Clare Kumar

Powering Up Productivity & Pleasure

Movement

How to find more productive places to work from home

Rolling cart by kitchen table as desk

(This post is sponsored by Samsung Canada and Staples Canada. All opinions – and the cat – are my own.)

With more people working and studying from home because of the pandemic, our home study spaces can be seriously under pressure. Nothing is more stressful than having everyone dive into the office for the coveted, quiet spot in the house at the same time.

I’ve got three tips for you to take the pressure off! Better understanding what each person has to do should help you expand the variety of suitable places to work in your home and help confirm the need for any additional furniture or technology to support you.

Step One – Complete a task audit.

Take some time to think through each person’s commitments and specifically what kinds of activities they will undertake. It can be helpful to think through these tasks in three categories:

a) Consumption – Taking in new information by reading, listening, or watching.

b) Creation – Making new works on a computer or with paper, music, food, or other materials

c) Collaboration – Working with others

Prepare an inventory of all tasks including such activities such as attending online classes, reviewing notes, drawing, colouring, podcasting, writing on a whiteboard, reading, and meeting with others (virtually or socially distanced), and of course, mind wandering.

For each task, identify the technology or materials that will support you in accomplishing your task. Technology is always innovating and often the improvements can drive a significant productivity boost. Samsung Canada sent me two products in their lineup to try out.

A more powerful tablet

It used to be that tablets were ideal for consuming information but a challenge when it came to creating. Since my first tablet, about ten years ago, tablets have evolved dramatically. I remember feeling so liberated by the tablet which I could use while reclining after a car accident left me unable to sit at my desk for the second half of the day. But there was a lot I couldn’t do.

Clare sitting on sofa using Samsung tablet with S pen

The brand new Samsung Galaxy Tab S7+ with its 12.4-inch display (and its smaller 11-inch sister, the Galaxy Tab S7) combines the power of a pc with the portability of a tablet. To be released in Canada on September 18th, 2020 both tablets will be available just as classes are starting across the country.

 

Tablet showing a written description of the benefits of the S pen - low latency, helpful haptic and precision point

Both versions come with an “S” pen, which Samsung also refers to as a “magic wand”. That made me curious! Since high school, I have enjoyed hand-writing my notes but so far haven’t tried an electronic solution that felt as comfortable as writing in a regular paper notebook. Not only do old habits die hard, there are studies that show handwriting improves memory retention(1) in part because there is more time to think while writing than typing. And if you’re sharing your notes, you can convert your writing text for easier readability.

Latency, the delay for the image to show up while writing, has been reduced to a hard-to-notice 9 ms – and the haptic of friction and sound while writing now means that taking notes on a tablet provides an experience which closely mirrors the feeling of writing on paper. It feels good.

What about the magic? The “S” pen includes sensors that detect motion enabling shortcuts for your workflow and a click button which offers remote control for your camera and presentations.

Enjoy a better, brighter screen

Have you ever been working on a laptop outside and been frustrated because it was difficult to see the screen? Samsung has brought the QLED technology pioneered in its television lineup to laptops for a portable cinematic viewing quality.

Galaxy Book Ion on a patio chair showing the easy to see screen
QLED stands for quantum dot LED (light-emitting diode). According to CNET, “Quantum dots are microscopic nanocrystals that glow a specific wavelength (i.e. color) when given energy.”(2) It’s this extra light that gives the screen a brightness boost making it easy to see in the most illuminated rooms. An “Outdoor Mode” kicks the light up even further with a function key.
First introduced in May 2020, the Galaxy Book Ion is a beautifully crafted, sleek and slim, less-than-a-kilogram light laptop with a battery that will carry you through your day and then some. The extra bright screen and easy portability open up more workspace possibilities.

Step Two – Pick a posture.

