Working fromhome

W e s t f i e l d H e a l t h

A guide on how to work fromhome safely and productively

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About Westfield Health___________________________________ We’re dedicated to making a healthydifference to the quality of life of ourcustomers and the communities inwhich they live and work. We inspire and empower each otherto be the best that we can be, so wecan deliver evidence-based healthand wellbeing solutions that supportpeople, communities, andworkplaces to be healthier. We’re proud of our not for profitheritage and are passionate aboutmaking a healthy difference. We haveno shareholders, so the moresuccessful we are the more we cangive back to those around us.

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Introduction 2

Understanding COVID-19 2

Setting up your workspace 3-5

Creating a routine 6-10

Mental wellbeing 11-12

Keeping active 13-15

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COVID-19 has already brought major changes to the way we work, with many people now workingremotely. Though some people regularly work from home, for others, it’ll be a major change to theirdaily routine.  Thinking ahead about how you can establish a healthy work space, structure your day and take care ofyour mental and physical health will help make sure working from home is a positive, productive experience.  If you’re also self-isolating due to coronavirus symptoms or someone in your household being ill, take alook at our Understanding Isolation guide for tips on what isolation should look like as well asresources to keep you busy.

Introduction

Understanding COVID-19There's a family of viruses called coronaviruses that are common all over the world; COVID-19 is a newstrain of this type of virus that originated in Wuhan last year.  The main symptoms are fever, a cough and shortness of breath. Sufferers may also feel tired and haveaches and pains. If this progresses to pneumonia, it can cause breathing difficulties that require urgentmedical support.  Like seasonal flu, it is more dangerous for older people, those with weaker immune systems and peoplewith long-term health conditions.  As the number of cases changes day to day, the most up-to-date figures for the UK can be found onPublic Health England’s website.

Setting up yourworkspace

First of all, you need to decide where your workspace is going to be. Try to create yourself a dedicated workspace, evenif it’s just a corner of your dining room.  Try and find a spot where you’re least likely to bedisturbed by potential distractions, includingchildren and other family members, who may nowbe around for all or part of your working day.  This doesn’t mean your work area has to be apermanent set-up: it could be an area you only setup during working hours, but it does need to havethe equipment and environment you need to workeffectively.  Creating a dedicated space will help you have themindset that when you’re there, you’re at work.It’ll also give some definition between work andhome which can be tricky when working remotely.

Struggling to figureout what to do? Trymapping the processwith a flow chart.

From VPNs to monitors, our home setup canoften be very different to the office environment.  If your organisation has an IT team, the first stepis to make sure you have their contact details incase you’re struggling to get or stay connected.  You may also need to think about alternativeways of keeping in touch in case you’re unable touse your usual work equipment or connection. This could be as simple as exchanging personalmobile numbers and starting a team WhatsApp group.

Just as our usual office or workspace is set up to help us collaborate and do our job productively, it’simportant to try and create the right working environment at home.

Creating a workspace

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Getting the tech sorted

Did you know...There are many free apps out therethat can help you keep healthyhabits. Take a look at ones likeStretchly, OutStanding, or Micro Breaks.

When you’re at work, your employer has aduty of care to make sure that your workingenvironment is safe and any risks have been minimised.  Now that you’re creating your own workspace at home, it’s important to think abouthow you’ll take care of your own health and safety. That includes not only electrical appliancesand furniture, but also the way in which you work.  It’s also important to avoid repeatedmovements or staying in the same positionfor too long: the easiest way to do this is tovary your tasks so you avoid repeating thesame movements for prolonged periods oftime using the same parts of your body. You can also do this by getting up andstretching every so often and making sureyou take regular breaks. If you’re finding thishard, try setting a timer on your phone tomake sure you get up every hour. Finally, it’s really important that you adhereto any arrangements your employer mayintroduce to reduce risks. This may bethrough equipment provided, a process forreporting accidents or symptoms of ill health.

