Workspace Optimisation for Remote Work Essential Tech Tips

Remote working, once a privilege afforded to a select few, has become the norm in a post-pandemic world where values like flexibility, well-being and productivity have gained a newfound currency in the workplace. As more companies make remote or hybrid work arrangements a permanent offering, employees must deliver on the promise of higher productivity, seamless collaboration and better results. But this is easier said than done.

In this article, we will guide new and experienced remote workers on how to optimise their home workspace for better productivity, well-being and communication by listing some work-from-home best practices, tips and suggestions. 

Choosing the right technology

While there’s no end to the number of gadgets and accessories you can add to your home workplace for better efficiency and productivity, you need some essential technology for a basic setup to work from home. This includes a professional laptop (preferably with higher-end specs to handle video calls, long working hours and multitasking), a large high-resolution monitor that enhances your working experience and a reliable internet connection with high-speed connectivity and minimal disruptions. Beyond this, you can invest in gadgets like noise-cancelling headphones or software tools, such as a collaboration platform.

When it comes to software, you need some essential communication tools and project management applications to collaborate with your team members. While Slack and Microsoft Teams are popular workplace communication tools, your choice ultimately depends on your requirements. If you expect to be in long meetings every day, video conferencing software like Zoom or Google Meet will be essential, whereas if you only have to provide text-based updates, Slack may suffice. Similarly, depending on the team’s internal processes, you may use Asana or Trello for easier project management.

When joining a new workplace, you will likely join an external or internal platform and will have to learn how to navigate it. Most communication and project management tools are incredibly intuitive, and you can get the hang of their basic features in no time. 


Creating an ergonomic workspace

The most significant advantage of working from home is that you have the liberty and flexibility to work however you want. However, without the right workspace, furniture and tools, you will likely work in an uncomfortable setup that can hamper your productivity and health. A poorly set workplace with misaligned desk height can result in poor posture and back pain or worsen existing medical symptoms. Using the right furniture, lighting, temperature control, and workplace design can help you focus better, reduce distractions and ultimately support your well-being. 

Creating a workspace that works for you might take some experimentation, so here are some tips to help you get started:

Create a dedicated workstation

Working from the couch or lazing in your bed may be tempting, but having a separate workspace is vital to setting healthy professional boundaries and staying focused. Select a spot with fewer distractions and sufficient space to accommodate all your work devices and assets.

Check the monitor and chair height

Your chair and desk should be placed so you do not strain your posture while working. Change the monitor and chair height until you experience a neutral posture without pressure on your neck or back. You can also use cushions to make your chair more comfortable.

Ensure proper lighting and viewing angles

Ensure you have adequate lighting during working hours so as not to strain your eyes. If possible, allow natural light into your workspace and ensure clear viewing angles.

Adjust keyboard placement

The keyboard and the mouse must be below the elbow level for maximum ease. Your arms, elbows and wrists should glide across these devices easily without strain or pressure.

Arrange items according to priority

Keep everything you need daily at arm’s length, with only the most important things (like a notepad or a file) at your desk. Leaving enough empty space at your work desk is also important to reduce clutter and improve visual aesthetics. You can buy cable management tools to arrange cords and wires seamlessly.

Enhancing productivity with simple tools

Various applications and tools can enhance your productivity by reducing the time to accomplish tasks, tracking your time better and helping you stay focused. You can use these tools to share files, manage meetings, take notes, track progress, visualise ideas, block distractions and prioritise certain types of notifications. 


In addition to using productivity tools, it’s vital to organise your files, documents and desktop for efficiency. An overly cluttered desktop is a telltale sign that some digital management is long overdue. If you are working with many heavy media files, such as high-resolution images and videos, clearly label the hard drives for easy access. Similarly, safely store your passwords and credentials for cloud-based applications using password managers or locks.

If you are new to remote working or working alone, keeping track of time or motivating yourself throughout the day can be tricky. Learning different time management techniques can help you remain attentive and productive during the workday. For instance, the Pomodoro technique lets you stay focused by taking short breaks after fixed intervals. These breaks can also help you physically, as the 20-20-20 rule says to look at least 20 feet away from your screen for at least 20 seconds every 20 minutes. Besides giving short breaks, this technique can also help maintain eye health. 


Maintaining strong communication

Communication is the cornerstone for successful remote working teams, and effective communication hinges on everyone participating. Depending on your role and workplace culture, your organisation may have a preferred mode of communication and collaboration. This method can also vary within teams in the same organisations, per the manager’s working style and preference.

You can use instant messaging applications, email, video conferencing tools, collaborative software and project management tools, or a combination of these tools to stay in touch with your team. Many modern collaborative tools often integrate all these features under a single platform. Here’s how you can utilise these tools to maintain clear and regular communication with teams and clients:

Set clear goals, timelines and expectations: Whether you are writing an email or discussing a project during a video meeting, establish clear goals, follow-up actions and timelines to ensure that expectations align.

