Five Smart Tech Gadgets for the Home Office

Is your home office in the 21^st century?  Are you utilizing “smart technology” to make your home office smarter, safer, and more efficient? These five gadgets are worth looking into:

1.     Video doorbell.
A motion activated video doorbell enables you to see and even speak with visitors at your door—from anywhere. So even if you’re working at the coffee shop or on the beach—you can see—via the app—who is at your door.  When the “no solicitation” signs don’t work, and your day is constantly interrupted, this gadget is a must have.

2.     Smart Speakers

Certainly not new, smart speakers use wifi to sync with your electronics allowing you to use voice commands like play music, turn off lights, or even make the coffee.  Now if they could only make your lunch too!

3.     Smart Light Bulb

By no means a new concept, these $10 bulbs are dimmable and wifi-enabled. These LED light bulbs allow you to adjust your lighting from the app—or even from your smart speakers.  Great for when you don’t want to walk into a dark home at night.

4.    Smart Plug

This wifi enabled adapter allows you to shut off appliances—like your coffeemaker—remotely. No more burnt coffee.

5.    Remote Thermostat

Devices like Nest learn the climate of your home and adjust accordingly. If you’re like me and adjusting to AC, this is a must have.

What are your fav smart tech gadgets for the home office?

The remote work hiring process

Remote work is becoming mainstream. The benefits of remote work range from no commute (hello Angelenos!), to increased productivity, to happier and healthier workers, to flexibility and more. But what does the remote work hiring process actually look like? I spoke with Zach Montroy, Director of People & Team Strategy with Summit CPA Group about the remote work hiring process, and here’s what he had to say:

Andrea: What does the remote work hiring process look like? Where do you start?

Zach: The hiring process actually looks very similar to a brick-and-mortar company process. However, being a distributed firm allows us to be more agile in the process and we’re able to expand our possibilities. For example, we have the opportunity to recruit talent from anywhere in the USA, and we don’t have the added costs of relocation. The way we advertise for the job is different as well. We target a variety of markets and home in on areas of expertise by tapping into platforms such as LinkedIn, Indeed, Virtual Vocations, and FlexJobs.

 Andrea: Do you interview candidates remotely as well?

Zach: We do. Our team is in front of a screen interacting with colleagues and clients every day, so it’s a perfect filter. It’s important to see how candidates interact with the camera, and also how they handle the technology. We utilize the power of our team in every step asking candidates about their professional journey, how they live out our core values, what their core values are, and we test for things like emotional intelligence and job skills. For our Virtual CFOs, we do interviews in person as well.

Andrea: How does culture fit into the hiring process?

Zach: We take our core values very seriously and we work to live them out daily. We ask our candidates examples of how they live out our core values and what they look like to them. We’re “changing the way people think about accounting”– it’s at the core of who we are, and we need to ensure the candidates’ values align with Summit CPA Group. Studies have found that Emotional Intelligence accounts for 60% of job success so we test for that in our process as well. Emotional intelligence testing gives us a good sense of how the candidate will interact with others and how their emotions play into, and help manage, relationships.

Andrea: Do you require candidates to perform test projects?

Zach: We use case studies as a way to assess past performance and knowledge around the job. We ask candidates how they would approach situations. This allows us to see first-hand how the candidate will likely function in the environment.

 Andrea: What is the biggest challenge of hiring remotely?

Zach: If you had told me 10 years ago that I’d be hiring people without ever meeting them in person, I would have called you crazy. I think there is value in spending extended lengths of time with a candidate, but that can be done virtually as well. Spending an entire day with a candidate is really telling. Anyone can be in character for an hour or two, but throughout a day, you really see their personality and how they handle different situations. You lose a bit of that aspect with remote hiring, but we’ve really tried to compensate for this in our process to make sure we’re getting the right people on the bus and getting them in the right seats quickly.

Andrea: What’s the biggest opportunity of hiring remote workers?

Zach: Being able to pull from a larger geographic area. I can find the best of the best when I don’t have any geographic limitations. Remote work opens up opportunity for people with expertise who have “traditional work hour” limitations. We’re also helping people get their lives back. When we lived in Chicago, my wife commuted 3 hours each day. That was 15 hours of her week, GONE. It also helps team members be more efficient, I’m able to collaborate and be social, but working remotely allows our team members to focus when they need that space as well.

Andrea: What qualities do you see in remote workers?

Zach: Grit, resilience, adaptability, strong work ethic, integrity. The tech tools we use as a remote company are always changing, and at Summit CPA Group we are always embracing new technology. Our team must be comfortable with technology and with change. Self-discipline is huge. As a remote worker you must be able to shut it off. No one is going to show up with their best self if they are working 24/7.

How Remote Workers Can Minimize Distractions

This article was published on yonder.io on December 6, 2018.

Working from home allows tremendous flexibility and is a total work life balance game changer. It does, however, come with a few challenges. Distractions ranks pretty high on that list.

Minimizing distraction starts with setting boundaries for yourself and for your family and friends. While you might have flexibility with your working hours, it’s important to set dedicated work hours and communicate those hours to your internal team, clients, family and friends.  Stick to those hours—if not you will find yourself working 24/7 and getting burned out… or not working at all and not having a job.