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Working in healthy way

wrong sitting position

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Make sure you have achair that supportsyour lower back andallows you to sit

Be aware that tablesand chairs at homecan be a differentheight from standardwork stations. Forcomputer work, makesure your chair heightallows your forearmsto rest comfortably onyour work surface sothat your elbows

Some employers maybe open to you takinghome key pieces ofequipment, such asyour chair, keyboardand monitor, so besure to ask your linemanager if this

up comfortably.

are roughly at right angles.

is possible.

correct sitting position

Creatinga routine

It’s a good idea to put together a clear plan forwhen it’s time to work, when it’s time to have abreak and when it’s time to relax back into homelife.  Start by thinking about when you’re mostproductive. You will need to take into accountadditional responsibilities, such as childcare orcaring for others.  A great way to create consistency is to set thesame wake-up time and bedtime every day. Whynot try getting up at your usual time, gettingready, then using your usual commute time forsome morning stretching or to read a book?  Creating a routine will give a sense of stabilityand structure that will help put you in the rightmindset for your working day.

Working from home gives you more flexibility than working in an office, but it can also lead to thenormal boundaries between work and home life becoming blurred. Over time, this can start to take itstoll on our mental health, so it’s important to think ahead and create a healthy work routine.

Designing your routine

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Questions to ask yourself when designingyour routine.

What times of day am I most productive?

How can I make the most of those times ofday? What tasks should I focus on then?

When am I likely to get distracted? How can Imitigate that?

What are the non-work things I enjoy thatboost my mood and make me moreproductive? How can I build those in to myday?

Is the routine I've outlined not just feasiblebut sustainable?

Use the template on the next page to designyour day.

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Daily routine template

My working hours will be:

To look after my health and wellbeing, I will:

I will take breaks at:

Physical wellbeing Mental wellbeing

Water tracker:

The most important task for today is:

Once I've completed that, the next threepriorities are:

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It’s one thing to create a timetable, but anotherthing to stick to it! This discipline is one of the most difficult thingsto get used to when you first start working fromhome, but is absolutely key.  Keeping to the working hours you set will alsoprevent you from over-working which is easy todo when your office is at home.  If you live with others, try sharing your workschedule with them so they know when you’ll bearound and when you’ll need to concentrate.

Sticking to your scheduleIt’s impossible to operate at 100% throughoutthe day. Even the most energetic, dynamic anddedicated person can’t be giving it their all,constantly. That means you need to make sureyou're taking regular breaks. Experts agree that the optimum concentrationspan for the human brain is around 50 minutes,so planning your work schedule in 50-minuteblocks and interspersing these with shortbreaks will allow you to perform more effectivelyand efficiently throughout the day.  Don’t skip your lunch break and make sure youeat away from your workspace. If you really aretoo busy to take a proper lunch break then makesure you take at least 15 minutes away.  Use your break times to clear your mind,stretch, get outside for some fresh air if you canand connect with others - even if that is viaphone. Breaks allow you to unwind, re-focus and thenapply yourself better. Take a look at the ideas on the next two pagesfor more information on different productivitytechniques you could use.

Promoting productivity

Did you know...

1.5 million people in the

UK work from home with

their main job. 

This comical-sounding technique refers to tackling thejob that you fear the most first. Mark Twain coined theoriginal phrase: ‘If it’s your job to eat a frog, it’s best todo it first thing in the morning. And if it’s your job to eattwo frogs, it’s best to eat the biggest one first.’ AuthorBrian Tracy developed the idea into a book in which thecentral concept is based around doing your worst taskfirst, as it’s the one likely to cause most procrastination.

Eat the frog“If it’s your job to eat a frog, it’s

best to do it first thing in themorning. And if it’s your job to

eat two frogs, it’s best to eat thebiggest one first.’"

Mark Twain

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Productivity techniques Everyone has different techniques for managing their workload. In times of change like the coronavirusoutbreak, this may lead to additional projects and stress, so it’s a good time to think about how tomaintain balance by prioritising your tasks.

