Ensuring Workplace Safety in the Remote Frontier: A Guide for Remote Workers

In recent years, the landscape of modern work has undergone a significant transformation, with more individuals embracing remote work rather than traditionally “going to the office”.  While this shift brings benefits for both the worker and the employer, it also introduces unique challenges in maintaining a safe and healthy work environment.   In this blog, we will explore key strategies that can help workers thrive safely and productively in this modern virtual realm.

Safe and Healthy Workstations

The most important component when creating a remote work environment is creating a space that promotes both productivity and well-being.  There are several factors that should be considered when creating this work environment.  First, it must be safe and comfortable.  Second, it must promote minimal distractions and work-life balance.  Third, it must be equipped with technology that optimizes production and efficiency.  And finally, it must deliver effective communication methods that prioritize both individual well-being and organizational achievement.  The following strategies should be considered as we navigate this new landscape of remote work.

Workstation Ergonomics

• Create a workstation that is comfortable. Invest in a chair that ergonomically meets your needs (size, dimensions, adjustable, etc.)
• Ensure that your monitor, keyboard, and work documents are strategically placed so that when you’re working, you have good posture and no discomfort. You should never be reaching or shrugging your shoulders to reach the mouse or keyboard
• Workers who use a phone for frequent tasks may consider use of a headset to reduce shoulder and neck strain
• Provide sufficient lighting in the room, but not too much. If there is direct sunlight in the room, utilize shades to filter impact.  Position your monitor so that it is at 90° angle from a window with direct light.  Keep ambient lighting behind you, rather than in front of your monitor.  And add a glare filter if necessary
• When sitting for long periods, take periodic breaks to stretch and walk around. Periodic changes in position will reduce fatigue

Cybersecurity Awareness

• Ensure remote staff have secure internet connections with appropriate band-width speed to maintain operational expectations
• Install VPN network security
• Install anti-virus software on remote staff’s computer with automatic updates
• Install content filters or a proxy server to restrict traffic entering the company network
• Require use of encrypted communication tools for confidential data distribution

Emergency Preparedness

• Ensure there is a working smoke detector and carbon monoxide detector in the home
• Keep all exits clear and easily accessible
• Keep cables and cords neatly organized to prevent tripping hazards. Consider cable clips or cord covers to prevent tripping in or near walkways
• Never overload electrical outlets. Plug equipment into surge/grounding protectors

Mental Well-Being

• Designate a dedicated space that is identified specifically for work and can be separated from the rest of the home. This helps to define work-personal life balance.
• Set a routine work schedule and communicate with your family members to help them define your boundaries for work and personal life. Personally, I close my door and flip a sign that states “Working” to let other family members know that I cannot be disturbed.
• While some remote workers struggle with isolation, the vast majority of mental stressors from remote work are actually due to frustration from misinterpretation of social cues that cannot always been recognized in virtual environments (i.e. reading body language, tone of voice, assertiveness in message, etc.). Misunderstandings via digital communications through emails, voice mails, and virtual meetings can easily lead to collaborative struggles among colleagues/management.
• Management should pay special attention to promoting positive social communications by training soft style digital communication approaches that improve interaction sensitivity and awareness.
• Management may consider promoting virtual meetings for team collaboration, virtual coffee breaks, team building activities to maintain staff camaraderie and interaction.
• Management may consider use of collaborative software that supports workflow performance, team communication, and document sharing to encourage successful team inclusiveness (i.e. Microsoft Project, Slack, Asana, Monday, Clickup, Workplace)
• Not all workers are ideal candidates for remote work environments. Personality styles, preferred work preferences, and personal obstacles can impact remote worker success. Management should maintain open communication with the remote worker to understand the stressors and find mutual ground for success.

Our journey into the remote work landscape has been a dynamic exploration of both challenges and triumphs that are prompting a re-evaluation of the traditional work structure and fostering a new realm of virtual work environments.  As we look to the future, the success of remote work will hinge on our ability to adapt to the challenges of workplace safety, mental well-being, technological security, and collaborative management.   Striking that balance will be the key to a harmonious and successful professional landscape.