|Last Updated||9th April 2020|
|Approved By||Melvyn Pun & Martin Appel|
The current COVID-19 situation means that many Yoma employees will be working from home for the first time. This document is prepared to ensure employees have a set of guidelines and understand the expectations set by the Group so that each employee can effectively WFH The Yoma Way.
2. Employees Roles and Responsibilities.
2.1 Employee should be ready and available during core working hours
2.2 Employee should seek clarification if they are unsure of instructions
2.3 Employee needs to be available for Video Conference (“VC”), telephone calls and respond to emails in a timely manner
2.4 If an employee is unable to attend to work matters due to personal reasons or is unwell, they should notify their manager and apply for leave via Yoma Connect
2.5 Employee should be prepared for the day ahead with fully charged devices in case of power outages.
2.6 Employee is responsible for ensuring that they have adequate internet access and coverage for their residential area.
3. Tips to help employees be engaged and work effectively
3.1 Set yourself up the right way
- Switch from home to work mode – create a space in the home that is your ‘work-space’
- Get dressed in a way that signals you are in work mode. It doesn’t have to be formal but should be appropriate for VC calls
- Signal to your family members that you have commenced work for the day and signal to your family when you are available
- Don’t have the television or other distractions in the background
- Entering workspace will help you ‘turn on’ at the beginning of day and start work
- Leaving workspace will also help you ‘turn off’ at the end of the day and fully disengage.
3.2 Tips for time management.
- Keep clearly defined working hours.
- In the home you are your own time manager. Set yourself expectations on what to do and when to do it.
- Hold yourself accountable.
- Recognising when ‘enough is enough’ and when it’s time to switch off.
- Having separate time and space to work will allow you to be more present in your home life when you are not in work mode.
- Choose three to five things to do each day.
- Get the majority of your work done before lunch.
- Take regular breaks to step away from the ‘home office’.
- Work in 45 to 60 minute chunks of focused work followed by short breaks.
- Leave your desk for lunch – return refreshed and more productive.
3.3 Tips for health and wellness
- If you are not busy ask your colleagues if they need help.
- Avoid watching news during the day. It is easy to be consumed by the current global events. Try and stay focused.
- Disconnect and give people you care about your full attention.
- Stay hydrated and drink fluids throughout the day.
- Incorporate exercise into your day to stay fit and healthy.
- Do things that you love to do and do not usually have the time: For example, read, meditate, play board games, cook, set up social VC with friends and family. Physical distancing should NOT mean social isolation!
- If you think one of your colleagues is struggling with WFH, alert your manager so that they can follow up with them.
- Group HR has established
a ‘WFH Wellness Center’
- If you or one of your colleagues is struggling with WFH, send a message to email@example.com
- Your message will be treated confidentially and someone from Group HR will reach out to you directly.
- The WFH Wellness Center will be offering staff regular tips on improving health and wellness.
- The WFH Wellness Center will be setting up counseling services for staff that are struggling with mental health challenges.
Video Conferencing Etiquette
- Call in from a noiseless location – choose a quiet location and alert the people around you that you are on a call to limit distractions.
- Place your microphone on mute.
- Call in on time.
- Dress appropriately for the VC call.
- Behave as if you are in a meeting room.
- Come prepared to the meeting with reference material.
- Use the names of people that you are directly addressing on the call.
- Avoid talking over the voice of others.
- Pause at the end of your point to allow others to voice their opinions.
- Avoid other distractions like checking your phone.
- Avoid eating during calls.
- Pay attention and be an active listener.
- Keep your table clear. Put aside all your personal items as these may distract you and other participants of the call.
- Answer only relevant emails while you are on a teleconference call. This way, you will be productive and still in sync with other participants.
- Stick to the agenda. Always stay on topic.
Be a good host. Be on time, greet each of the participants and periodically check in with all participants to see if they have comments, suggestions or questions. Ensure that everyone is comfortable and have a good time during and after the call.