The four Ds is a task management system that allows you tokeep on top of your to-do list. It’s particularly helpful as anemail management technique. Do – when faced with a taskthat’s quick to complete and important, go ahead and do it.Many tasks can be progressed or dealt with in two minutes.Delete – some requests can be deleted as soon as theyarrive. Delegate – can you pass a task on to someone else tocarry out? If so, ask someone else to take the job on andcomplete it for you. Defer – sometimes you simply need tomull something over. A decision might not be possibleimmediately, and it’s fine to wait a while before acting.

Practise the four Ds

The Pomodoro technique is a method for managing yourtime. Originally created by software developer FrancescoCirillo, the Pomodoro system encourages you to break yourtasks into 25-minute intervals. At the end of every timedinterval, you take a short break, recharging your brain inpreparation for the next Pomodoro. Every four Pomodoros,take a longer break to boost productivity. One of the mostpopular time management techniques, Pomodoro helps youstay on top of a busy, ever-changing workload byencouraging you to focus on a single task for a short yetintensive block of time.

Pomodoro technique

Do

Delete

Delegate

Defer

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Eisenhower matrix

urgent non urgent

imp

ort

an

tn

ot

imp

ort

an

t

US President Eisenhower is credited with developing this popular prioritisation technique, now known as theEisenhower matrix. The idea is that by deciding how important and urgent each task is, you can see whichtasks you should focus on first, delegate or put on hold.

Do firstGet these important and

time critical tasks off yourplate first.

Do laterSchedule a later time so these

important but not time-sensitivetasks don't get forgotten.

Proactively manage the items inthis box to avoid important thingsbecoming urgent and moving into

the top-left box

DelegateTo help you manage your

time, see if there'ssomeone you can delegateurgent but less important

tasks to.

DeleteIf something isn't urgent or

important it's time toreconsider whether it's

worth doing at all.

Mental wellbeing

Whether you enjoy working from home or are worried about it, it can sometimes be lonely - or especiallystressful if you’re suddenly juggling work and childcare in the same environment.

Faced with such a big change to our daily routines, it’s important to think about how you’ll take care ofyour mental health and stay healthy mentally as well as physically. Here are a few ideas for boosting yourmental wellbeing.

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Talk to your friends and loved ones

Keep in touch with your friends, loved ones orcolleagues. Talking and sharing your thoughtsand feelings when you’re feeling stressed oranxious can give you a fresh perspective, as wellas enable you to process the experience and focuson ways to move forward positively. Although youmay not be able to meet in person, you can makeuse of the telephone, social media and email.

Be active

Exercise can help us to manage stress and anxietyas it changes parts of the brain which regulatestress and also provides a distraction fromanxious thoughts. Turn ahead to our next sectionon physical wellbeing (pages 13-15) for ideas andresources on getting active.

Digital detox

Stay in contact with friends via social media, buttry to avoid or mute accounts if you find they aresensationalistic and raising your stress andanxiety levels. You may be finding yourselfchecking news websites more than usual, so it’s agood idea to monitor your usage and consideradjusting the time you’re spending on them ifyou’re finding it’s having a negative impact onyour wellbeing. You need to keep informed, butmake sure you’re getting your information fromreputable sources that provide a balanced view.

Calming breathing

A simple way we can help to control our stressresponse is through being aware of andcontrolling our breathing.  Proper breathing physically helps us to relax andcalm down and prevents anxiety-associatedhyperventilation. Calming breathing can be used anywhere and atany time to help calm you down and relax. Try thetechniques on the next page to get started.

