Healthy mobile working

1. Useful tips for working remotely

Useful tips for working remotely

Since operating in emergency mode in response to the Covid-19 pandemic, many members of TU Dresden's staff in teaching, research and administration are still working remotely or have returned to it. Dr. Denise Dörfel, Research Associate at the Chair of Work and Organisational Psychology, knows that this change may not be easy for some. She focuses on seven areas that can make working remotely more manageable and healthy.

Set up a dedicated workplace

Create an area that you consciously enter and leave. This works best with a study, but room dividers will work, too. Try to organize a dedicated space where you really only come to work.

Make sure you have fresh air and daylight.

If you have set up your desk in the bedroom, try to place it so that you're not looking at your bed while you work.

Follow the (ergonomic) rules for your work station that apply to office work in general. These include:

Place your computer in a way that it does not reflect any windows or light sources and so that you are not disturbed by backlight. It's best to have sunlight coming in from the side.
You should be seated about 50–70 cm away from your screen.
When working on a notebook, use a separate keyboard and mouse. If you have access to a separate screen, this is also a good idea.
It is best if you look down at the screen from above in a relaxed manner, as if you were reading a book. This ensures that your head is slightly bent down when looking at the monitor, preventing muscular tension.

Use the full seat of your chair. Keep changing your seating position to prevent tension in your back. Relax your shoulders. Your upper arms should remain relaxed and form a right angle with your forearms, as do the upper and lower legs. Place your forearms on the desk in a horizontal position, with your feet completely on the floor; use a footrest if necessary.

Reduce distractions: Radio and television should be switched off. Listening to music depends on the type of person you are - some people find it helpful, others distracting. Act as you would in the office. However, if you need to reduce distractions caused by external noise (children screaming, building renovation), then headphones and concentration music may help (music streaming services often offer suitable playlists).

Keep your day structured

Start your day as if you were going to the office. Get up as usual, put on your usual work clothes, have breakfast and then leave the house briefly to take a few steps outside, just as if you were going to the office.

Leave your work space at the usual time and walk around the house or around the block again. Deliberately change into your leisure wear. This will help you to switch off psychologically after work. You should not return to your desk after that. By following these steps, you will also have integrated two short walks into your day.

It might be equally beneficial to greet your boss in the morning - be it via email, video conference, or the like - and to say goodbye in the evening.

Perform the same activities all in a row. Do not jump between activities or tasks (see "set yourself goals" below).

At the same time, adapt the structure of your day to the current situation. Staff members with children at home in particular should plan more time for lunch. You might also need a longer coffee break.

Be stringent in planning working and family hours, and adhere to them.

Schedule breaks

It is recommended that you take a short, 10-minute break about every 2 hours. Research shows that short breaks increase work efficiency, even when the effective working time is reduced. Set an alarm if you need to.

Use the breaks for coffee or tea, but also for exercise. Studies show that breaks during which employees take a look outside at their natural surroundings help to recharge their batteries more effectively. You could also set up a video call with colleagues for a coffee break (see also "Maintain social contacts").

Exercise breaks should include some stretching. You may also want to include other physical exercises. You will find recommnedations on the usual video portals. At present, the University Sports Center is offering many online courses that you can do at home.

DO NOT use the breaks to clean your house. Breaks should be used for rest or exercise. However, if physical activities like gardening are relaxing for you, there is certainly nothing wrong with that.

Set yourself goals

Set specific, realistic goals for each day. For example:
1) Create a seminar plan for seminar XY.
2) Create an OPAL course for the seminar.
3) Invite students to the OPAL course
(instead of simply "Prepare seminar XY").

Pursue only one goal at a time. At the end of the working day, check what you have achieved and what might not have worked out. If you have set your goals too high (which is likely), plan less in the future. To-do lists and task planners can be helpful - but so can lists that highlight what you have already accomplished.

Keep in mind that for tasks you are familiar with, but which you need new tools to complete, you should plan in more time (see "Schedule a reasonable workload"). You might also want to seek help from colleagues or other sources (see "Maintain social contacts").

Maintain social contacts

Regularly exchange ideas with your colleagues - even beyond the usual team meeting. You could make an appointment for a virtual coffee break, e.g. via video or telephone conference, or even in a group chat. Talk about what you would otherwise talk about in the office kitchen.

