Define your workspace
Establishing a workspace, even if it is your kitchen table, gives your brain a cue that it is time for work. Wearing the same attire you do to the office even if it is your “casual Friday,” may be a helpful cue. You should remain capable of reporting to work if your presence is requested by your supervisor.
Master the basics
- Set up call forwarding, and be sure you know how to access your voicemail from home, if available. The university’s cell phone policy may be applicable.
- Know how to remote into the UCF network and other online tools you use regularly.
- Use Skype for Business, Zoom or another instant messaging client to stay connected to colleagues. Additional support for campus employees can be found at it.ucf.edu/faculty-and-staff-support
- Plan for video calls/meetings by making sure you know how to turn on your computer’s camera (if available) and microphone and being aware your colleagues may be able to see the background behind you.
Set daily goals, track them and share your progress
Consider starting each day of remote work by writing down what you need to accomplish and then tracking your progress. Pay attention to how long tasks take you and start adjusting your daily goals to match your current rhythm. Communicate with your supervisor and/or colleagues if you think your telecommuting plan needs to be adjusted.
Home can mean pets, children or a favorite hobby are only a few feet away. Depending on your living arrangement, you may need to hang a “do not disturb” sign so your family members don’t interrupt you. Pets often need a closed door to keep them away, and you might need headphones to block the noise.
Whether you are in your home or a common area, take five minutes to assess the privacy of your workspace. Can someone standing behind you read your computer screen? Are your windows open so your neighbor can hear your phone call? What information do you need to secure before grabbing a cup of coffee or heading to the restroom?
Your personal privacy matters too, so see if there is anything around you that you would not want visible during a video conference with your boss or colleague. Keep in mind the work employees do while working remotely, even on their personal devices for University work conducted, remains subject to University and other applicable regulations including Public Records law, FS 119.
Continue to employ best security practices
Situations like these are prime phishing opportunities. Remain vigilant for security concerns and be sure to report suspicious emails as recommended by the UCF Security Incident Response Team (SIRT).
- Caution needs to be taken when dealing with personal health information (“PHI”) and HIPAA matters while working from home or another off-site location. If you have questions, contact your department/division HIPAA officer or HR Lead.
- VPNs can also allow you to safely connect to a remote network of computers as if you are there. If you are dealing with sensitive information and want to explore VPN, you can learn more on the UCF IT UCF Virtual Private Network (VPN) Access page.
- Additional information can be found within the UCF Faculty and Staff Guide for Working Remotely.
- You are expected to follow the telecommuting equipment safeguards outlined in the university’s Telecommuting Manual.
Many people say they do not call or instant message colleagues who are working remotely because they don’t want to bother them. Remember, they are working, not vacationing at home. You should feel confident about calling or messaging an employee who is working remotely anytime you would walk to their office or call them if you were working on-site.