I’ve found that having dedicated office space in my home is helpful in setting boundaries as well. When I’m in that area of my home, I’m working. The door is usually closed, as this signals to my family that I’m unavailable. They know that when the door is closed, they need to knock (or just leave me alone.) I often only close the door to focus when I’m on a call or deep in numbers or writing. Other times, I’ll leave it open, and my family knows I’m open for a break.

Taking breaks is key. If you are finding yourself becoming distracted, you may just need a break. A break can mean walking to the kitchen for a coffee, or wandering outside to get the mail, or taking a 15-minute stroll around the neighborhood. Whatever works for you is what matters. Take a real break for lunch. Do not eat lunch at your desk. Take snack breaks. Take water breaks.

Oftentimes, I hit the local coffee shop or the beach to work. A change of scenery is what I need to refocus and jump start my creativity. When I’m at home, I easily get distracted by household chores. Getting out of my home often helps me to focus on work and only work. Calendaring helps also.

I have a master calendar that reflects my life—it includes both work and personal. I have time blocked off to drop off/pick up my daughter at Montessori School, go to doctors appointments, and attend meetings. I even block gym time, lunch time, and break times. I live by my calendar, and those little ding dong reminders keep me on track and distraction-free.

Since I do work from home, I regularly receive FedEx and UPS deliveries that I must sign, however, the added distractions of sales people knocking and interrupting my work day became too much. I invested in an inexpensive “No Solicitation” sign for my front door, and now if I hear a knock, I know I need to answer it.

There’s a lot of construction happening in my neighborhood currently, and that means loud noise. I’m thankful that I invested in a pair of good wireless headphones not only for the video calls, but to block out noise when I need silence to concentrate.

It’s hard to concentrate when you have a cluttered desk. Knick-knacks, receipts, junk mail, Post-It notes, and bills on your desk are total distractions. Take a few minutes each evening before you sign off for the day to clean, straighten, and organize your desk. Simply clearing away the clutter from the day will help you end your day and separate work time from “going home” time. You’ll also feel great when you log on the next morning, and you have a neat and orderly clean slate in which to start.

I usually start my day reviewing my to-do list for the day and my calendar. Knowing how my day looks and what I need to accomplish helps me focus and minimize distractions. I schedule out the tasks that need to be completed for the day around my standing appointments. My work is deadline heavy. There’s always a hotel contract due, a client byline due, award submission or speaking engagement deadline, or a timely social media post. I always start with those deadline sensitive deliverables and go from there. If there are a few admin or “mindless” tasks, I’ll knock them out of the way first –it always feels good to cross off a few line items straight away. What’s your best advice or tip for overcoming distractions when you work from home? Tweet us @acannistraci to share your tips!

WFH with Kids

One of my clients, who is distributed, recently tasked me with creating an infographic on the topic of working from home with kids. It's a relevant topic and one of concern for both employers and employees of distributed-model companies. As a Mom working from home running my own business, this was a fun project that truly allowed me to share my expertise on the matter.

Would love to hear your advice on working from home with kids.

The Freelancer Dream and Finances

Freelancing is the dream, right? You wake up when you want, work a little, go to the beach. MYTH. Freelancing is HARD. It’s can be challenging to be your own boss, be 100% responsible for you and your business. That’s a lot of pressure. Your job is to find clients, and keep them. And if you have a family -- work/life blending (not balancing) is an added obstacle. And what about the business side of the business—the finances. That alone can be scary and overwhelming. It’s important to know how to handle the money you’ll be making in your new freelancing career. And more importantly, to find a trusted accountant.

Several Accounts

Freelance = feast or famine. Either you are inundated with work,  or not working at all. For this reason, it’s important to always have a savings account to cover at least three months’ worth of expenses. In addition to a savings account, you should keep your banking accounts separate: for example, personal, business, and taxes. As a freelancer you are responsible for paying your own taxes. So when freelance checks comes in, approximately 40% should go straight into the tax savings account. 40%? Yep. You’re still responsible for your share of income (including state), Social Security, and Medicare taxes. Your accountant will advise you to pay quarterly taxes –and what that minimum amount is--to avoid end-of-year penalties. This really brings into account the importance of tax planning as many freelancers have other investments, so it is important to look at all your taxable sources to determine the proper tax savings amount. A good accountant is priceless as a freelancer.

Benefits
If you are new to freelancing, the lack of benefits--like no health insurance or 401K—can be the scariest part of your new business.  It’s important to research individual health/vision/dental plans to determine which plans fit your needs and your budget. Health plans can be quite costly, and you must account for this added expense. Also, you should talk with your accountant regarding tax-advantaged saving options such as SEP IRA, SIMPLE IRA, self-employed 401(k), or an IRA. Saving for retirement is important.

Track Everything

Track every last penny. Keep all of your receipts. Use Excel, use a piece of notebook paper, or buy proper software. This will be key in helping you and your accountant determine your taxable income, and help support your deductions. Further, your accountant may find more tax deductions of which you weren’t aware. Additionally, you’ll want to keep these documents in the case of IRS audits.

