Virtual Office or Office Setting?

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The KCMPI Times Editor asked members, what do you prefer: virtual home office or actual office setting? What are some of your best practices? These are a few of their responses.

I have worked on and off from home for 10 years. I have a separate room where I work away from noise, etc. I love that I can close the door and not look back. That way I keep work and home separate. I am so much more productive in my own office. I do not get distracted AT ALL working from home. The only downfall is maybe skipping lunch more so I can work through projects, but that is always an advantage for me. I know what my piles are and everything is easy to find. 

Cheri Jones, CMP, Meeting Manager
Vista Productions
Home Based: 10 years

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I love my office at home. 
• It’s in a small, upstairs bedroom with a floor-to-ceiling window that opens to my favorite flock of flickers, who sing and tap on the tree – in sync with my keystrokes.   
• It’s furnished with functional, comfortable, expandable desks and tables that provide extra space when working on multiple projects. No one touches my stuff. No one snoops in my stuff. No one asks to use my stuff. When I grab for my tools, they’re always where I leave them.

I thrive in a quiet space. 
•  Privacy allows me freedom of speech – whether negotiating on the phone, conference calls or talking to a friend.   
•  Serenity helps me focus on one thought at a time. No radio. No TV. No office chatter. No one walking by.   
•  My family, friends and neighbors know I’m "at work" and rarely disturb my day unless it’s something urgent. The UPS & FedEx guys are another story!

After 19 years working from home, I doubt I could return to an office setting. Even when I’m on-site working a program, I’d rather escape to the quiet of my guestroom where a 6-foot banquet table holds my equipment and notebooks. Although we gather in a Staff Office to pow-wow and make conference updates, I can be seen heading to the elevator, praying that the housekeeper isn't in my room. 

Set in my ways? You bet! When you’ve paid your dues and you commit to producing 110 percent for your clients, an efficient home office is the only way to go!  

Gwen Knight, CMP, Independent Meeting Planner
Pioneer Network
Home Based: 19 years

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•  Always have an estimated start and finish to your day, don’t stay in your pajamas, take a shower, eat lunch and then turn off your computer at some point.

• Have a space away from everything else. On days I work upstairs in the living room, I get distracted by dishes and laundry, 99 percent of the time I go to my dedicated office to get away from the "home stuff."

• Take a lunch out with friends or clients to get a break away from home.

• Don’t let it get "too quiet," I keep Pandora on in the background when I can to keep me moving!

Renee Price, Senior Western Regional Sales Manager
Camden on the Lake Resort Spa & Yacht Club
Home Based: 2 years

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"Stick to a regimented schedule, i.e. get up at a certain time, follow a routine as if I were leaving for the day and start work the same time every day as if I were walking into an office. I treat lunch the same as if I were in an office, and I end my work like I am in an office. It is all about structure and a routine for me."

Molly Lieberknecht, Area Sales Manager
Chateau On The Lake 
Home Based: 3 years

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• Schedule a start and stop time daily – keeping work and home separate are essential.
• Have dedicated office space – when you’re in that space, you are at "work."
• Organize your focus for the day – is this a work day or home day?

"Planner"
Home Based: 20 years

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• BLOCK YOUR TIME. This is my main suggestion. Don’t get distracted or pulled off of a project. Block your email times, your project times, solicitation times, etc. Even an incoming call can go to voicemail if you are in the middle of a project. Valuable time is lost jumping from one focus to the next.

• Be clear with family and friends that just because you work from home, you maintain the same hours and they need to respect that. So often people misunderstand and ask for help or call to chat, thinking that you are available as you are home.

• Set daily goals and stick to them.

• Shut off the computer when you aren’t working. It is tempting to do "one more thing" but you need to be fair to yourself and enjoy a good quality of life. Working until 11 p.m. will not make this happen!

Shirley Hutchins, Director, Global Accounts
HelmsBriscoe
Home Based: 15 years

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• Plan time to get out of the house every day. Go for a walk, workout, etc. But you have to get out of the house. It is too easy to just keep working.

•  Keep set times for work and try your best not to give in and go to work early or late.

•  Get involved in outside activities that force you to be social.

Rob Wilson, President
Meeting Evolution
Home Based: 7 years

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•  Be present in what you are working on – it is easy to be distracted by "home chores" so be sure to set up a time to do these like around lunch time hour.

•  Buy a great computer – since I bought my MacBook Air, my life has been less stressful and I can be more productive

•  Be sure to stay connected to your peers via local KCMPI chapter events, online groups, etc. ...

Inge Hafkemeyer, CMM, Account Executive
ADI Meetings & Events
Home Based:  2 years

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Going Mobile Hilton Style

• Biggest distraction is when technology goes down – Internet service, etc. with no IT assistance
• Time management is about knowing when to stop working and close the door
• If you work in the suburbs – know how to use your time when in the city making calls
• Have trust in your support team
• Give better direction with daily communication
• Utilize assistance with email
• Be ultra clear

Get These
• Telephone with extra handset (one or two) for other areas of the home
• Printer (all in one ... print, scan, fax)
• Wall calendar
• Egronomic chair to sit in
• Wireless headphone
• Reliable Internet connection
• Filing cabinets – create an effective filing system

Finding Balance – Home Office & Personal Life
• Create an "end" to your work day
• Adjust ringer on phone and fax
• Stay focused, know your work habits
• Let go of "guilt"
• Give yourself mini incentives
• Clutter-free home office space

Warning Signs when we are Losing Our Battle
• Eating three meals a day in office
• Answering home phone with our Hilton voice
• It’s 3 p.m. and you’re still in your pajamas!
• You haven’t worn any make-up in a week!

Proud Out Loud!
• Review your accomplishments at the end of each day
• Acknowledge work in progress
• Keep everyone informed on your work
• Reward yourself

Ability to Deliver Virtually
• Committed to customer’s satisfaction
• Before, during and after the sale
• Coordinate with everyone to make sure everything is perfect
• Communicate up front with the customer on all issues

Francine Liem Cobb, Director of Sales
Hilton Worldwide Sales
Home Based: 15 years

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I started home officing in 1995 when I moved to KC from Dallas. At the time I was working for ITT Sheraton National Sales and then Starwood bought us in 1998. Currently, I home office for Associated Luxury Hotels International. My title is DOS for the Midwest Region. I have worked for ALHI for 9 years.

Best practices, make sure your "home" office is strategically located in your house. Mine is upstairs where it is quiet. Even if family members are home while I am working you cannot hear them upstairs. I am isolated and away from people dropping in and interrupting. Do not let your dogs in your office. There is nothing worse than being on a call with a client or on a conference call and hearing a dog barking in the background. Same for children – if you have children, you should continue to take them to a day care center or hire a nanny.

Stay focused and disciplined. It is so easy to maybe shop online or do housework during working hours. Keep your goals in mind so you can stay focused. Make a list of what you want to accomplish each day so you know what needs to be done. This also helps you stay focused.

Take a break or two during the day. This is important. Go outside for a 10-minute walk, go sit outside and get fresh air. It rejuvenates you and you come back with a second wave of energy. It is also good for your eyes and your posture to take breaks. 

Belinda "B" Waldo, Director of Sales for the Midwest Region
Associated Luxury Hotels International
Home Based: 18 years