Get Organised: working from home

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Have you needed to get yourself and your household organised so you can be working or studying from home during the current coronavirus isolation? In this article I share why working from home works well for me (at least at the moment!), the fact that it can take a bit of experimentation to get it right for YOU, and a list of things that I find helpful to work effectively from my home office including systems, tools, routines, and all the other invisible stuff that people often don’t talk about.

Over the last couple of months we’ve seen an unprecedented rise in numbers of people working from home all round the globe. Even though there’s been a gradual transition towards remote work over the past few years, the current wave of moving work to home is absolutely astounding to witness. Getting organised to work from home is just one of many significant changes the world is adapting to during the COVID-19 pandemic.

How are you getting along with it?

I had a love-hate relationship with working from home for a long time

I’m sitting in my home office as I write this blog. At the moment I’m loving it! You see, I’m used to working from home, but that’s not to say I haven’t ever struggled with it! I had a love-hate relationship with working from home for a long time, and I’ve learned what works for me and my family in the space I have. Being self-employed, I’ve pivoted my business a couple of times over the years to better fit my vision, my family and my desired lifestyle. And that means I’ve needed to adapt and re-adapt more than once.

Kathryn looking at camera with wide eyes and smiling. Background of rainforest.

These days a lot of my work can be easily done from home and it saves a lot of money in office rent! My days are mostly spent preparing for workshops, collaborating by email, managing and promoting projects, applying for grants, using video-conferencing and phone for consultations, and of course writing. Not being able to lead bush adventure groups, retreats or workshops, or meet up in person with collaborators at the moment, means I now have space in my day to create my new podcast. This is also easily done from home. All in all, working from home is a really good fit for me.

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Getting organised to work from home will take some experimentation

I’m going to share with you a list of things that works for ME with the responsibilities I have and the home environment I’m in. You can use this list to inspire your imagination to make working from home much more do-able for you.

This year, 2020, is the first time in 24 years that I haven’t had school-age children with all the responsibilities that brings. It really has made a huge difference to my work output even though we’re a family of introverts and there isn’t a lot of noise or activity in my neighbourhood! I live out of town on a property in regional Queensland, Australia. YOUR responsibilities, family commitments, home environment, culture, workplace expectations, personality and supports will all have a bearing on how you get organised so you can work from home. It will take some experimentation, practise and negotiation with your employer to optimise how effective and efficient it is!

Patiently persist!

What does it take to get organised so you can work from home?

Here’s my list of the most important systems, routines and equipment I use to keep myself organised when working from home:

The actual office
  • Reliable internet (which only came into being in my region a few short years ago – such a blessing!)
  • Computer with webcam
  • Printer
  • Smart phone
  • Stationery (yep – good old notepads, pens, sticky notes, stapler, diary etc)
  • Yearly planner
  • Desk and chair adjusted for ME to support MY posture
  • A quiet space for my office that also provides privacy for calls, video-conferencing and note taking
  • Office door that gets closed during confidential discussions or when I need to reduce distractions
  • A window to look outside, let the natural light in and let the breeze through
  • Resources, books and filing cabinet

Make a list!

Systems and tools
  • Asana for project management and daily to-do’s – I love checking off my completed tasks and replicating projects on Asana to save my time. Asana can also be shared in a work team and it syncs beautifully between your devices so it can update in real time.
  • Keep Notes” – I use this for lists and it also syncs between devices
  • Canva for basic graphic design
  • Paper notepad systems – I have separate A4 notepads with different coloured covers for different purposes eg notes from training programs, notes from meetings with collaborators, notes about amazing business ideas that I don’t want to forget
  • Alarm – I set a timer for some work tasks and use the alarm for meeting reminders
  • Spreadsheets – I still prefer pen and paper but electronic spreadsheets have their advantages. I use them to log my time and budgets on various projects
  • Email program – I close it down when I don’t have to have it open because it’s a distraction
  • WordPress – mostly easy to edit by myself to keep my website, blog and web shop updated
  • Mail Chimp – stores subscriber lists and templates for outgoing emails