Live Within Your Means
While working from home does have its advantages—more flexibility, more family time-- it’s still not all glitter and glam. You’ll still have to live on a budget, which you’ll be more vested because you are controlling every aspect of your income.  Finding new ways to live comfortable and within your means is part of being a freelancer. Perhaps, you’ll surprise yourself and discover ways to reduce your monthly expenses.  With a little leftover, perhaps you’ll be able to experience something you’ve always wanted, or put some away for retirement. Finding the right projects and right clients that will allow you to achieve your financial goals while also living the lifestyle you prefer –that is the freelance dream. 

I would love to hear what other freelancers are doing to manage their finances. Care to share?

Home Office Setup Impacts Productivity

Your office space is very important. Heck, it’s where you spend a majority of your day. If your space isn’t conducive to working, you won’t be as productive.  And, when you work from home, it’s important to stay focused and have a positive work space that will attribute to an efficient work environment.  But let’s face it, when you work remote, your office could be your kitchen, closet, a nook in the bedroom, or a shed out back.  How do you make that space special and productive?

Several of my clients are 100% distributed, therefore, no one really “sees” the entire workspace of their colleagues. I thought it would be fun to poll one of the teams on the one change they have made to their physical office setup, and how it has positively impacted their work.

The answers I received fell everywhere from invest in a high quality office chair to throw out the printer (!!) I’m not one to argue a good chair with great ergonomics and lower back support. It certainly makes a big difference in how you feel at the end of the day.  However, throwing away a printer seems a bit drastic for me--I’m too old school.

One executive said he changed his background view to something interesting --the picture frame golf course view.  Apparently, he is asked if it is real in about 100% of the new calls he is on and people love it.  What a great conversational starter. 

Cleaning out, for most people, is quite therapeutic. I know I always feel better after I purge and re-organize.  One team member said she organized (cleaned) her office and has gone entirely paperless with her personal bills . The result is that she is more productive because she’s not distracted with disorganized paperwork. I may borrow this idea. There is way too much paper in my life. 

Stand up desks are all the rage these days—especially at tech companies.   One team member shared that she purchased an UPLIFT desk with her Tech stipend (another amazing benefits of working for some companies) and moved her new desk next to a window. She can adjust her desk to a stand up or sit down position and she likes the fact that she can see her back yard, flowers, and the bird bath.

A CEO mentioned the importance of having a door you can close while you are working and can open when you are not.

If you work remote, and are bored with your setup or struggling to stay focused and productive, a few small changes can certainly help.  I'd love to hear what changes you have recently made to your physical office setup, and how it has positively impacted your work.

Company Retreats: Preventative Care for Distributed Companies

As I gear up for a client's inaugural all-hands company retreat in a few months, I've been reflecting back on a blog post I wrote back in February entitled, Trust Falls and Rope Courses.  It’s a great post mortem read about a successful leadership team retreat and how sometimes these retreats get a bad rep.

Like the interchangeable terms “remote work”, “co-located”, “working from home”, and “distributed team”, the term “company retreat” can be referred to as an “offsite”, “summit”, “camp”, or “meeting.” Company retreats are a strategy and running a company retreat is an expertise. They should not be looked at as a cookie cutter solution—your retreat should be customized to meet your team’s culture and your team’s goals and objectives.

Why host a company retreat if you’re a distributed company? Simply, it will create more opportunities for human connectedness and enhance seamless communications. Being physically together in the same room also builds trust. Retreats can help with the disconnectedness that virtual employees may feel.

Think of a company retreat as preventive care. If you nurture your employees in good times, they will be prepared for unexpected challenges in the future. With many companies, I’ve seen first hand the positive outcomes of a company retreat in the form of an “afterglow”—the magic that happens immediately after an event for a few months. Teams seem closer, more casual, more open, more communicative, and more productive.

Most of my clients host a company retreat once a year, and an executive/leadership team retreat once a year. There’s no right frequency—it’s what’s right for your needs and your culture…and your budget. Company retreats are not inexpensive. When you consider the lost client time (if you’re a services company), the resources needed, and the actual cost—it adds up. Many distributed companies take the (roughly 4% of overall revenue) funds they would use as office overhead (rent, facilities, etc) and put towards a line item called, “Employee Development.” Connectedness and culture are super important to any successful company, and especially to distributed teams.  The retreat can be the lifeblood of the company. Often employee retention and even client retention can be linked back to company retreats.

The planning and logistics of a company retreat are intensely complicated. Companies, a lot of times,  don’t realize what all is involved. They become frustrated and the event suffers. Often, it has the opposite effect of causing division. Full knowledge of what all is involved is imperative to a successful event. Finding the right venue is a big challenge: ensuring good wifi, proper meeting space, privacy, the list goes on. Sure, you can do it yourself, but why? Let a professional handle it for you and you’ll be amazed at the cost savings you receive through concessions and negotiating.

You have a friend in the business with andgreat. And we won’t even charge you to find a venue.