Erasmusu's Decalogue for remote work (or how to work remotely and not die trying)

1. General philosophy for remote working

Let's face it: working remotely, with all the advantages it brings, is also complicated and sometimes very difficult. And the bigger the company, the more complex it becomes. There are people who find it difficult to adapt because of their personality or their environment, or because of a lack of knowledge and experience in working from home. That is why it is necessary to have some rules of coexistence, some of which are mandatory, and other simple recommendations that will help us to work better together, to be more efficient, and also to be happier as a group and as individuals. Working remotely can be fun, friends can be made, and it can make our company more competitive.

The keys are simple: just as there are rules that we naturally apply when we are in an office, there are others that we must apply when working remotely. And all of them are based on empathy and on following a basic protocol that will allow not only to communicate better, but also to know ourselves and the team better.

2. We are a team! (or many teams)

A company is nothing else than a group of people working together. And "together" does not mean in the same physical space, but with the same common objective (a clear, well-defined mission that is assumed by all), and sharing a philosophy on how to do things. In other words, a company is a team, not a group in which everyone is on their own. Working together means collaborating, getting to know each other, communicating, respecting each other. Although there is a "big team", within the company there are also many smaller teams, and this "collaborate, get to know each other, communicate, respect each other" applies not only to individuals, but also to teams with each other. There needs to be bonding between teams too!

This connection between people and teams can happen naturally in the office, but when working online it is necessary to force things a little to avoid individualism or the creation of department "silos".

In order to encourage teamwork, at Erasmusu we have the following meetings that allow us to get to know each other and work better:

• All hands. General meeting of the entire company, once a month. A general review of the situation and the evolution of KPIs and milestones is made, and then news is reported by department (only if there are any). Everyone can participate if they wish, and questions can also be asked openly or anonymously. It is important to convey the overall vision, and that everyone knows why decisions are made and where we are going. One hour. Voluntary attendance (but highly recommended).
• Weekly meetings. Usually at the beginning of the week, to review KPIs and organise the coming week. There is one with all managers to review department by department, with each manager discussing just three KPIs and if there are any new or interesting insights, and confirming the key issues for the week. We always use supporting documents that are filled in weekly before the meeting, which serve as a logbook or history to see what has been done in the past. 45 minutes - 1 hour, attendance is compulsory.
• Project meetings. These are usually on a weekly basis and to review major important projects for the company: to check on the progress, blockages, next steps, task assignments, etc... Each one has a codename (in Erasmusu we use film titles) and an associated document where to write down the topics to be discussed (and the history). Once the project is finished, the meeting is cancelled. 30 minutes, attendance is compulsory with some voluntary attendees.
• Themed dailies. These are very short and right to the point, to review different topics or organise the day's work between departments. Between 5 and 15 minutes, attendance is compulsory.
• Team dailies. These are very short and right to the point, to organise the day's work and also to say hello. They are usually done with a kanban panel (in our case Trello or Jira). Between 5 and 15 minutes, attendance is compulsory.
• Flash meetings. These are organised on the spot to discuss any issue. Sometimes it is better to have a quick phone call to clarify any issue than to spend time chatting or sending emails. Between 5 and 30 minutes, attendance is compulsory.
• Coffee break. It can be organised by department, by theme, by team, etc., although it is recommended that there are no more than 6 people per meeting... Here, each manager and team organises itself. The only rule is that they should not last more than 15 minutes, and that you cannot talk about work. The aim is to get to know each other better, socialise now that we are at home, and have a good time together. 15 minutes, voluntary attendance.
• Afterwork. Sometimes we organise meetings to have a beer after work. You can play online games, play music, chat... It can be done some afternoons or on Fridays before lunch. Variable duration, voluntary attendance.

It sounds like a lot of meetings, but actually there are not because not everyone attends all of them, of course. And they are necessary for team connection when working remotely. The key to the success of these meetings is to make them efficient, something we explain in point 7 of this Decalogue.

