Published on March 3, 2023

PRODUCTIVITY

How to Work Remotely (Your Complete

Guide)
Written by Leon Ho
Founder & CEO of Lifehack

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Remote working has become a popular trend in the workplace in recent years, and it’s
easy to see why. With the rise of digital communication tools and the need for flexible
working arrangements, more and more companies are embracing the concept of
working remotely.

While there are numerous advantages to remote work, such as increased flexibility
and reduced commuting time, there are also drawbacks including social isolation,
difficulty separating work from personal life, and the need for self-discipline and
motivation.

LifeHack is a distributed team with members from Canada, the United States, the
United Kingdom, Hong Kong, and Singapore working remotely. With years of
experience working remotely, I’d like to share with you how to work productively and
maintain good work performance while working remotely.

Whether you are considering remote work or are already working remotely and
looking for ways to overcome the challenges, this article is your complete guide to
working remotely.

TABLE OF CONTENTS

1. The Hardest Parts of Working Remotely

Managing Distractions and Interruptions
Motivation Issues
Maintaining Work-Life Balance is Difficult
Dealing with Different Time Zones
Communication and Collaboration Challenges
Social Isolation
2. How to Work Remotely
1. Set Regular Goals
2. Create an Ideal Work Space
3. Create a Routine
4. Prioritize Tasks By Energy First, Then By Time
5. Use Asynchronous Communication
6. Leverage Project Management Tools
7. Create Clear Communication Protocols
8. Find Your Community
3. Bottom Line

The Hardest Parts of Working Remotely

Working remotely comes with a unique set of challenges. Here are some of the most
difficult and challenging aspects of working remotely:

Managing Distractions and Interruptions

Working remotely can present a variety of distractions, including family members
and pets, as well as household chores and personal obligations. These distractions
can wreak havoc on workflow and productivity, resulting in missed deadlines and
increased stress.

Motivation Issues
Employees in a traditional office setting may receive feedback and recognition from
their supervisors or coworkers, which can help motivate them to keep working hard
and achieving their goals. Receiving this type of feedback and recognition, on the
other hand, can be more difficult in a remote setting, affecting motivation and
engagement.

Additionally, remote workers may struggle with self-discipline and self-motivation. It

can be tempting to procrastinate or lose focus without the structure and routine of a
traditional office environment. To stay motivated, remote workers may need to take
a more proactive approach to time management and task prioritization.

Maintaining Work-Life Balance is Difficult

It can be difficult to separate your work and personal life when they are in the same
place. Remote workers may find themselves working longer hours, having difficulty
disconnecting from work, and feeling as if they are always “on call.” In fact, 22% of
remote workers find it difficult to unplug after work.[1]

Furthermore, working outside of regular hours to accommodate team members in

other time zones can lead to burnout and decreased productivity.

Dealing with Different Time Zones

Addressing different time zones can be a significant challenge for remote workers,
especially for multi-time zone teams.

It can be challenging to plan meetings and effectively collaborate when team

members are spread out across the globe. As previously stated, the time difference
can also make maintaining work-life balance more difficult.

Communication and Collaboration Challenges

When members of a team are not in the same physical location, they rely heavily on
digital communication tools to stay in touch.

Miscommunications and misunderstandings occur when communication is not clear,

timely, or effective, resulting in delays, mistakes, and frustration. This can be
detrimental to team cohesion and productivity.

Social Isolation
Unlike office workers who have regular social interaction with coworkers, remote
workers often work alone or in a small team. According to a study conducted by the
Next Web, more than half of remote workers experience recurring loneliness.[2]This
lack of face-to-face interaction can lead to feelings of disconnection, and isolation,
all of which can be harmful to one’s mental health and well-being.

How to Work Remotely

Since my team began working remotely in 2020, I’ve learned a few tricks for staying
productive. Whether you’re a seasoned remote worker or just getting started, the
following Time Mastery Framework-based tips can help you make the most of your
remote work experience.

1. Set Regular Goals

Working remotely without the structure of a traditional office environment can make
it challenging to stay on track and maintain momentum. Regular goal-setting can
provide a sense of direction and purpose, allowing you to stay motivated and focused
on achieving your objectives.

