Distance work - co-worker checklist
Your employer is responsible for your work environment, even when you are distance working. You should discuss with your immediate manager the arrangement of your work environment at home, and how well it functions. We are experiencing an extraordinary situation, and we must all do our bit to make it work.
This web page contains tips and advice about:
- General recommendations
- Structure your day – create routines
- Ergonomics – vary your working position and the load on your body
- Communication – keep in touch with your manager and colleagues
- Support is available if you are feeling anxious
- Online meetings and telephone meetings
- Follow any updates from LiU on the webpage on the coronavirus and FAQ.
- Consider your work situation and the tasks awaiting you in the near future. Is it possible for you to work from home? What workplace facilities do you have at home? What work-related equipment do you have access to?
- If you are still working at your normal workplace, make it a habit to take your computer home with you at the end of the working day.
- Consider what material you take home with you. We deal with official documents. Some work tasks are not appropriate for work at home.
- If your situation is such that you cannot work from home, you may continue to work at your normal workplace. Consult your immediate manager.
- Co-workers who are sick, or absent for any reason, are to file a sickness notification following the normal procedure. Notify your immediate manager.
- It is necessary to use the VPN client to access the common file storage (“fillager”), but many other functions do not need a VPN connection.
- You should save documents on OneDrive, which does not require a VPN. Instruction for using OneDrive are available here.
- You need to be connected with VPN regularly to keep licences for Windows and Office 2016 active, and to get some updates.
- Try to ensure that the working day at home is similar to a normal day at work. If you can retain your routines, or create new ones that are suitable for the situation, they will signal calm and security to your body.
- Have clearly defined working hours: decide when you are to work and when you are free. Switch off the computer at the end of the working day.
- Take breaks at regular intervals, and take a proper lunch break.
- Make sure that you remain active, get some fresh air and get out into the daylight every day. You can, for example, go for a walk at lunchtime, or “go to work” in the morning and “go home from work” at the end of the working day.
- Think about flexibility: our surroundings at home are often not intended for office work. Change your working position often, and think about such aspects of the workplace as illumination, furniture, and working position. Share useful information with each other. An ironing board makes an excellent stand-up desk.
- More information about ergonomics when working at home (link to avonova.se, only in Swedish).
- Remember to take breaks and exercise regularly! When working from home, we have a tendency to remain sitting for longer periods, which can cause muscle stiffness. It’s a good idea to install the Paus-it program, which can be done through MinIT.
- Try to get out of the home every day for a bit of daylight and exercise (unless you are ill).
- To prevent overuse injuries, be on the look out for early signals from your body such as soreness, tension and muscle or joint stiffness.
- Social interactions, informal contacts and exchange of ideas are not as natural when working at home.
- Keep in touch with your manager and colleagues by phone or digital channels.
- Organise digital fika breaks (in Teams or Zoom), or phone each other a bit more often, even if it is just to have a chat.
- Are you missing the people you usually discuss ideas with, now that you’re on your own? Phone a colleague to talk things through, and solve whatever problem you’re stuck on.
- When you have a meeting that does not require a computer and screen sharing/ viewing - instead, if possible, have a walking meeting. Fresh air, exercise and to meet one another affect us positively.
- If you are not coping well and need support – help your manager by arranging a talk with him or her. Describe the way you’re feeling.
- If you are anxious about your work situation, or have other work-related problems, the occupational health services may be where to look for support. The occupational health services can offer remote counselling, and can also receive physical visits. Contact your immediate manager or HR partner if you want to contact the occupational health services. If consulting your employer is not an appropriate initial step, you can make one anonymous visit each year, without the approval of your manager.
- The occupational health services offer a helpline for support related to harmful substance use and behaviour (alcohol, pharmaceuticals, drugs, or gambling). This service is provided by Alna, a subsidiary of Feelgood. The helpline is open weekdays 8 am-5 pm, and will be available until 2 October 2020. All employees can contact Alna for advice and support in managing their situation or consumption, or to discuss concerns for a colleague. Such contact is unlimited, anonymous and free of charge. Alna’s telephone number is (0771) 57 58 10. As employer, LiU encourages its employees to seek support, and to consult their immediate manager or HR partner for help.
- If you experience trouble with your health that is not related to your work, you should always contact the health and medical care services. Telephone the 1177 medical information service or contact your local health centre.
- Are you worried? If possible – avoid being alone with your thoughts: try to spend time with others who you feel safe with. Try to find a balance between acceptance of your anxiety (which is, after all, a natural reaction and feeling), and talking about it.
- Limit your consumption of media news, and use only reliable sources.
- Reliable sources are listed in the right menu of the initial LiU page that deals the coronavirus (scroll down on the page).
- And remember – the current situation with a COVID-19 pandemic and the activation of distance mode will not last for ever!
All employees are covered by a contract that gives compensation in the event of personal injury. This contract functions as insurance, and gives compensation in the event of occupational injury. It is valid also for distance work – on the condition that you and your manager have agreed that the work is to be carried out at home.
It is your responsibility to take out home insurance that will give compensation in the event of, for example, fire or burglary.
- General information and how you succeed with your meetings.
- Background images for online meetings are available in the File archive for graphic profile.
Download the file/files you want to use and add them in Zoom in Virtual background settings.
Think through how your teaching and material could, if necessary, work in such an online teaching situation. Didacticum has published practical information about how to manage various types of education using digital technology and the IT Division have several guides and information available on digital resources:
The recommendation is to begin with digitization of the content matter (for example recording PowerPoint presentation) and using our LMS Lisam for distribution. The second alternative is to use live video tools for online activities such as Zoom or Teams.
- Online meetings and working outside the office
- IT in education
- Access to resources on the LiU network through a VPN
All travels related to work are canceled until further notice. Meetings can be rescheduled or maybe it is possible to find an alternative form. Exemptions can, after careful consideration, be granted by the head of department or equivalent member of university personnel.
Tools for distance work and meetings
Too much sitting still when working at home?
Install the Pausit program on your computer for exercise breaks. Pausit reminds you to take regular short breaks and get moving. You can choose the exercises you want to carry out, and set up a schedule for them.
MORE ABOUT how liu succeed with DISTANCE WORK
Last updated: 2020-06-03