3. Your office, your kingdom, your image

We are all aware of the importance of having a suitable workplace to avoid injuries, bad posture, etc., and that goes for the office, and of course when working remotely. It is not always easy, but try to find a place with good natural light, and use an ergonomic and comfortable chair.

When you work from home it is important to set yourself some standards to be efficient and not fall into boredom or despair, but it is also important to think of others. How you present yourself, and from where you do it, will say a lot about you. Depending on how you look, and where you connect from, you can convey energy, determination and good vibes, or the opposite.

Let's not forget that the place where you work is also the place that other team members will see when you are on video calls. They will see what the space you are in looks like, and they will see you, and that sends a message every time you connect to a meeting.

Start with yourself. Even if you work at home, dress for work, and dress up. Don't convey laziness or apathy, because it is noticeable. Obviously, don't work in your pyjamas or tracksuit: wear comfortable clothes, but remember that you are working, and not alone.

Many people do not have an office or private area to work in at home, although this would obviously be ideal. In any case, it is highly recommendable to always work in the same place, and for that space to be tidy and pleasant for both you and your colleagues (who will see it in meetings). This is especially important if you work with people outside the organisation, whether they are customers, partners or suppliers: what you see on the screen conveys a message, and can be detrimental to you and the company.

Take some time to organise your space, and check what you see behind you. It is important that it is pleasant, or at least neutral, and that it conveys professionalism and not carelessness: we have been working remotely for more than a year now, and there is no excuse for a messy environment or counterproductive messages (imagine someone with an raunchy poster behind, or what it looks like a teenager's room, or with a political party sticker. These are all things to avoid).

A very important issue in relation to the workspace is the presence of other people. Many of us have children, or live as a couple or with other family members, or even have pets. By now we are all used to the fact that there may be some interruption or that these people may appear in the middle of a video call... but this is something we should try to avoid.

In the same way that you would not take your daughter or your dog to the office, or that you would not allow your mother or your partner to come to work to ask you what you want for lunch, you should make them aware that even if you are at home you are working, and that they should not disturb you unless it is something really important. Being constantly interrupted, apart from breaking your concentration and affecting the quality of your work, if it happens during meetings it is very annoying for others, and sends a very negative message about your professionalism.

One way to manage this presence at home with other people can be to set aside time in your schedule to spend some time with them, thus avoiding interruptions.

Finally, with remote working it is common for some people to decide to change their residence, or temporarily move to another city, etc. It is important that the company is informed of these changes.

4. Watch and calendar are your friends

When working at home it is important to always keep a stable schedule, and stick to it, without exceptions, both for your own sake and so that you can work with your colleagues in a coordinated way.

You have to establish routines, not only for the time to get in and out of work or to schedule meetings, time to prepare documents or to make calls, etc. You need to establish routines, and not just for time to get in or out of work, to schedule meetings or to prepare documents or make calls, etc., but also to have a coffee or a bite to eat, to get up and stretch, to talk to the people you live with, to do sport, etc. And for this, the use of an online calendar (in the case of Erasmusu we use Google Calendar) is vital.

At Erasmusu these agendas should be shared with everyone, to make it easier to organise calls and meetings (you don't have to ask everyone for their availability), to see everyone's workload, etc. It is possible to make the content of the Calendar private, even if the availability is public, but in general, and as one of our values is transparency, we prefer everything to be public, given that it is working hours. In fact, the CEO's agenda, for example, is public and anyone within the company can consult it.

A very useful trick is that the meetings we organise should not, as a general rule, take place at full time. It is better to have shorter meetings (30, 45 or 50 minutes) to leave time between meetings and calls to get up and stretch a bit, go to the bathroom, eat something... Remember this when you call other people, because it is good for everyone.

Try to always keep your calendar updated and complete: cancel meetings if you are not going to attend, make a note when you cancel, add sufficient information about the subject of the meeting, link documents and warn if they need to be completed or read beforehand, etc. The more prepared we are for meetings, the more efficient these will be, and that should be a common priority.