By defining specific goals and objectives, you can create a road map for your work
and focus your efforts on the most important tasks. This can help to reduce
distractions and ensure that you are making progress toward your key objectives.

Furthermore, by breaking down larger projects into smaller goals and establishing
clear success metrics, you can track your progress and evaluate your performance
over time. Along the way, you can feel a sense of progress and accomplishment and
adjust your approach as needed.

Learn more about how to set goals in What Is Goal Setting And Why Is It Important?
 SET REGULAR GOALS
2
Actions

Read What Is Goal Setting And Why Is It Important? and learn how to set a
specific goal. 

Break down your goals into small milestones and tasks.

2. Create an Ideal Work Space

Working remotely can make it difficult to maintain the same level of routine and
support as in a traditional office setting. By designing an ideal work environment, you
can create an environment that supports your work and allows you to perform at your
best.

To have a dedicated work space that promotes productivity and focus, you may need
to create a quiet, distraction-free environment that is comfortable, well-lit, and
organized. You can more easily enter the flow state (a.k.a. being “in the zone”) if you
create an environment that minimizes distractions and allows for focus.

In addition, setting up the necessary tools and equipment to support remote work is
part of creating an ideal work environment. This could include high-speed internet
access, a dependable computer, and other technology and software tools that allow
for remote work. You can ensure that you are able to perform your work efficiently
and effectively by investing in the proper tools and equipment.
 CREATE AN IDEAL WORK SPACE
2
Actions

Create a comfortable, well-lit, and organized environment that is quiet and

distraction-free.

Set up the necessary tools and equipment including high-speed internet

access, a dependable computer and productivity software.

3. Create a Routine
One key benefit of creating a routine is that it helps to establish a sense of
predictability and control. Establishing consistent patterns of behavior throughout
the day can provide structure and routine, increasing control over your work and life
and reducing stress and anxiety.

For instance, by establishing regular work hours, you can signal to your brain that it’s
time to focus on work and create a sense of routine that promotes focus. Likewise,
taking regular breaks throughout the day can help you maintain energy.

Setting regular work hours and clear boundaries between work and personal life also
helps you prioritize your well-being and avoid burnout. This could include
establishing boundaries around communication with colleagues and clients, as well
as engaging in self-care activities that promote well-being.

Take inspiration from these routine examples and design your own.
 CREATE A ROUTINE
3
Actions

Establish regular work hours and distinct boundaries between work and
personal life.

Schedule regular breaks throughout the day.

Take reference of these routine examples and create your own.

4. Prioritize Tasks By Energy First, Then By Time

Energy fluctuates and requires rest from time to time. Some tasks require
significantly more mental or physical energy than others. For example, mundane
tasks such as data entry or file organization require a different amount of energy
than writing a proposal or conducting a live training session.

Energy-intensive tasks demand more of your attention. As a result, it makes no

difference how well you manage your time if you can’t focus.

To stay productive, sort tasks by energy first. You can make a list of the tasks or
activities you want to complete over the next week. One week is a good logical unit of
planning because it is long enough to allow for balance while not being too short that
you cannot complete goals.

With each of your tasks, assign two values:

1. Energy Rating — A number representing how much energy this action gives
you or takes away. For example, a +3 for something that’s really refreshing, or
 a -5 for a super energy draining activity.
2. Time Cost — How much time you think it will actually take in terms of hours.

To prioritize your actual activities, use the Superstructure Method, It’s a quick and
easy way to divide actions into three priority categories:

Must Haves – Items that are absolutely necessary for completion.

Should Haves – Items that are useful but not critical to achieving your goal.
Good to Haves – Items that are optional, meaning there are no negative
consequences if they’re not included. Good-to-haves are purely optional
advantages.

The goal of your plan now is to hit all of the Must Haves and Should Haves first, while
also making sure you don’t run out of energy at the end of the day. You can then
create your schedule based on the plan.

4
PRIORITIZE TASKS BY ENERGY FIRST Actions

Make a list of the tasks or activities you want to complete in the coming week.
 Assign Energy Rating and Time Cost to each task, and prioritize them by
energy level required first.

Categorize the tasks into 3 groups: Must Haves, Should Haves, and Good-to-
Haves.

Make sure you finish all of the Must Haves and Should Haves first, and that you
don’t run out of energy at the end of the day.

