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Tips for Coordinating from Home or a Hotel
Are you going on vacation and want to get some work done while you are away? Maybe you are studying or working abroad over the summer or you’re transitioning to a permanent hybrid or remote position. Working remotely doesn’t have to be daunting. Here are some tips for an easier adjustment, so you can be as productive from home — or halfway around the world — as you would be on campus.
Early Communication is Key
It’s important to let your colleagues and other people know that you will be working remotely, especially if you’re traveling outside of Pittsburgh. Be sure to communicate realistic standards about when and how many hours you’ll be available, your expected response time, and the kind and quantity of work you’ll be able to complete. Giving two weeks' notice is ideal, so meetings and other appointments can be (re)scheduled and to ensure all responsibilities are covered.
Time Differences
Many people overlook the impact of a time zone difference when working remotely, but it’s crucial to note. Always assume that the people you’re communicating with are referring to their local time. It’s helpful to consistently include your time zone abbreviation in your emails (EST, PST).
Remember that the larger the time difference, the more it will impact your availability. You may need to work earlier or later to better align with Pittsburgh hours or let folks on campus know that you’ll be working late/early from their perspective.
Extremely large time differences (8+ hours) may require that both parties work non-standard hours or utilize alternate ways to coordinate, such as Teams chatting and file sharing, recording meetings, and sending out agenda items in advance to solicit feedback.
BONUS TIP: The Outlook desktop and web apps make it easy to coordinate time zones by displaying multiple time zones side-by-side on the Calendar — no calculations required!
- In the desktop app, click File > Options (lower right corner), and select the Calendar tab.
- On the web app, click the Setting gear icon (upper left corner) > ‘View all Outlook settings’ > Calendar.
- Scroll down to see the ‘Time Zones’ section.
- Be sure to label the current time zone (e.g., Pgh).
- Select ‘Show a second time zone’ (desktop) or ‘+ Add time zone’ (web).
- Search for the city/zome and label it. Voila! You’ll now see both time zones!
Security
When we think of cybersecurity, we often think about scammers. But it’s important to be aware of not only your virtual space, but your physical space too. Don’t leave your screens open where others can see it, especially if you’re working with sensitive information. If you’re working in a café or other public area and need to step out for a call or to use the restroom, ensure that your devices are being watched by someone you trust or take them with you. If you’ll be accessing a restricted system, you will need to use PittNet VPN (GlobalProtect) when you’re off campus.
Find a Good Workspace
Whether you are working from home or in a hotel there are a few necessities your workspace should have. Reliable internet access is vital to working remotely. If you’re traveling to another university for research or academic purposes, check to see if they participate in Eduroam. It is a fast, reliable, and secure global Wi-Fi network for the research and education community which will allow you to connect to that university’s network at no cost using your Pitt credentials.
It’s advised that you not work in the same area that you sleep or socialize in to create a more effective work-life separation. Working at a table in a comfortable chair in a well-lit area with minimal distractions is a great spot to get your work done.
If you’re traveling internationally, keep in mind that different countries have different outlets. Do your research and see if you’ll need a converter and which one. (They are not all the same, even within Europe.) On that note, it’s also good practice to check if your phone plan includes international data or has extra roaming fees and to plan accordingly. Most carriers have separate plans for international travel (as opposed to calling internationally from the U.S.); there are often daily or monthly plans available, depending on the length of your stay.
Work-Life Balance
You hear it all the time now, finding a work-life balance. What does that mean when you’re traveling and working at the same time? There are a few things you can do to ensure that things run smoothly. First, try to align your vacation with a less busy time at work. If you know the end of the month has a bigger workload than the beginning, try to schedule your vacation earlier in the month to reduce your stress level.
Try to create a routine, even if it’s only a rough schedule that you follow every day. When picking what hours you’ll be working, consider what time will it be for your coworkers, when are you most productive, and when you will most likely be heading out with your friends and family. Figuring this out before you go can make it easier to plan those fun adventures you will be going on when you’re not working!
And don’t forget the life part of work-life! Make sure you are taking the time to enjoy your travels. Incorporate rest and eating time into your schedule regardless of whether you are traveling or working from home.
Safe Travels!
Wherever you are working, Pitt IT is here for you. You don’t need to worry about time zones when calling the Technology Help Desk … that 24 part is literal!
— By Vivian Zauhar, Pitt IT Student Blogger