.svg)
The current health crisis caused by the Covid-19 virus is affecting every sector and every business. Some have come to a complete standstill, while others are operating at a reduced pace. As a result, some people are working as usual (or even more intensely), others are on sick leave or furlough, and still others are working remotely. Remote work… A widespread practice in these exceptional times, but not always ingrained in company culture. Some companies were used to it; it was their very model (e.g., certain startups working with freelancers). For others, due to the nature of their physical production or a culture centered on in-person social interaction, it has disrupted work habits a little, or even a lot. Is this home-based work arrangement harmless to our health? Does it present any risks ? These risks, while not new in themselves, now need to be viewed from a new perspective.
Let’s focus on three of them: risks related to screen work, data-related risks, and finally, psychosocial risks.
1. Risks related to screen work
As long as employees are on company premises, it is easy to manage these risks. Workstation ergonomics are carefully planned. However, once they are at home, it becomes much more difficult to control working conditions. Don't you know people in your own circle in these situations:
- A "real" office in a dedicated, quiet room
- A desk set up in the main living area
- Working at the dining table
- On the sofa with a laptop on their lap
- In bed with a laptop resting on their legs
- …
The INRS has already documented and illustrated best practices.
Therefore, it is likely necessary to communicate or remind your employees of these best practices, with kindness and the understanding that every home is different.
2. Internet and data accessibility
For everyone to work effectively, they need a proper workspace. But they also (perhaps more importantly) need access to company resources and files.
This raises several questions: What is the quality of the internet connection for each of your employees? Is access to resources and files possible? What is the security level for data access?
Here are a few tips to implement:
- Have your IT department test your employees' bandwidth.
- Ask those with poor connection quality to manage bandwidth usage with their family (internet consumption by spouses and children can have an impact).
- Use a VPN (Virtual Private Network): this is a computer network that creates direct links between remote computers (source: journaldunet.com). This will help secure your data.
- Review your password policy. To do this, you can use password managers and generators.
3. Psychosocial risks
The main risks of remote work are psychosocial. If this way of working is not standard practice within the company, it can disrupt established routines. You may find yourself in one of these situations: Are you alone in a small apartment? Are you a couple working remotely in a home where it is difficult to find privacy? Are you perhaps being asked to look after children while working remotely? There are many personal situations that can influence and lead to loneliness, stress, and a loss of confidence in yourself or the company. This is compounded by the lack of professional and personal outings due to lockdown.
Here are some examples of best practices to help you overcome these risks:
- It is important to maintain a work rhythm, with dedicated hours and breaks. Listen to yourself and disconnect when necessary. Continue to get dressed as if you were going to your company's offices.
- To stay connected, set up a collaborative communication tool that allows you to create teams and communication channels for easier dialogue. A fun, casual channel is always welcome! Virtual coffee breaks are a great way to keep "water cooler" conversations alive.
- Establish regular remote team meetings, such as "scrums." Each participant shares what they accomplished the day before and what they plan to do during the day. This allows for sharing successes and any difficulties encountered.
- Managers, call your employees once a week to check in on them personally (not everyone will speak up in front of the group during scrums or shared breaks).
- Leaders, communicate based on the company's situation and its capabilities:
- on the measures taken to safeguard or ensure the long-term viability of the company as a whole
- on any actions taken to combat the virus (manufacturing masks, supporting businesses in various sectors, etc.)
Conclusion
In summary, every company, depending on its values, culture, and resources, can implement various ways to organize remote work so that everyone feels comfortable while remaining "as efficient as possible" given their personal living conditions. Furthermore, you can remind everyone of the best practices to protect themselves against the virus.