Ask for help if you get stuck with a task. The new situation gives rise to many new tasks and requires finding alternative solutions, which is a lot easier if discussed and pursued as a team.

Think about the opportunities digital communication has for your personal life as well. If you've been planning for a while to go to the movies or a birthday party and it gets canceled, be creative. Stream a movie simultaneously at home or creat a group for an exercise challenge with some friends. Think of other ways of keeping in touch at a distance, such as sending letters in the mail or leaving flowers at someone's doorstep.

Schedule a reasonable workload

Too much work is a certain source of stress.

Accept that you will probably not be able to complete the same amount of tasks as usual. For most people, the unfamiliar situation leads to increased tension, affecting the ability to concentrate. Give yourself and your colleagues some leeway.
People tend to work overtime from home. Make sure that you stick to your typical working hours.

Actively regulate stress

The current situation may cause tension, stress, anxiety, annoyance or guilt. These feelings are absolutely normal and understandable. In order to handle these feelings well, keep the following six suggestions in mind:

Don't be too hard on yourself - treat yourself with kindness

Make space for your feelings as they come and accept that it is normal to feel this way. Talk about your feelings with other people you know and trust.
If you do not always manage to keep to your daily structure and achieve your daily goals, this is quite normal and understandable. Don't be too hard on yourself. Be accepting of yourself.
Ask your colleagues and you will see that most of them share your experience.

Think positive thoughts

A proven strategy to mitigate negative thoughts is to take a mental reassessment.
Reflect on how you might think to reduce stress, e.g.: ‘This is an exceptional situation. It is completely natural that I cannot complete my tasks as usual.’ Or, to reduce feelings of guilt: ‘Nobody expects me to hold my online course to the same standard as I would on-site.’
Additionally, thoughts highlighting the positive side of a situation can be helpful, such as: 'I always wanted to learn more about e-learning.' 'I like the increased creative freedom that I have now.' 'The fact that I'm not always available to everyone is a relief.’
Humor can also be very helpful in reducing tension. We all know that laughter reduces physical tension. ‘Finally, I can see how my boss lives!’ ‘The high rent I'm paying for this shoebox is finally worth it.’ You can also make up rules for a team meeting, such as creating a bingo card of what you expect will happen.

Try breathing exercises

Box breathing is an effective breathing exercise to reduce tension:

Assume a comfortable position, preferably in a quiet space. You may wish to close your eyes to better focus on your breathing. Now, count to 3 when inhaling, and then hold your breath for 3 seconds without straining. Count to 3 again on the exhale, then stop again briefly and begin the cycle again. Mentally trace the outer sides of a squre or box - hence the name. It is important to inhale through your nose and exhale through your mouth.

Track the media responsibly

The media release new numbers on Covid nearly every hour. It is important to take the situation seriously and act accordingly. However, excessive reading of sometimes alarming headlines may contribute to disturbing thoughts. You may easily get caught up in it, even panic, and lose sight of your current tasks.

Inform yourself about the current developments surrounding the coronavirus, but no more than once or twice a day and by means of reputable sources. Maintain a positive, forward-looking mindset.

Refrain from getting lost in negative thoughts

Stressful situations can lead to intense brooding. However, this is often counterproductive, as it causes additional stress.

Think about what you could do next time you find yourself falling into these patterns. Try to do something that is beneficial to you and that you enjoy, such as reading, baking or pursuing a hobby.
Actively address existing problems. Start with small steps until you have full control over the situation again.
For some people it may be helpful to set aside time for dealing with certain issues, and to limit it to a set amount of time, e.g. 10 to 20 minutes. You might tell yourself: "I'll think about that later (or tomorrow) - but not now." In order to have a good night's sleep, try to set aside time to deal with the things you don't want to earlier in the day and not right before going to bed.

Reward yourself

Last but not least: Reward yourself. Did you achieve your daily goals? Brag a little! Just be sure to choose a reward that is really good for you and don't take up unhealthy habits. Share your success with your team or give yourself an extra break. Treat yourself to something a little different, such as a special dinner, a movie or extra time spent doing something you love.

Additional Questions

If you have any additional questions on this topic or if you feel particularly stressed, please contact gesundheitsdienst@tu-dresden.de or psychologische.beratung@mailbox.tu-dresden.de.

The following links include these and other helpful tips for managing your stress while working remotely (in German):