The challenge with time management is to manage ourselves

The invisible part of getting organised
  • Boundaries – This is probably THE MOST IMPORTANT aspect of getting organised to work from home. Set boundaries or parameters around your availability, work hours, work space, people, emails, phones, meal breaks, toilet breaks, social media, housework, cooking, grocery shopping, everything! If it’s outside your work hours, turn it off. If it’s not being used in the moment, turn it off.
  • Distractions – Turn off notifications on anything that really doesn’t matter or that distracts you during work time. Create rules about interruptions and be ready to gently remind others about them. Use self-discipline (see below).
  • De-stress your workspace – A cluttered workspace can add to your stress levels. Eliminate what you don’t REALLY need and add some stress-reducing features such as a pot plant, a painting or calming music. Keep your workspace tidy and uncluttered by developing systems to ensure that it doesn’t become a dumping ground for ‘stuff’.
  • Places and spaces – Create designated places and spaces for work materials, tools, resources. And then use them rather than spreading everything across the room or the house. Keep it organised – especially anything confidential.
  • Legal issues – Check with your employer, insurer, council and landlord about your rights and responsibilities regarding working from home.
  • React vs respond – If a new task comes up and it can be done in less than 2 minutes, do it now. Otherwise schedule it.
  • Self-care and self-discipline – These go hand in hand. Stick to the task you’re working on and manage distractions. Imagine that your boss, colleague or a video camera is watching (this is not meant to make you feel paranoid!) – what would you be doing differently? Are your actions aligned with your values and intentions?

Are my actions in alignment with my values when working from home?

  • Rewards – Reward yourself with a relaxing activity when you’ve achieved your work goals, reached the end of your work hours, or stayed on task. This is a great way of marking the switch between work and personal time.
  • Task Lists – Write a list of tasks for each day, categorise them, prioritise them and cross them off when you’ve completed them. Keep your daily to-do list short and keep another list of lesser priority tasks handy that can be brought up as your list gets shorter. I use Asana because I can categorise tasks into different projects and re-prioritise them as needed by sliding them over to the next day or next week. I used to use my diary or notepad or sticky notes – use whatever system works for you.
  • Sense of humour – A sense of humour doesn’t go astray – I’m working on that one 🙂
  • Family / household support – Talk to your family or housemates, including children, to plan how to meet everyone’s needs through the day (and night). Enlist help and support and work as a team as much as possible. Everyone can contribute to deciding on the priorities and how they will be put into action.
  • Systematise your meal times – Plan meals ahead including who’s cooking each night and what time you’ll eat. This also helps optimise your time grocery shopping!
  • Batch as many tasks as possible – Using batching techniques for work and personal tasks. I batch my social media design and scheduling as well as my baking which can be frozen and used later.
  • Put the big rocks into your day first – Plan the little tasks around the bigger tasks that are less flexible or time consuming. Watch my video on getting organised by putting the big rocks into your day first.
  • Time your tasks – Plan your trickiest work tasks for when you feel most alert and when the house is at its quietest.
  • Be consistent and clear – Put your work times up on your door, fridge, notice board or anywhere that your family will see it, or maybe an OPEN and CLOSED sign. You can also add work times into your email signature, Google business page and other web-based applications. If you respect your own boundaries, others are more likely to as well.
  • Move more, sit less – Get up and move around regularly, at least every 20-30 minutes. It can be tempting to stay working if you’re in flow and everything is quiet but your health and well-being needs you more.
  • Delegate jobs around the house – Invest time in teaching others how to do things for themselves. Don’t be a martyr to your work or to the household. This is an opportunity for everyone to learn and develop skills for life rather than another thing to feel guilt about.
  • Wear a uniform or work hat – Create a mental and visual boundary between work and personal hours by wearing a uniform, designated work clothes or even a hat that signifies to others as well as yourself which ‘mode’ you are operating in.
  • Celebrate – Identify, acknowledge and celebrate when things go well! It’s ever so easy to get caught up in what’s problematic without being present for the little wins and moments of joy along the way.
  • Problem-solve – Persist, be patient and get creative when something isn’t working so well. This is an experimental time for many workers and employers. View it as an experiment and explore the challenges and the possible solutions.
  • Connect – Create or request opportunities to connect with your work tribe and other supporters regularly by having online or phone meetings, morning teas and brainstorming sessions.
  • Think outside the box – Create opportunities to make things work! Working standard office hours may not work when you’re working from home especially if you are also supervising children playing and studying. In fact, it’s unlikely to work! For example, I typically do my internet-heavy tasks (eg watch training videos, upload videos) before 7am because that’s my off-peak internet time. Then I’ll spend a few hours of personal time before getting back to work till late afternoon or evening. I aim to leave my social media tasks till late in the day, use normal business hours for connecting with colleagues, and spend my most energised hours on tasks that need the highest level of concentration.

