Some call it “telecommuting.” Others call it “virtual staffing.” Bottom line is that more and more people are working away from the office every year. Smart Phones, laptops and other portable computing devices have made it possible to do your job from home or anywhere in the world. Clearly, working at home is not for everyone. But for those of us who meet the criteria, it is the only way to put in an 8-hour day. Here are some tips on how to make technology and home work for you.

Determine whether your technology belongs to the agency or the family. It's hard enough to convince staff that their workstation is agency property, not their own personal computer. But it can be even more challenging for homebound staff.
Unauthorized software and data pose a risk of fines for improper use as well as significant security problems. One hapless individual loaded a personal video game on the company's server. As a result, the entire network went down for 12 hours. Unfortunately, the employer was a major online investment company. Every client was unable to buy, sell or trade for the entire time the problem was being corrected.
Agency technology should only be used by yourself and for agency-related and approved business.
Set up a comfortable, professional workspace. Avoid the temptation to lie in bed, sprawl out on the floor or assume other positions that are neither professional nor appropriate for good posture. A professional environment affects every part of how you do your job.
Designate a clear line between work and home. Customers deserve nothing less, and neither does your family. Eliminate distractions like TV, radio and iPod. Make a commitment to ensure that your full attention is directed to protecting your customers.
Clearly define times to start and stop work. Work is work. The same ethic that empowers your success in the agency also will drive your success when working remotely.
Follow the same schedule for getting dressed, eating breakfast and beginning your work day, whether you plan to work at home or drive to the agency. Professionalism is an attitude just as much as an action. Your customers and fellow staff deserve the same respectful care, regardless where you call “work” for the day.
Continually reduce your dependency on paper.

Space at home is limited. Almost nothing is as demoralizing as beginning the day with a 3-foot-high stack of paper. Plus, you don't have the ability to walk over to someone's desk to give or get a piece of paper. Working remotely requires a healthy and disciplined approach to working electronically.
Keep the lines of communication open with the agency. Technology provides a number of simple, effective ways to keep the lines of communication open with your agency management and staff. Here are just a few:
o Web conference
Webcams are becoming standard technology tools. Learn how to use them. Check out www.skype.com. It's free and reliable.
o MSN Messenger
Messenger is a free service that allows you to chat live, attach documents and Web conference while working virtually. Online chat is most effective for communicating basic information and answering questions.
Messenger also provides the ability to post messages such as “Busy” and “Be Right Back,” so that others know your schedule and when you are available.
o Go To My PC/Log Me In
Software such as www.gotomypc.com and www.logmein.com provides one-to-one connection between remote locations. For example, producers can access their workstations in the agencies from their portable devices anywhere they have Web access. Take advantage of technology for project management and time management.

Time management is not about time. It's about how we manage ourselves. The same is true about managing projects and tasks. It does not happen automatically. To-do lists and project goals are essential for productive telecommuting.
For example, a producer can create a task in Outlook with information for processing a new client. This task can be assigned to the account manager. Regardless where they are working, this task instantly appears on their task list in Outlook, including a start and due date. When completed, the task is marked “Complete” and the producer is notified.
Another great use of Outlook is to establish “Rules” to automatically manage work as it comes in by e-mail. For example, a commercial lines CSR may have all certificate of insurance requests automatically route to a folder so they can be processed at designated times during the day.
It also is important to request assignments be given to you by management or producers in writing, including specific times to begin and end, and what is expected of the task or project.
Take regular breaks in and out of the home. If you are working from home on a regular basis, it is important to get up during the day, move around, eat and get away from your desk in general. One of the most common reasons why working remotely is unsuccessful is because people fail to draw a clear line between their “work” lives and their “family” lives.
Take time to get out of the house and resist the urge to work at all hours. Even when you get reasonably caught up, all of your work will never be completely done. Self-discipline is important if working remotely is going to be a long-term option.
Resist the urge to eat at your desk.