. Nothing creates clarity and bonding faster than seeing each other face-to-
face. It adds a layer of meaning that mirrors meeting in person.
To reduce concerns about having cameras on, normalize and even welcome factors that would ordinarily be
considered “unprofessional.” For example: messy hair is fine, cluttered backgrounds are not a problem, catching
glimpses of pets/kids/cohabitators is also cool. As a leader, be sure to model having your camera on, along with
showing up looking “imperfect.” On the other hand, make cameras encouraged vs. mandatory. Some folks won’t
be able to turn on cameras (e.g., slow internet, trans coworkers without access to treatment, working out of
tiny a bathroom). Get in the habit of saying: “cameras on if possible - but no cameras off shaming!” Many
platforms (like Zoom) also offer alternate backgrounds (or blurred backgrounds) if people would like to be
visible but would like to keep their surroundings private!
 

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 HOW TO LEAD REMOTE MEETNGS WELL
2. In hybrid meetings - one person, one camera
A hybrid meeting is when some folks dial in from the same space together, while others dial in individually from
their own laptops. Hybrid structures decrease meeting quality. The fix? As soon as one person is remote, use
the rule “one person, one camera,” even if you are in the same room.

3. Eye-to-eye camera angle

Research shows that trust is made up of two key components: warmth and competence. Eye contact can
increase both. Be careful not to position your camera so that you are looking down at the viewer (high power),
up at the viewer (low power), or not at the viewer at all (low warmth). To get the right angle, adjust your chair
height or place books/paper under your laptop. Then, position the image of the people you are speaking with
directly below your camera.

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 HOW TO LEAD REMOTE MEETNGS WELL
4. Normalize step overs (cut apologies)
In virtual meetings, there is often a small lag between when a person first speaks and the change in the image.
As a participant, don't be too apologetic or deferential when people start speaking. It’s like driving up to a four-
way stop with other cars who get there at the same time. Everyone's gesturing and mouthing to one another,
"You go," "No, you go," "No, it's fine, you go!" Then, everyone goes at the same time. In remote meetings, it is
inevitable that two or three people chime in at the same time. At that point, one person should just take the
lead instead of being overly apologetic. Just talk :) As a meeting leader, normalize that sometimes people will
speak over each other. That’s totally fine. If you notice some people are not getting a chance to speak up, call on
them by name. For example: “Looks like Pera had something to say.”

5. Take frequent breaks

Remote meetings can be hard on the body because they require sitting in one spot without movement for long
periods of time. A lot of screen time can cause eye strain. And the lack of visual variety, can lead attention and
interest to stray. One of the simplest fixes is simply to take more breaks. Consider offering a 2-minute stretch
break every 25 minutes and a 6-minute “bio break” every 55 minutes. You can set a very return time (e.g.,
“Okay everyone, let’s take a 5 minute break, and come back at 11:07).

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 HOW TO LEAD REMOTE MEETNGS WELL
6. Leverage chat
If we are going to meet virtually, make good use of the perks! One of the big benefits of remote meetings is the
chat function. You can use chat as a quick poll or pulse check. For example: “Everyone, please type into chat
right now, on a scale of 1-10, how much do you like this idea?” Very quickly, the whole group has a sense of how
everyone feels about the idea. It can also be a terrific tool to involve internal thinkers vs just external
thinkers/processors. For example, you can say - everyone, take 2 minutes to jot down your questions. I’ll let you
know when to press “send.”

7. Use the power of the mute button

For optimal focus and collaboration, audio is just as important (if not more so) than video. If you hear distracting
sounds in the background, mute your meeting participants. Simply invite them to unmute themselves and
speak up as soon as they have a comment or question. Want to reduce the “distance” in the virtual room?
Unmute everyone at once!

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 HOW TO LEAD REMOTE MEETNGS WELL
8. Use screen share and whiteboard tools
There are plenty of terrific substitutes for a whiteboard in the virtual space. For example you can share your
screen and take notes in a Google doc and/or share a link to the doc so everyone can collaborate at once.
Another option - especially if you need to draw vs write - is to use a whiteboard feature (e.g., Zoom has a great
one) and invite everyone to annotate as needed.
 
9. Start with a round robin
The simplest way to get participants engaged throughout the meeting is to make it easy for them to participate
early on. One easy way to do this is to start with a ‘round robin.’ This can be a 30 second introduction, update,
quick win, or just greeting. Why? Research shows that when people speak up early on, they are more likely to
participate later.

10. Rotate meeting facilitators

Switching up who leads your standing meetings is a great practice for any meeting. It gives people on your team
more visibility and gives you a chance to take a break. With virtual meetings in particular, the beauty of rotating
meeting leaders is that it gives everyone a taste of what it’s like to facilitate, leading them to become more
empathetic and productive participants.

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 TIME MANAGEMENT
Time management is one of the most common issues in the way of productivity under normal circumstances.
Working from home automatically comes with its own additional time management challenges under regular
circumstances. Here are few useful tips for all of us to consider to set us up for success during this unique time.