With any obstacle quote

Wow there really are so many aspects of getting organised to work from home when you start to list them all out! This is not an exhaustive list and some of them won’t work for you in your situation. But I do hope it gives you some hope and some ideas to work on for yourself. Let me know how it’s going for you!

Hot chocolate and home baked muffin
Time for hot chocolate and home baked muffins!
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Discovering mountain biking as life’s ultimate parallel universe in her middle age, Kathryn Walton shares information and reflections in ‘Daisy Spoke’ that inform, inspire and empower women to a healthy and active lifestyle.

How to keep exercising during the coronavirus pandemic

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In this article I’ll be sharing 20 ways to keep exercising during the coronavirus pandemic. Whether you are able (and allowed) to get outdoors or whether you have to stay indoors while you’re isolating, there are plenty of ideas here to keep your body moving and your mind feeling at ease.

Isolation around the world during the coronavirus pandemic

No matter where you live in the world as I write this blog post, you will be impacted by the COVID-19 pandemic as well as the health and government directives to manage its spread. Many people are isolating themselves at home or in hotels, and options to spend time outdoors and to exercise and socialise have been restricted.

But, you need to continue to nurture your health including your mental health. You may need to be creative in how you get your regular exercise fix, your outdoors time, and how you socialise.

Mental health risks during isolation

For myself, one of the biggest fears I had about isolation practices was concerning my mental health and the mental health of other people. Vigorous exercise, time in nature, and deep connections with others form the foundation of my ability to function. Without them, I’ve really struggled in the past. And I know I’m not alone. Exercise and movement also boosts your immune system which is incredibly important now too, and it provides protection against future disease.

Stay active and stay connected when you can’t get about freely

I’ve collected together some ideas to help you stay active, stay connected with the outdoors, and stay connected with others during periods of isolation. These ideas are just as useful for other times in your life when you can’t go out as freely as you’d like to such as:

  • when you have to stay home to care for young children or someone who is not well
  • during times of injury, sickness or limited mobility
  • when your non-working hours are after dark
  • when you’re travelling

Caution: check your local regulations about isolating during the coronavirus pandemic

Of course, you need to pick and choose, or innovate your own ideas based on your own circumstances, what your local regulations require and what resources you have access to. Not all these ideas will suit everybody or every situation. Naturally keep your physical distance from others during the pandemic, and don’t take any unnecessary risks that might result in injury and the need for medical assistance. Another thing – be mindful of the level of noise and disturbance you might make if you share a house with others, live in an apartment building, or if you live on a small block.

We’re all in this together!

