Setting Up a Productive Home Office for Remote Work
Creating and Organizing Your Home Office for Remote Work
A good home office is more than a desk and a chair - it's a place that supports focused, comfortable work over the long haul. Regardless of whether you're a freelancer, remote employee, or founder, the right space can minimize fatigue and maximize productivity, keeping you sane through those long workweeks.
Stock Your Home Office with Intention
- Identify what you do - deep work, calls, creative brainstorming, admin, etc. Each requires a slightly different setup and equipment.
- Pick a place - if possible, the office should be a separate room or a distinctly walled-off corner that makes a psychological separation possible between your work life and your home life.
- Budget and priorities - buy what you need to have first, such as ergonomic furniture and reliable internet, then pick off the icing and sprinkles on later (audio treatment, extra monitors, cool light).
Ergonomics: Avoiding Back and Neck Pain
Ergonomics is the most important area to invest in over the long-term. Bad posture leads to fatigue and time off from work; good ergonomics ensure productivity.
- Desk height: Your elbows should be relaxed at about 90 degrees when you're typing. A desk that can be adjusted to sit/stand is usually the best option for most.
- A chair that's going to get along with you: You should test a chair for 20-30 minutes before you buy if at all possible. Lumbar supports or little removable cushions help, as do things like adjustable seat depths and adjustable arm rests. Some better office chairs have it all.
- Monitor height: You want the top of the screen at your eye level or a little below it and about an arm's length away. More than two monitors? Go for a tall arrangement with one directly in front of you, one to the side.
- A keyboard and mouse you love: In addition to an external keyboard and mouse (not the laptop trackpad) consider a wrist pad depending on how you use the keyboard.
Try out a chair or desk as a trial if you can and return it later. Most chains will let you do this. The comfort level and preference for things like arm rests, wheels, or other choices is highly personal.
Lighting, Sound, and Background
- Natural light: Having soft light from windows can help out the environment, but you want to avoid having bright, direct sun or bright lights on a white wall directly behind your screen.
- Task lighting: A desk lamp with relatively neutral white light that you can adjust is handy for tasks in the evening or for working into the wee hours on creative projects.
- Acoustics: If you talk on the phone often, things to consider include soft furnishings, rugs, having a lot of curtains, or even simple acoustic treatment in your office. And a good headset with a good mic is usually worth the money spent.
- Background for video calls: Always try to keep your video call background neutral and free from distractions. Preferably a shelf of books or a wall is better than an unmade bed or your messy room.
Connectivity and Reliability
Nothing can kill your workflow faster than flaky internet. It pays to budget for reliability.
- Wired whenever possible: If you can, use wired internet during meeting calls and times when large files need to be uploaded.
- Upgrade your router: Use a newer router or a mesh system for coverage if the space is large or if you have problems with coverage even with a good router.
- Have redundancy: If your work is critical, have a mobile hotspot handy (either a dedicated USB dongle or use your phone). You want to have power protection in the form of a UPS or a surge protector to prevent power fluctuations from damaging delicate equipment and to prevent any system downtime leading to stuff like lost work if a storm or accident cuts power at the wrong moment.
Minimal Hardware Checklist (starter)
- Ergonomic chair
- Adjustable desk or riser
- An external monitor (or two)
- An external keyboard and mouse
- A quality headset with a good microphone
- A good router and a nice long ethernet cable
- A UPS or surge protector
Software and Digital Tools for a Remote Home Office
A home office setup isn't just a physical space; your productivity depends on your choice of software tools and how you utilize them. A simple online search results in an unlimited list of applications and digital tools to get everything in order and communicate, but the best approach is to stick with basic tools and eliminate digital overload.
Useful Tool Categories
- Communication: Slack, Teams, Zoom, or anything else to communicate with your team.
- Task Management: Trello, Asana, or similar tool to keep track of your projects.
- File Sharing: Google Drive or Dropbox to collaborate and share.
- Focus Applications: Forest, RescueTime, or anything else similar to keep distractions at bay.
You may be tempted to try out various software to help you become more productive, but the most productive way to work comes from sticking to what works for you. Once you find a solution that works for you, stick to it. For example, you can have an awesome daily routine once you combine a task manager and a great email workflow (see our topic managing email efficiently).
Routines and Boundaries
Great tools won't save the day if you have no boundaries between your personal life and work life. Building habits and some hard boundaries on how you work can bring you to the point of not only avoiding burning out but also a more productive workday.
- Set a work schedule: Set some hard and fast rules about when you start and finish work. Begin your workday with a ritual like a cup of coffee or a five-minute stroll, and end your day with another like shutting down your computer or even journaling.
- Take breaks: Try to take a break every hour or every 60 to 90 minutes to clear your mind. Step away from the screen and stretch or take a stroll outside to get some fresh air.
- Make physical boundaries: Don’t let your entire house be your office. Keep your laptop or papers for work in your designated spot only.
- Make sure to communicate: Tell your family or roommates your work schedule so they don’t interrupt you.
How a Typical Day Looks in a Remote World
- 08:30 – Prepare for the day.
- 09:00 – Use the first part of your most productive hours for deep working without meetings or notifications.
- 11:00 – Take a break and drink something.
- 11:15 – Communicate – check e-mails, Teams, and other tools.
- 13:00 – Lunch break and a 20-minute stroll.
- 14:00 – Use this part of the day for meetings, project work, or whatever you need.
- 16:30 – Review your input: what did work on today? Update your task manager.
- 17:00 – Close the day at work. Enjoy your family or free time.
Upgrades for an Enhanced Future-Ready Home Office
Once the essential elements of your workspace are in place, other choices can create additional upgrades that elevate your home office. These enhancements become essential for freelancers, entrepreneurs, and remote workers who spend part of their day in their dedicated workstations.
Upgrading Hardware
- Multiple or ultra-wide screens: They allow you to view various apps at once, rather than jumping between open windows.
- A docking station: A docking station can make plugging in your laptop easier. A hub that includes power, USB, and HDMI simplifies the matter.
- An external camera and microphone: Better sound and video for client calls and presentations.
- A standing desk converter: Adding movement to your day without buying a new desk. This provides an excellent alternative for changing your position while you work.
Smart Tools and Automation
Smart devices can reduce friction in the workday and create a smoother experience. Think about:
- Smart plugs and light: Automate the start and end of your workday with lighting and power setups that match your schedule.
- Task automation: Discuss widely used tools such as Zapier or IFTTT that allow you to connect apps and eliminate repetitive tasks.
- Voice assistants: Set reminders, check calendars, and control your smart devices through simple voice commands.
Longevity and Wellbeing
Working from home blurs the lines that separate work from home. That makes longevity and wellbeing part of productivity. Consider very small practices that can help carry your focus and motivation:
- Blue-blocking filters or glasses to combat digital eye strain.
- Movement breaks from your desk like stretching, yoga, or a short walk.
- A water bottle to stay refreshed and hydrated.
- Create an “end of day” office ritual to help you close the office behind you.
Success for remote workers comes in balance of having the right tools, sticking to routines that keep you focused, and put effort into your wellbeing. Combine your newly optimized space with productivity practices from other articles we have created, including maintaining a work-life balance while balancing multiple freelance projects. A combination of space, tools, and routines creates a fulfilling remote career.