5. Use Asynchronous Communication

Asynchronous communication refers to communication methods that do not require
the presence or engagement of all parties at the same time. It is a powerful tool for
promoting productivity, collaboration, and work-life balance in a remote work
environment.

Because it does not require everyone to be present or engaged at the same time,
asynchronous communication not only allows you to work on your own schedules and
focus on deep work without constant interruptions or distractions, but it also
supports collaboration and teamwork across different time zones or schedules.

Moreover, the flexibility and autonomy that asynchronous communication fosters

allows you to take greater control of your work and schedules. This promotes work-
life balance by allowing you to prioritize your personal needs and responsibilities
while still meeting work obligations.

You can easily implement asynchronous communication with colleagues and clients
by using tools such as email, instant messaging, or project management software.
 ASYNCHRONOUS COMMUNICATION
1
Action

Start using tools like project management software, instant messaging, and
email.

6. Leverage Project Management Tools

Utilizing project management tools has numerous advantages for remote workers.
These tools provide a centralized platform for team members to collaborate,
communicate, and track project progress:

Clear and organized communication – Project management tools allow you to

create tasks, assign them to team members, and set deadlines. This ensures
that everyone understands their responsibilities and what is expected of
them.
Transparency of projects – Team members can see which tasks have been
completed, which are in progress, and which are scheduled. This can help to
avoid misunderstandings and keep everyone on the same page.
A centralized platform where all project information can be stored – Remote
workers can easily store and share files, leave comments, and ask questions
using project management tools. This can help the team stay organized,
reduce the need for lengthy email chains, and ensure that everyone has the
most up-to-date information.

At LifeHack, we use Basecamp to track the progress of tasks and projects, make
team announcements, and check in with one another. We find Basecamp to be a very
useful tool for keeping everyone on the team up to date on project plans and
progress.
 LEVERAGE PROJECT MANAGEMENT
2
Actions
TOOLS

Choose project managmenet tools that fit your needs.

Choose a tool that allows the team to have clear communication, maintain
transparency of projects and progress, and store project information in an
organized way.

7. Create Clear Communication Protocols

As a remote worker, you must communicate your availability and preferred
communication channels to coworkers in other time zones. This can help to reduce
delays and miscommunications and ensure that everyone on the team is on the same
page.

Another approach is to create a shared calendar or scheduling tool to help

coordinate meetings and deadlines across time zones. Our LifeHack team members
typically use Calendly to make meeting scheduling easier.

2
COMMUNICATION PROTOCOLS Actions
 Communicate your availability and preferred communication channels clearly.

Use a shared calendar or scheduling tool to coodrinate meetings and

deadlines.

8. Find Your Community

Finding a community to help you feel more connected and supported is an important
aspect of remote work.

You can try to make social connections using digital tools. Regular video calls,
instant messaging, and virtual team building exercises can help you feel more
connected to your coworkers.

Joining online communities or forums related to your industry or profession can also
provide social interaction and support. Communities such as Remote Work
Community, Digital Nomads World and NomadList facilitate in-person connections
between digital nomads and virtual workers.

Make use of co-working spaces and local networking events as well. These
opportunities allow you to collaborate with other remote workers, meet new people,
and form relationships.

3
FIND YOUR COMMUNITY Actions
 Use digital tools such as regular video calls, instant messaging and virtual
team building exercises to connect with coworkers.

Join online communities or forums related to your industry or profession.

Make use of co-working spaces and local networking events.

Bottom Line
Working remotely is becoming more common, but as a remote worker, you may face
difficulties in staying motivated, managing time effectively, and maintaining work-
life balance.

The good news is that you can overcome these challenges by setting regular goals,
creating an ideal work environment, establishing a routine, using asynchronous
communication, leveraging project management tools, establishing communication
Read More
protocols, and finding a community.

With the right strategies and tools, you can maintain your productivity and
performance while also reaping the benefits of remote work.

Featured photo credit: Persnickety Prints via unsplash.com

Reference
[1] ^ Distant Job: Surprising Statistics about Remote Work
[2] ^ The Next Web: Study: Just how many remote workers are actually lonely?
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Advice?
Sometimes simply learning a tip or two is enough to change the way you manage
time; other times, additional guidance and support will be needed.

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