Let me know if you have other ideas to add to mine and we’ll include them in a follow post! Remember, we’re all in this together and supporting each other is the best way to overcome challenges like this.

fear and possibility

20 ways to keep exercising during the coronavirus pandemic

  1. YouTube videos provide a wide selection of workouts for you to do in your own time at home. Look for ones that have been created by accredited instructors or recommended by exercise physiologists or physiotherapists.
  2. Virtual gym classes enable you to participate in a class in real time. Generally virtual classes are streamed live and everyone participates at the same time from their own location. Check if your local gym is offering these (most gyms have closed their face to face services at the time of writing), or search for online businesses and exercise apps which offer this.
  3. Home equipmentMake use of what you have at home such as weights, skipping rope, Swiss ball, steps, and old exercise DVDs . You can adapt everyday household items too such as water bottles or cans of food for weights, and don’t forget the stairs in your house can add value to your workout too.
  4. Virtual accountability buddies can check in with each, hold each other accountable to daily activities, and support each other to problem-solve issues as they come up. You can probably find an accountability buddy amongst your contacts, friends or work colleagues.
  5. Get out where and when you can. Look for opportunities and make the most of them while you can. If your local park is open and it seems quiet around dinner time, that might be a good time to get out there because you never know when places like that will close, or when your household will be quarantined.
  6. Plan and track your exercise in a journal to keep yourself committed and valuing your daily exercise on an ongoing basis. Take it another step forward by tracking how you felt before and after your workouts as well as your recovery experiences.
  7. Callisthenics, stretches, and body weight exercises were probably part of your school Physical Education classes. Do you remember star jumps, lunges, squats, jogging on the spot, push ups, and planks? If in doubt about injuries or medical conditions seek advice from an exercise physiologist or doctor first.
  8. Put on some music and dance and move to the rhythm! This isn’t about your style or skill – it’s about moving and having fun! Invite your household to join in.
  9. Chair yoga is great if you are not feeling well, have balance problems or limited mobility. Look on the Internet for workouts by yoga instructors who have adapted traditional yoga for use in seated positions.
  10. Street dances / classes are happening around the world in some suburban areas. Check if this is allowable in your area, and if so, organise a designated time for you and your neighbours to come out into your front gardens or patios for a dance-off or workout. Remember to maintain your physical distance!
  11. Backyard workouts are as varied as your imagination. Is there a job in the yard you’ve been meaning to do ‘one day’? You’ll get a great workout lifting logs, moving rocks, pruning trees and digging in the garden. You can also create an outdoor workout space in which you can jump obstacles, climb a pole, move through an obstacle or slalom course, practice bike handling or skate boarding skills, run around with the kids, or play games with your pet dog.
  12. Birdwatching from home is an activity that can have you moving gently and quietly around your garden, or if you are not able to go outside, watching from your balcony or window. Grab a bird identification book from your shelves or research your finds on the Internet or using an app such as eBird. There are also plenty of online forum and social media groups sharing birdwatching experiences.
  13. Mindful walks are another gentle activity that can be done in your own yard, footpath, or even indoors. Bring your attention to the sensations of placing your foot down and slowly moving your weight, lifting your foot and placing it forward. You can also bring your attention to the sensations in your legs and the rest of your body as you walk.
  14. Be a kid again! What did you do when you were a kid? Active kids don’t need dedicated exercise or outdoors time because their activity tends to be spontaneous and spread throughout the day. What did you do when you were a kid? I played elastics, tiggy / chasey, Red Rover, trampoline, balance games such as balancing on a log, backyard cricket and soccer, and hitting a ball against a wall. Don’t leave it only to the kids – these activities are perfect for any age!
  15. If you have children living in your household, get down on the floor and play! Games like wrestling (gentle of course!), kneeling chasey and indoor hockey can give everyone a great workout.
  16. If your National Parks, regional parks and State Forests are open and are not busy with other people exercising, go for a walk or a bike ride being careful not to stretch yourself past your comfort zone by taking any unnecessary risks or going off track.
  17. Make your own workout space at home by creating a dedicated exercise space (if you have the room) in a spare room, a section of the living room, the garage or the verandah. If you don’t have enough space for this, you can get yourself organised by creating a dedicated storage area for the equipment you use in your workouts.
  18. Use an App to track your activity levels, and if you’re into it, you can share your stats with your friends.
  19. Create circuits or stations with a variety of exercises, moving from one station to the next every minute (or longer or shorter if you prefer). Keep moving around the circuit to complete your workout.
  20. Use active indoor games like indoor hockey, quoits, and freeze as an alternative to your usual workout whilst having fun with your family or housemates.