5. Tools are meant to be used (but properly)

In order to work remotely in an efficient way, it is necessary to make use of different tools whose main objective is to improve the organisation and communication between people, given that we will not have the opportunity to see and talk to each other in person, except on rare occasions. If tools are always useful in any company, in the case of those who work 100% remotely, they become absolutely essential. It is very important to choose the right tools, but also to use them properly.

Let's review each of the basic tools that we use at Erasmusu, and how to use them optimally to ensure the best possible performance remotely:

Email

• Always use the company's official email account, both for internal and external communication
• Do not use the company account for personal matters, or to sign up for non-work websites, services, etc.
• If you want to solve something internal and you can solve it with a short message via Slack, avoid email.
• On the other hand, for long, more complicated and non-urgent issues (remember that mail is an asynchronous communication system, not urgent), use email. Also if people outside the company are involved.
• If it is an urgent matter, don't use email, use Slack or the phone instead
• Do not send emails indiscriminately, respect other people's time and do not fill their mailboxes unnecessarily. Before sending an email, think about who really needs to receive it.
• If you want to inform someone of an issue, but don't need a response, use the term FYI (For Your Information) or put them in copy (CC).
• Never spam users, customers or suppliers. If you need to contact an external person in cold mail, do it personally and introduce yourself.
• Always sign your emails with the design created for this purpose by the company, including your name and surname, position and contact details, as well as a link to the Erasmusu website. Avoid putting any extra information. The idea is that we all have the same, as if we were wearing a uniform.

Slack

• At Erasmusu we use Slack as our virtual office. That is to say, it is the most important tool for internal communication, so it is mandatory to follow strict rules of behaviour.
• Complete your Slack profile. You should put a recent photo where you look good (we all want to know what our co-workers' faces look like), use a first and last name (you can use a nickname, but in the profile put all the data, remember that there can be several "Miguel", for example, and it is confusing), your job title, email and mobile phone number.
• Download the Slack app on your business computer and mobile phone, and enable notifications to alert you if someone sends you a message during work hours.
• Keep the app open at all times while you're working. Remember that you can use Slack statuses to let people know you're in meetings, on holiday, on leave, etc., to avoid unnecessary hassle.
• Join the channels related to your work (team, ad hoc projects, general, human resources, off-topic channels that interest you, etc. ) and read the messages posted.
• If you want someone in a channel to respond to a topic, specifically mention them with their Slack nickname.
• Be polite: when you enter a new channel, say hello, and if you are going to leave, say goodbye. Watch your language and your behaviour, the fact that communication is online does not give you the right to insult, provoke, rant, etc.
• Participate in the channels by contributing with new ideas, giving feedback, using emoji to show your feelings, etc.
• However, keep the noise level down: it's not about writing things everywhere all day long. Remember that other people will have to read everything you write.
• Always avoid controversial topics that have nothing to do with the company, such as politics and religion. We are all free to have our own ideas, but the company is not a barroom.
• Try to reply to Slack messages, private or by public appointment, in the short term (same day at the latest). Slack is asynchronous, but it is a chat, and an answer is expected within a reasonable amount of time.
• There are times when we all need to focus on a task. If you need to, turn off Slack notifications during that time, alerting your team that you won't be available.

Google Meet

• We use Meet as the main platform for our video calls. Learn how to set it up on your computer, and also check the accessories you are going to use: microphone, headset, camera...
• If you can, come into the meeting a couple of minutes early to check that everything is running smoothly, so you'll be ready when the meeting starts.
• Use your company account to log in, with your full details so that everyone knows who you are (remember that there may be people who are not in the company, new team members, etc. )
• Although our tool for internal use is Meet, you may need to use other software with people outside Erasmusu: Teams, Zoom, Skype... It is advisable to have these programs installed, configured and tested, in case you need them for external meetings.

Calendar

• We use Calendar to schedule our meetings. Always use your company account to call and accept meetings.
• If you get an invitation to a meeting, answer it so the organiser knows if you can attend. If you can't make it, try to talk via Slack to find an alternative date.
• Remember that our calendars should be public for the rest of the company to facilitate the organisation of meetings and work.
• If you are the organiser of a meeting, check other people's calendars for availability and, if they are busy, find another slot, or ask them, but don't send an invitation without letting them know if the other person has that slot occupied.
• Use Calendar alerts (compatible with Outlook or Mac Calendar) to be on time.
• Synchronise your Calendar with Slack so that other colleagues can see that you're in a meeting and avoid bothering you. Also, Slack will alert you when you have a meeting so you'll always be on time.

