Over het nieuwe werken

8 tips om slimmer op afstand of in het buitenland te werken

Door: Tom Rovers

Het Nieuwe Werken biedt werknemers nieuwe mogelijkheden. Maar worden deze ook altijd gebruikt? De afgelopen twee weken heb ik vanuit Stockholm gewerkt. Zo heb ik onderzocht of het voor mij nodig is om fysiek op kantoor aanwezig te zijn. Daarnaast heb ik ervaren waar je allemaal rekening mee moet houden bij werken op afstand.

1. Maak duidelijke afspraken over je werkzaamheden

Hoewel een experiment als dit natuurlijk helemaal past binnen het Nieuwe Werken heb ik dit wel met mijn manager overlegd. Hierbij heb ik besproken welke werkzaamheden ik tijdens mijn twee weken in het buitenland zou uitvoeren.

Aangezien ik helemaal niet op kantoor zou verschijnen is het belangrijk om zoveel mogelijk te sturen op resultaten. Hierover hebben we eenvoudige en duidelijke afspraken gemaakt aan de hand van een takenlijst. Zo ontstaat er achteraf ook minder snel discussie over de verrichte werkzaamheden.

Een van de grootste obstakels van werken in het buitenland is dat je (nieuwe) klanten niet persoonlijk kunt ontmoeten. Afspraken die al gepland stonden heb ik, zover mogelijk, via een online vergadering laten plaatsvinden of anders verplaatst naar de week van mijn terugkomst.

2. Zorg voor een goede werkomgeving

De fysieke werkomgeving is ook van groot belang. Je zit immers vaak nog steeds hele dagen achter je computer. Daarnaast wordt dit ook nog eens minder afgewisseld met vergaderingen en klantbezoeken. Een goede stoel en een bureau zijn dus essentieel. Daarnaast is een snelle internetverbinding noodzakelijk. Zelf verbleef ik bij familie waar ik een eigen kamer met bureau had. Maar je kunt natuurlijk ook denken aan kantoorruil of werken op flexplekken of in hotels.

3. Gebruik technologie om bereikbaar te zijn

Bij Sparked werkt iedereen met laptops en kunnen we vanaf overal bij onze e-mail en bestanden. Met dit soort voorzieningen wordt het eenvoudiger om je werk ‘op te pakken’ en in het buitenland voort te zetten. Als dit binnen jouw organisatie niet wordt aangeboden kan je bijvoorbeeld met een eigen laptop werken en andere oplossingen vinden voor het delen van bestanden met collega’s.

Vooraf heb ik met collega’s duidelijke afspraken gemaakt over communicatie. Hierbij heb ik een voorkeur uitgesproken voor ‘telefonie’ via Live Meeting en Skype. Dit zorgt ervoor dat de telefoonrekening niet onnodig hoog wordt. Een auto-reply zet je natuurlijk niet aan, je bent immers net zo bereikbaar als op kantoor.

4. De eerste werkdag

Ik ben in het weekend naar Stockholm gereisd en heb de zondag gebruikt om te zorgen dat mijn werkplek in orde was. Aangezien ik hier aan huis werk heb ik geen reistijd. De eerste productiviteitsverbetering was dus meteen binnen.

Tijdens mijn eerste werkdag heb ik via Live Meeting veel contact gehad met collega’s voor een project dat ik coördineer. Na een ochtend overleggen en afspraken maken dient de verwachte rust zich aan. Ik merk dat ik hier, beter dan op kantoor, langere periodes geconcentreerd kan blijven. Getting Things Done dus.

5. Blijf verbonden via sociale netwerken

Na een productieve eerste dag deed zich op de tweede dag een grote uitdaging voor. Er stond namelijk een sessie gepland voor het hele bedrijf. De sessie zat vol presentaties, interactieve elementen en natuurlijk eten en een borrel. Vooraf had ik geregeld dat ik via Live Meeting kon meekijken. Hierdoor kwam de inhoud goed over, maar de sfeer en interactieve elementen gingen toch aan mij voorbij.

Gedurende mijn verblijf werd dit gebrek aan gezelligheid overigens gecompenseerd door sociale contacten via Twitter. Zo bleef ik op de hoogte van wat er in Nederland gebeurde en waar iedereen mee bezig was.

6. Tweewekelijks overleg

Om mijn ervaringen te delen en te zorgen dat de verwachtingen van het management van Sparked ook werden waargemaakt had ik elke twee weken een kort overleg met mijn manager ingepland. Tijdens dit overleg bespraken we mijn werkzaamheden en behaalde resultaten. Zo konden we elkaar ook even in de ogen kijken en het experiment evalueren.

7. Het fysieke minimum

De grootste uitdaging lag, zoals verwacht, bij het contact met nieuwe klanten. Ik geloof zelf heel sterk dat er een ‘fysiek minimum’ nodig is om een goede klantrelatie te bouwen. Een Live Meeting of telefoongesprek is dus een prima communicatiemiddel voor een bestaande relatie, maar werkt het ook voor een kennismakingsgesprek? Deze keuze heb ik bij de klanten zelf laten liggen.

Een aantal klanten koos voor een afspraak in de week na mijn terugkomst, maar ik heb ook afspraken via een online vergadering laten plaatsvinden. De feedback die klanten hierop gaven was goed. Het bespaarde ons beiden reistijd en zorgde ervoor dat meetings efficiënt verliepen. Zo duurde de meeste afspraken maar 30 – 45 minuten en werden dezelfde resultaten bereikt als tijdens een ‘normale’ afspraak.

Tijdens deze twee weken heb ik ongeveer dezelfde werktijden aangehouden als in Nederland. Hierdoor was het eenvoudig om contact op te nemen met collega’s en klanten en bleef ik in het ritme van een werkweek.

8. Het vakantiegevoel

Het leuke van werken in het buitenland is dat je ’s avonds en in het weekend toch een vakantiegevoel hebt. Zo heb ik mijn vrije tijd doorgebracht met kajakken, hardlopen, de stad bekijken en het nachtleven verkennen. Een andere omgeving werkt inspirerend en laat je op een andere manier naar je werk kijken. Dit gevoel kan je bereiken in Stockholm of Kaapstad (beide in dezelfde tijdzone als Nederland), maar ook in Friesland.

Is dit iets wat iedereen één of twee keer per jaar zou moeten doen?

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