Keep meetings short and focused: If you are organising a meeting or participating in one, prepare beforehand, time your speech and listen attentively.

Use the right tool for the proper purpose: Use your judgment to choose the right tool for the best result. While some questions may be better answered via instant messaging than email, other discussions may require a video meeting.

Consider differences in time zones and schedules: Be mindful of the different time zones, work schedules and cultural background while sending messages or setting up meetings.

Request and share feedback: Make it a habit to seek feedback from your team members and offer it when the opportunity arises.

Always reread your message before sending it: Before you hit that send button, reread the text and check if you can make it leaner, clearer or simpler. You can also use grammar and spelling tools that offer suggestions to improve your communication.

Securing your remote workspace

Alongside a rise in the adoption of remote and hybrid work models, there has been an unprecedented increase in cybersecurity attacks targeting businesses through remote employees. As employees increasingly use personal devices and insecure internet connections, hackers and malicious actors exploit the vulnerabilities of public networks and outdated device systems.

With the trust, liberty and flexibility organisations offer workers, people must also become responsible for protecting their data and devices from bad actors. Here are some tips you can follow to secure your workplace and protect your data and privacy:

Create strong passwords and enable multi-factor authentication: Secure your devices and work accounts using strong passwords. Also, use multi-factor authentication to prevent unauthorised access to your accounts.

Secure your internet connection: Use a private internet connection with the latest router, unique password, cutting-edge encryption and security features. Avoid using public internet at cafes or libraries for work purposes.

Keep your devices and operating system updated: Ensure you install the latest security updates for your device and operating system to prevent hackers from exploiting vulnerabilities.

Track the latest trends in the industry: Keep an eye out for the latest news and developments in the cybersecurity space to learn about new types of attacks and how to not fall for them.

Regulate access to work devices: If possible, have a separate work and personal device and keep it password-protected when not in use to limit exposure of sensitive information.

Install an antivirus software: Get a reputable antivirus software that alerts you about suspicious websites, downloads and software. Also, do not download unknown software or click on suspicious links. 


Creating a distraction-free environment

Although working from home helps people achieve a better work-life balance and exercise greater autonomy, it’s also exceptionally challenging to replicate the same level of dedication and focus amidst domestic and personal distractions. Here are some tips to create a distraction-free work environment at home:

Set a routine

Creating a fixed and somewhat predictable routine can make it easier for your body and mind to focus on working during specific times of the day. This can also help you get personal chores done on time.

Take regular breaks

Working for longer stretches without breaks can be overwhelming, so it is advisable to take short yet regular breaks frequently. You can set these intervals per your liking and daily schedule, but try to hydrate, walk, stretch or listen to music during these breaks.

Turn personal devices on silent

During work hours, put all personal devices not used to connect with team members on the ‘Do not disturb’ mode. If you have to use your phone to talk to your clients or team, turn the notifications off for specific types of apps, such as social media or streaming.

Identify what works for you

Everyone is programmed differently, and identifying and dealing with your distractors may take some trial and error. For example, if you feel more energetic and focused during the first half of the day, it may be more prudent to finish all complex tasks by lunch and schedule meetings for the second half. Similarly, while having a written to-do list may be necessary for some people, others may be more adept at planning things in their heads.

Use technology

If your workspace has noise or other distractions, you can use noise-cancelling headphones while working to focus better. Similarly, you can use a variety of focus apps that time your work schedule, block social media websites, redirect focus or add obstacles to distractions.

Balancing work and personal life

Working from home can be more comfortable and enjoyable for many people, but at the end of the day, it’s still work, and unless you are careful, it still has the potential to take over your life. This challenge is more potent because working from home blurs the boundaries between work and home. Here are some ways in which you can retain these boundaries and achieve a better work-life balance:

Establish clear limits: It’s better to have clarity regarding your working hours, responsibilities, and expectations to know when you should stop. A dedicated workspace is also helpful in mentally ‘stepping away’ from work as it creates a physical boundary between your home and work identities.

Communicate with co-workers: Once you know your boundaries and limitations, convey them to your colleagues and supervisors. This can help them respect your boundaries and support you in achieving your goals better.

Set device and notification schedules: Turn off notifications from work devices after your conventional working hours, and do not dedicate all your waking hours to work.

Make time for things other than work: Take your time off of work as seriously as your work responsibilities, and nurture interests that keep you physically and mentally active.

Learn to refuse and delegate: Finally, learn how to politely take on more work when you already have enough on your plant and delegate work to others who may be better suited for the task.

The future of remote working and workers

Remote work will be a reality for the future of work, in some form or another, and people need to learn how to design optimised workspaces within their homes. With the benefits of this new work paradigm, there are also ample pitfalls to avoid. Technology itself can come to your aid in ensuring you stay active, engaged and focused. The only way to thrive in today’s unpredictable world is to embrace ongoing upskilling, adapt to new technologies, and learn the smartest way to get things done.