Drive

• To share documents in Erasmusu we use Google Drive, and again we must use the company account for this, and Drive should certainly not be used to store personal documents.
• By default, Drive documents are privately accessible, but you can share them with specific people, or with the whole company if you prefer. You can also share them with other people if you need to, but by default, remember that the fewer people who have access to the documents, the better.
• Try to control who has access to your Drive. If you have given access to someone external, once the query has been made, it is best to delete it, for security.
• When creating documents, remember to do so using official company templates, and give them self-explanatory names to make them easier to find and organise.
• You should organise your Drive with themed folders to make it easy to manage and maintain.
• Clean up from time to time by deleting documents you no longer use, to consume less space and to make it easier to find information.
• Do not leave files in public company spaces on Drive, unless they are for common use. And if you do, make sure they are up to date and valid.

6. Let's get organised

A good organisation in a company is always important to achieve objectives, but when working remotely it becomes an absolutely central issue. In the case of Erasmusu we work with lean startup philosophy for new projects and ideas, with agile methodologies in several departments, and with a strong focus on processes in departments related to sales and customer service. In other words, we combine different methodologies and systems depending on the needs and focus of each department.

We use a system of OKRs and quarterly objectives for the company and by department.

In several departments, weekly or bi-weekly sprints, planning meetings, retrospectives, etc. are defined.

All teams use kanban boards (using Trello and/or Jira) for project tracking, and these are managed in short meetings (15 minutes maximum) every morning to organise the day's work, review blockages, etc.

All managers have a weekly 1-1 meeting with each person in their team, both to review tasks and to build trust, discuss moods, review possible blockages, etc...

We also make a lot of use of collaborative document production between several people to speed up the work and encourage teamwork, error checking, etc.

Remember that part of the keys to teamwork are respect and free-flowing communication. Respect each other's work, be empathetic when someone makes a mistake and try to find ways together to avoid mistakes in the future. If you are the one who has made a mistake, apologise and explain the reasons for the mistake in order to improve in the future.

7. How to make online meetings useful

While we all generally hate "meetingitis", and should always ask ourselves whether a meeting is needed to resolve issues that can be solved with an email or a quick chat on Slack, as a general policy when communicating and discussing complex issues, a meeting is better than any other method, especially when working remotely. Since we don't have the social contact of an office, video calling facilitates communication and team building, builds trust and strengthens relationships between colleagues.

But to be meaningful and not a waste of time, meetings need to be done properly. Here are some important recommendations:

• Duration: for "flash" meetings to solve an urgent issue or clarify something, it should be no longer than 10 or 15 minutes. For daily team meetings, 15 minutes maximum and always with a kanban for follow-up. For weekly meetings, 30-45 minutes should be enough. If a meeting has to last more than an hour to deal with a complex issue, try to break it into several sessions with break times and defining specific issues for each session.
• Spaces between meetings: always leave time between meetings to stretch, have a snack, go to the bathroom, etc. It will also help you to clear your head.
• Attendees: avoid crowded meetings. Think about who really needs to be there. Remember that there are people who must attend, and others who can be invited so that they are informed, but who do not necessarily need to attend.
• Mixed meetings with online and face-to-face people in the office don't tend to work well, because those online miss out on some of the face-to-face conversation. Try to avoid them.
• Video and sound: always set up and check your equipment before a video call, especially if you are going to use a new device such as a microphone, headphones or camera. It is mandatory to turn on the camera (except in special situations), and avoid background noises. Mute your microphone when you are not talking, and be attentive to turn it on when it's your turn to talk, it is very uncomfortable to be always saying "you are muted" and lose time.
• Remember the recommendations about your workspace.
• Pay attention and show respect for your colleagues: when you are in a meeting, you are in a meeting. That is to say, don't do other things at the same time. If you have been invited it is because what you are going to talk about is important, so it’s necessary to be focused. Unless you are attending as an optional attendee or listener, do not write, look at your mobile phone or read anything while you are in a meeting: it is easy to get distracted, and this should be avoided at all costs.
• Interruptions: when we are at home we are likely to be interrupted from time to time (the delivery person, a child, our partner, a pet... ) in the middle of a meeting. In these cases, what you should do is let the others know that you are disconnecting for a moment, apologise, and return to the meeting as soon as possible. But under no circumstances should you disconnect without warning, it is very awkward to ask someone something only to realise that they are not really answering, even if they are connected.
• It is important to remember that Erasmusu is an international company that works in 9 different languages. Although most of us speak Spanish, the official language of the company is English, so it is advisable to prepare documents directly in English. And in meetings, whenever there is someone who does not speak Spanish, we will speak directly in English.