Position yourself in a quiet environment

Make sure the air temperature iscomfortable

Sit comfortably in a chair or in a relaxedposition

Drop your shoulders naturally, so thatyour lungs can fully expand

Gently lift your head and fix your eyesstraight ahead of you; don't strain

Take five slow, steady breaths

Try breathing in through your nose andout through your mouth

Begin 'Calming Breathing' by breathing ineasily and gently to the count of three,holding for a second, then breathing outto the same count of three

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Calming breathing

Lie on the floor placing a small pillowunder your head and another under yourknees (this is optional)

Place your hands flat across yourstomach, with just the tips of your fingerstouching

'Bell' out your stomach as you breathe in,filling the lower part of your lungs with air(your fingers should move apart) andcount to three

As you breathe out to the count of three,flatten your stomach muscles (yourfingers will be drawn together again)

Diaphragmatic breathing

Did you know...Free mindful breathing and bellybreathing tracks that guide youthrough some simple yet effectivebreathing techniques are availableat stresscontrolaudio.com

Keeping active

The NHS guidelines recommend thatadults do 150 minutes of exercise a week.That breaks down into five 30-minutesessions. For more information on the guidelines,visit: https://www.nhs.uk/live-well/exercise/

NHS exercise guidelines

Keeping your body active is a great way tobreak up your day and keep your energy up.Here we’ve made a list of five of the mosteffective exercises you can do at home. All youneed is some clear floor space. Start by doing all exercises once. As you getstronger and more confident you can repeatthem 3-5 times, increasing as you get stronger.

While working at home, most people won’t haveaccess to specialist gym equipment. But thisdoesn't mean you can’t exercise.

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Planks

Planks are a great all-roundexercise. They’re very effectiveat strengthening your core andthey work your shoulders, armsand glutes too. To do a plank,place your hands on the floorshoulder-width apart in thepress-up position. Straightenyour back by lifting your headslightly, focusing on a spot onthe floor about half a metre infront of you. You should beaiming to hold this position foraround a minute at a time.Toisolate your core further, try aforearm plank. You shouldfollow the instructions as above,but resting your weight on yourelbows with your arms out flatin front of you.

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Mountain climbersMountain climbers are a greatexercise to raise your heartrate whilst exercising yourlegs and engaging your upperarms and core. Start in a highplank position, as describedabove, with your armsshoulder width apart. Bringyour left knee up to your chestthen return it to the startingposition. Repeat the samemotion with your right leg.This counts as one repetition.Try to keep your back straightthroughout. Repeat this for10-12 reps. The faster you doit, the harder it will be.

LungesLunges are a great exercise for yourlegs, working your hips, glutes, quads,hamstrings and core, as well as yourinner thighs. To perform a lunge, standup straight with your legs hip-widthapart. Take a long step forward withyour right leg so that your foottouches the floor heel first. Lower yourbody until your right thigh is in linewith the floor and your lower leg isvertical. Then, stand up by pushingyour right heel into the floor so yourback in your starting position. Repeatthese for 10-15 times on each leg. Tomake it more difficult, try holdingsomething safely and securely in yourhands to add weight.

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Press-ups

The movement starts bymoving your chest tothe floor, then pushingback up into the startingposition. Keep your hipsin line with yourshoulders throughoutand your elbows tuckedinto your sides. Thecloser your chest gets tothe floor the better. Ifyou find this too difficultthen try them with yourknees on the floor.

SquatsSquats are a lower body exercisethat work your legs and glutes andhelp to improve lower bodymobility. To do a squat, stand withyour legs shoulder width apart andyour feet either pointing forwardsor slightly out to the side,whichever feels more comfortable.Slowly sit back, bending your kneeswhilst pushing out backwards,keeping your knees behind yourtoes. Try to squat until your hipsare lower than your knees. If youcan’t get this far down then keeppractising! Then stand up, keepingyour back straight throughout.Repeat this 10-12 times.

Press-ups are one of the most popular bodyweight exercises that are very effective at strengthening yourchest, core, triceps and shoulders. As with all exercises, it’s very important that you have good form. Place yourhands on the floor, shoulder with apart. Put your feet straight out behind you, until your back is straight.

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