Working from home - a guide to setting up a home office

Many of us work from home occasionally, but that’s a very different beast to setting up a more permanent home office. Following the UK government’s advice to self-distance and self-isolate, for the vast majority, the need for a more permanent home office set-up has become a very sudden reality. With schools and nurseries now closed indefinitely, it’s all the more important for your productivity, mental and physical health that your home office is as functional and comfortable as possible.

We want to help you get your home office set-up for maximum efficiency, so we’ve put together a list of our priority actions. We hope that if you follow these steps and advice, that it will take a little of the stress out of working from home if you’re not used to it – and especially if you have family members at home with you when you’re trying to work and be organised. 

Try to curate space

We appreciate that a lot of people won’t have a spare room or dedicated space that they can curate as their office. Obviously we’ve all got to make use of whatever space is available to us, but if at all possible, try to establish a dedicated space that you can work from. And try to keep your work area as tidy and clutter free as possible. According to a survey by OfficeMax, clutter impairs your state of mind, motivation and productivity, so make sure you’ve got sufficient files and folders, and places to store them. 

Get ergonomically set-up

Sitting for any length of time with bad posture can lead to all sorts of pains and niggles that can be distracting in the short term, but in more serious cases can lead to longer term musculoskeletal disorders, as well as visual fatigue and mental stress. Making sure you’re ergonomically set-up so that you are working with an optimum posture is key to your comfort and productivity, as well as your long-term health. For more information you can read our ergonomic office furniture blog.

It’s not advisable to work from a laptop for sustained periods as they have very poor ergonomics. Ideally your eyebrows should be roughly the same level as the top of your screen, so placing your laptop on a commercial riser or even a pile of books, and using a separate keyboard and mouse, is preferable. If you do have the luxury of working at a dedicated desk whilst WFH, then we’d strongly advise investing in a sit/stand desk. Having the option to stand and work comes with a myriad of health benefits. Read more about sit/stand desks.

Lighting

Lighting is something that home workers often overlook, but it is incredibly important. Poor lighting can lead to eye strain and can also affect concentration. Access to natural light is absolutely ideal as it delivers a wide range of benefits to your vision and mental health. Our eyes work better under full-spectrum lighting and natural light also triggers critical signals in your endocrine system to help manage sleep, moods, and importantly at this time, your immune system. 

If access to natural light isn’t possible, then you can reduce eye strain by installing a desk lamp. You should also place your computer monitor a comfortable distance away from your chair so you don’t need to squint to read the screen. 

Try not to let distractions stress you out

Understandably we’re all feeling the strain of everything that’s going on in the world and in our lives at the moment. These are unprecedented times so our advice is try not to let distractions when you’re WFH stress you out. There’s no doubt that deliveries are going to arrive, your dog will bark and your children will interrupt you -  especially at the precise moment your boss decides to phone, but remember, your colleagues and clients are in the same boat as you. These are not normal times, so try and roll with it as best you can. 

Printer set-up

Our home printers and scanners might not see a lot of action usually, but that’s about to change. If you’re used to printing documents and working off hard copies, then it’s time to make sure your home printer is up to the task. Make sure your printer is fully functioning and that you have a plentiful supply of printer ink and paper – especially if you’re going to have to self isolate for any length of time and won’t have access to a shop.

Technology

Communication is going to be absolutely critical to your productivity and your sanity when working from home. In today’s technologically advanced world there’s absolutely no reason why regular team meetings still can’t take place, even when you and your colleagues are working in isolation.  Make sure you’ve got access to the technology you need for online meetings and collaboration tools, such as Zoom, Slack, Microsoft Teams or Google docs. Why not set up a WhatsApp group with your team so that you can check in with each other and share some good news to keep everyone’s spirits up?

Get a desk plant

This is not as flippant as it might sound. Yes a plant may look aesthetically pleasing, but they also provide a number of other benefits. Plants have been proven to filter the air, which improves air quality, and they’re also proven to increase your attention span, improve creativity, lower stress and stabilise your mood. So, why not push the boat our and buy two? You can find out more information on the benefits of plants in our biophilic blog.

Replicate how you work in the office

Working from home will require you to adapt how and even when you work, but you still need all the essential tools to hand. You’ve probably not given it much thought before, but it’s time to take stock of everything you need if you’re going to be productive from your home office. That means making sure you’ve got a plentiful supply of all the stationery – from post-it notes, highlighters and pens, to staplers, staples, notebooks, files and folders. If you’re used to brain storming or making notes on a white board, then see what’s out there that you can replicate at home.

Stick to a routine

Advice for anyone working from home under usual circumstances is to try and stick to a similar routine as you would when you’re in the office. Obviously with schools and nurseries shut, working from home is going to be a lot more challenging for most of us, but where possible try to stick to regular office hours, take appropriate breaks and finish working at a reasonable time. 

At the very least, end each day with a realistic to-do list for the following day and tick off jobs when they’re done. That way you’ll know you’re achieving something, which will do wonders for your sanity!

If you don’t have any distractions at home, then you’re likely to find it’s possible to be more productive. You’ll be called into less meetings and you’ll capitalise on not having to commute. Why not take the opportunity to clear your admin tray and emails, and to complete those online courses that have been pending for months?

Exercise

It’s not healthy and it certainly is counter productive to sit at your desk all day. Make sure you schedule time away from your desk and try to get some exercise. If you can go out – go for a walk or a bike ride, and if you’re self isolating, but not feeling unwell, then go online and find some exercise, yoga or meditation classes to do. There are plenty available. You’ll feel a lot better for moving and you’ll be more productive in the long run!

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