8. Laugh and make friends

At Erasmusu we believe that you can work efficiently, and at the same time have fun working. If we don't have fun, what we do doesn't make sense. Besides, having fun and making friends will help to strengthen relationships with colleagues, and will make life more enjoyable when working remotely. We need people to talk to, and it also helps us to get to know each other better: strengths and weaknesses of each other, to know when someone is having a bad time for some reason, to be more empathetic... Many people miss the socialisation of the office, but working remotely does not mean turning into machines. That's why at Erasmusu we promote participation and fun at work through different activities.

We like the use of videos, memes, gifs, emojis, music, etc., to convey emotions and share moments together, even if from a distance.

We have channels on Slack to post off-topics, share books, organise online gaming sessions, promote social issues... join and participate!

We also organise, sometimes all together or by teams or departments, video calls to have a coffee, to have an afterwork with a beer, to celebrate a birthday or some good news, etc.

Don't be shy, take part, tell jokes... having fun at work is key to our health and to making difficult moments more bearable, and it makes us better professionals.

9. Rest, move around, socialise... and ask for help if you need it

Working remotely can be intense and mentally tiring. That's why it's important to take breaks every hour, get up and stretch, look out the window or take a mini walk. Remember to find times to rest, have a snack, etc.

We also strongly recommend that you do exercise after work (or before) on a daily basis, which will help you to be physically fitter, lead a healthy life, feel more lively and happy, and avoid possible back problems.

If at any time you feel bad, down, anxious or depressed, don't keep quiet about it! Mental health is as or more important than physical health. Talk to human resources and your manager and tell them how you feel; we will try to help you. And of course, seek professional help if you feel it is appropriate.

Finally, since we can't socialise at work as much as we would like to, try to get out of the house, talk to family and friends, do activities etc. This will make you feel better and that is good for you, for your colleagues and for the company.

10. Final note: communicate, communicate, communicate

We have previously mentioned the importance of empathy and communication in the workplace, and this must be done at all levels, from the CEO to the newest team member. If this should always be the case, working remotely is even more important so that no one feels alone or disconnected from the rest.

Transparency is one of the values of Erasmusu, and this must be applied in all directions: from the managers to the rest of the team, of course, telling the general vision and the reasons for decisions, but also in the opposite direction. It is important that we talk to exhaustion, and that we tell each other things: both good and bad, how we feel, when we like something and when we don't like it, when we don't understand a decision… but also that we congratulate others and celebrate when something goes well, and so on.

Bottle things up is not good. Keeping information to yourself harms us all. That's why you have to let people know as soon as possible when a blockage occurs, when someone detects a bug or has a "red flag", if someone feels lost or stuck, etc... The same with the "insights" or knowledge acquired, we must share them with the rest as soon as possible because it is good for everyone and will allow us to be more efficient, treat our customers better and make better decisions.

In the end, it all boils down to a very simple set of ideas: respect, empathy, transparency, communication, teamwork... If we follow these basic rules, whether remote or face-to-face, there will be no stopping us. Let’s do this!

Author: Miguel Ángel Díez Ferreira, CEO of Erasmusu

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