Plan of Action

Now it’s your turn – what will YOU do?

Now it’s your turn to put these ideas into practice so that you look after your health, including your mental health in spite of the limitations you have during a period of isolation. Which of these ideas would you like to try? Have you got some other ideas to share with our readers? I’d love to hear from you and include your ideas in a future post. How will YOU keep exercising during the coronavirus pandemic?

You can listen to this article on the Outdoors is my Therapy podcast!

Daisy Spoke avatar has long curly hair and smiling mouth

Discovering mountain biking as life’s ultimate parallel universe in her middle age, Kathryn Walton shares information and reflections in ‘Daisy Spoke’ that inform, inspire and empower women to a healthy and active lifestyle.

Calming techniques for fear and anxiety

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With dramatic stories of doom and gloom flooding the media in recent times, I’ve found myself digging into my store of calming techniques for fear and anxiety. I figured you might find them useful too, after all, we’re all experiencing a global pandemic together – something that none of us have had to deal with before. This article explores the nature and purpose of fear and gives you a list of action-based techniques and a list of mind-based techniques that have a calming effect on anxiety and fear.

Fear is the voice in your head trying to keep you safe

Fear is the voice in your head telling you a story that sets off a chain of physiological and psychological responses. This gets you prepared to fight off danger whether it’s really there or not, to run away from it in pursuit of self-preservation, or to freeze.

As much as we may not like the sensations that fear brings, we need to allow it. It’s helped to keep the human race alive so far by signalling to us and enabling us to draw away from danger and move towards safety.

So how do we keep these voices of fear in check so that they do their job of keeping us safe without stopping us from living a healthy and fulfilling life?

fight flight freeze OR pause breathe think

The biology of fear through the ages

Biologically, for some of us, our brains and bodies excel at responding to fear. In days gone by, we were the warriors, chiefs and the village leaders who led our families to safety, found shelter from storms, fought off predators and kept everyone together. In our modern world it’s easy to forget that people led very physically active and outdoors-based lives not that many years ago. Bodies were in constant motion throughout the day and in tune with nature and with their wired brains – the perfect combination.

But today we’ve removed a lot of the physical movement from our lives and we’ve become disconnected from the outdoors and often from each other and our inner selves too. We’ve organised the world around us to protect us from weather and hard labour. Many of us live in permanent housing in societies with building regulations requiring our homes to be resistant to cyclones, tornadoes, rain, snow, hail, and wind. We shop for our food rather than hunt and gather it. Most people around the world commute using motorised transport rather than human power. And everywhere we look there are labour saving devices such as food processors and power tools.

The signs of fear and anxiety

Although our physical activity levels have reduced and we spend a lot of time indoors, our wired brains continue to go searching for danger and find it everywhere. This is exacerbated when something unexpected happens, such as the current corona-virus pandemic. For many of us, our bodies are not moving enough or connected with the world in ways that stimulate the physiological changes that keep a calm equilibrium and so we experience more signs of anxiety including:

  • ruminating thoughts
  • difficulty sleeping
  • sweating
  • feeling on edge, irritable
  • distracted
  • difficulty concentrating
  • body tension
  • aches, pains and nausea
  • lethargy
  • restlessness

are you feeding your fears

Action-based calming techniques for fear and anxiety

When we understand the physiology of fear, that is, what’s happening in our bodies when we feel anxious, we can begin to take actions to calm it. Calming actions may include:

  • set boundaries around your sedentary activities, for example, give yourself permission to use your electronic devices at set times of the day, put them away at night, set a limit on your daily quota of usage, and limit the number of times you check the news and social media
  • move more, sit less – move as much as you can during the day and get outside whenever it’s safe to do so
  • exercise for 30 – 60 minutes each day, preferably in the morning so you’re energised for the day ahead and it doesn’t disrupt your sleep at night
  • spend time with people whose company you enjoy or create a tribe of like-minded people – this can be face-to-face (when health directives allow this once again) but don’t forget there is great value in connecting with others online or by phone, video-conference (eg Skype), text and through social media groups
  • get creative and constructive doing hobbies or other tasks
  • participate in regular yoga, meditation or breathing practices – if you can’t go to a group class, try using an app, online class or a YouTube tutorial
  • watch a funny movie or a comedy show – laughing helps you breathe deeply and relax
  • talk to a professional
  • drink plenty of water and feed your body with good nutrition
  • spend time outdoors connecting with nature using your senses to be fully present in that space and time
  • watch your posture – shoulders back, head held high and breathe fully and deeply
  • have a massage to release tension from your muscles
  • give yourself a head massage
  • use your senses to connect with activities that you find relaxing, for example think about what things you can look at, listen to, smell, taste or touch that brings you joy
  • work on improving your sleep – if you are having trouble sleeping, read my  Top Ten Tips for a Good Night’s Sleep
  • rest or have a nap in the morning or early afternoon if you need to

use nature to deal with fear and anxiety

Mind-based calming techniques for fear and anxiety

Your mind is a mighty powerful tool that can also contribute to a sense of calm. Using your mind in this way can be a bit tricky if you haven’t done it before so here are some techniques to get you started:

  • talk to yourself using a calm, kind and rational voice

I know you’re feeling scared. Is it actually dangerous, or does it simply feel scary?”

What can I do to minimise the risk and maximise the benefits / enjoyment in this situation?”

What do I have control over in this situation? Hmmmm…. Okay, let’s just focus on that”

  • choose a positive intention or attitude for the day that will help you stay calm eg “Just breathe” or “I’ll start each day with movement and exercise”
  • remind yourself about fear’s purpose and that even in low risk situations your brain is wired to search for the danger, the difficulties, the problems – but this is only part of the whole picture
  • tune in to yourself and notice what’s happening in your body and what’s going through your mind
  • allow the fearful voices and thoughts to settle gentle as if they are snowflakes in a snow dome that’s been shaken up
  • imagine what advice a wise mentor might give you – this can help to balance up your own narrowly-focused thoughts
  • visualise wrapping your worries up as a gift and handing them over to someone or something that has more control over the situation
  • give your worries a name and imagine a safe little place that you can store them for now so that they no longer take over every part of your day and night
  • if you feel the fear or anxiety in parts of your body such as your belly or your head, imagine shrinking them down and allowing them a small space to do their thing – maybe a little corner of your belly or your little finger nail or behind your ear
  • visualise yourself walking into a beautiful garden and leaving your worries on the ancient worry tree at the gate before you go in (this idea comes from Maureen Garth’s book “Earthlight: new meditations for children”)

fear and possibility

Fear brings up other emotions

Fear is closely connected with a range of your emotions. It can keep you quiet with nervousness and shame. Fear can make you loud and angry too, or it can make you feel jumpy and agitated. It’s different for each of us, and it’s different in each situation we face too. That’s why it’s so important to have a deep store of techniques that you can draw upon when you need to. What worked for you before, may not work for you in a new situation.

Fear can be suppressed, expressed and transformed

When you think of fear as a form of energy, you can understand how it can be suppressed, expressed or transformed. Each of these processes has their purpose, but today I encourage you to focus on transforming your fear into productive and constructive actions and a healthy and helpful mindset. This takes practice and patience with yourself. Using the calming techniques for fear and anxiety that are listed in this article is a great way to begin your learning journey.

More Help?

If you would like help in managing fear and anxiety, you can chat with your doctor who may be able to refer you for counselling or to a local program or online resource that meets your needs. And check my website for my current individual and group programs including coaching, bush adventure and retreats that have been created to inform, inspire and empower you towards health and vitality.

You can listen to this article in the Outdoors is my Therapy podcast – Episodes 5 & 6!

Daisy Spoke avatar has long curly hair and smiling mouth

Discovering mountain biking as life’s ultimate parallel universe in her middle age, Kathryn Walton shares information and reflections in ‘Daisy Spoke’ that inform, inspire and empower women to a healthy and active lifestyle.