1. Create a start-up ritual – No matter where you are working from, an easy way to settle yourself into focus-mode is to create
a start up routine, taking the same 2-5 steps every morning. For example:

Step 1: sit down in the same spot

Step 2: stretch your neck to the left and right
Step 3: take five minutes to review your calendar and plan out your day
Step 4: say hi to your team over chat
Step 5: then begin working

Other sequence segment ideas include: pouring a glass of water, drinking coffee or tea, eating breakfast, taking 10 breaths, or
putting on "work" clothes.

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 TIME MANAGEMENT
2. Create a wrap-up ritual – Use an alarm when it’s time to end your workday. This practice is important since you can easily
burn yourself out with overwork when there are no boundaries. The wrap up ritual can become the bookend for your day. For
example:
Step 1: switch your status to offline
Step 2: say goodbye to your team
Step 3: step away from your desk
Step 4: take 3 deep breaths
Step 5: open your door

Burnout is the number one problem for remote employees, as we toggle between worrying we are not doing enough to
overworking (often as a way to prove our value). The tips above will help avoid this seesaw effect and help you get the most
out of remote work.

3. Calendar block - When working from home, it’s easy to lose track of time and realize late in the afternoon that you haven’t
done what you set out to do. Add time blocks to your calendar for your important tasks.

4. Schedule breaks - There won’t be anyone to tap on your shoulder and invite you to get a coffee. When working from home,
you are responsible for making breaks happen. It’s about managing your energy as much as it is managing your time. Here is a
free Chrome extension with research-based tips to take mindful breaks. Equally important is getting up to move around!

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 COMMUNICATE YOUR WORK
One skill set that gets named again and again among the most successful remote teams and employees is clear and frequent
communication. Give coworkers and managers access to your thoughts, plans, work, and feelings, by making the implicit
explicit with these habits:

1. Make your work visible – Decide on a system with your manager and team to give one another status updates. For
example: create a shared visual dashboard (e.g., Trello, Jira, Monday, or a Google sheet), send brief status updates over email
or Slack, or begin each week with a standup where you share what you will get done this week and what you did last week.
Pro-tip! Break up your work into phases or segments. Share progress or challenges as you reach each progress marker. This
practice helps with motivation and communication!

2. Create communication channel norms - Agree with your manager and coworkers on the best ways to stay in touch. What
communication ‘channel’ should be used for which situations? Does the team prefer real-time chat or asynchronous email?
What is the expected reply/ turn-around time for email? How about Slack? Chat? What are the rules for @all emails?

3. Pull for feedback - The most effective people and teams rarely "get it right" from the beginning. The secret to finding the
right communication frequency and format is to keep learning and iterating. So, set a reminder for yourself to pull for
feedback at least once a week. Ask your manager and collaborators: "What is something you wish I or we did differently?
What could I do 10% better? What's working well?"

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 TIPS AND TRICKS FOR WORKING REMOTELY
We all know that working undisturbedly is mission imposile, like high-speed Internet! But, show must go on!
Here, you find useful tips and tricks how to understant, adopt and do your best while working remotely.

Be empathetic.
For many this is a significant change to life and work: recognize and acknowledge that change and be patient as
everyone adjusts to the new ‘normal’. Understand that many will be in challenging situations (kids in
background, limited quiet or privacy, social isolation). Make a point to connect personally; inquire about others’
well-being.

Connectedness is critical.
Emphasize the importance of video and being present (i.e. no multitasking)—if the meeting is of such little value
that everyone would rather be doing something else, cancel the meeting or change the attendance so everyone
gets something out of it.

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 TIPS AND TRICKS FOR WORKING REMOTELY
Building trust takes commitment.
Trust is easier to build if teams have been working together for some time, and especially if they have met in
person. For colleagues collaborating over long distances or multiple time zones who have not met, trust may be
low. Ensure team members have some time to interact socially (via video) as this will build a human connection
and increase trust and productivity.

Embrace flexibility.
Teams spread across global time zones must work harder to remain connected, and will often need to work
early or late in the day to connect with colleagues. Take this into account and try to build working groups who
are time zone aligned where possible.

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 TIPS AND TRICKS FOR WORKING REMOTELY
It’s ok to have kids!
Family is the most important part of everyone’s life and we want it to stay that way. It is ok to adjust your
working hours in order to have time to help your child to do its homework. Maybe working from 1pm to 9pm?
No problem, just inform your supervisor. Longer lunch break? Well, we all have to lunch but when we are in
home, someone needs to prepare the food!
Well-known scenario the majority of us can related to is having a meeting with kids in the backgroung! All that
noise! And your youngest will pop up in front of you becoming the main start of the meeting! Hm... What to do
in that case?
First of all try scheduling meeting when your kids have a nap or do their activities that do not require your
presence. Other possibility is to ask your spouse to take care of the children while you are at the important
meeting. Well if this does not help, you can always introduce your child as your close coworker at the meeting.

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What to do when
in doubt?

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Enjoy you Remote
Working Adventure
peopleteam@tradecore.com