Comfort is a key ingredient for maximum productivity and performance. If we are uncomfortable, it is a real-time distraction and what I call “energy thief” and can also be the beginnings of a long-term injury. Paying attention to the ergonomics of each environment for each person cannot be overlooked and one size does not fit all. That said, there are more options than you might think for working effectively. Here are some thoughts to consider.

a) Sitting

Student desk, chair and office supplies
Photo: Staples Canada

Let’s tackle the most obvious work posture first. Whether at a desk or a table, make sure your wrists are flat when using your keyboard. This might mean raising the chair. If your feet are now dangling, add a footrest. A footrest not only supports your legs, it helps keep you sitting properly with your lower back against the back of the chair. If you are not feeling the chair back when fully in the seat, add a pillow or lumbar support. Note that women have deeper curves in their lumbar area of the spine and will likely need more support than men.

If you’re using a computer for longer than an hour, invest in a separate wireless keyboard and mouse, as well as a laptop stand to place the screen at a more comfortable viewing height and distance. Your neck will thank you.

Staples Canada has many affordable chair and desk options to choose from. If you’ve been struggling to make do, it could be time to create another workstation to keep everyone comfortable.

b) Standing
Create standing workstations to not only ease the pressure on your sitting stations and on your backs! When setting up a standing station, follow the guidance above with respect to flat wrists while keyboarding and placing the screen in the right place. An anti-fatigue mat (or what I use, a pair of cork-soled Birkenstocks) will keep you more comfortable, as will the use of a footrest to raise one leg, keeping your lower spine happy.

c) Moving
Research from Stanford University confirms that creativity increases significantly while you’re walking (3)…and shortly afterward, no matter whether it’s indoors or out. Think about what can be accomplished while walking. Voice recording your thoughts is a wonderful way to capture new ideas.

Reclining on a sofa using a tablet

d) Reclining
Though reclining during the day has the air of appearing unprofessional to some, we may be compromising our most profound thinking in what I call “Mind Wandering” time. It’s also the perfect posture when you want to relax and take some pressure off your spine. Working from home, you’ve never been closer to a comfy sofa or your bed. Arianna Huffington, now chief of Thrive Global, and I agree, you should have places to relax and rest at work (4). It’s part of sustaining your performance. Be careful not to overdo it though and create an association with work in your bedroom as it might affect your ability to fall asleep. (5)

Step 3 – Respect preferences and privacy.

As human animals,  we have different sensitivities to our surroundings and to be most productive these need to be respected. You might not feel bothered by visual stimulation (clutter), noise, or the energy of other people, but some in your family may be. In general, it is an act of love to cater to the most sensitive amongst you.

a) Organize your space to reduce visual stimulation.

Blush coloured desk organizer
Create order on your desk, behind workspaces (for the camera) and in front to avoid distractions. Desk organizers keep supplies handy and tidy. They also save space by storing items vertically thereby using a smaller footprint.

b) Make it easy to tidy up.

Top shelf of rolling cart with desk organizer and headphones
Use a rolling cart to help create an instant office in another room. This cart with three levels has ample storage for supplies, reference materials, and healthy snacks.

c) Curate your soundscape.
We have different preferences for sounds while we work. Some love the clamour of a coffee shop, something the free version Noisli provides, along with a variety of more soothing sounds like rain, streams, and a crackling fire. Other more recently developed sites such as the straight-forwardly named Sound of Colleagues provide recordings of all sorts of office noises to help cue you to get to work…or if you’re like me, remind me just why I wanted to work from home so much in the first place. Thank goodness there was no sound of nail clipping, something one of my colleagues used to do regularly. I wish I was kidding.

For many students and workers, it is necessary to mask other sounds. Making an investment in noise-canceling headphones is your best bet to eliminate unwanted sounds as you can keep your listening volume lower. For growing kids, headphones that cap the sound volume to 85 decibels are a help. In 2015, the World Health Organization pointed out that over 1.1 billion young people may be at risk of hearing loss because of “unsafe listening practices” (6), so when you use headphones, pay attention to safe volumes.

Step 4 – Cocreate a family schedule

With all these insights and options, avoid any last-minute conflicts by discussing your needs and preferred workspaces as part of a regular #hometeam meeting. I recommend once a week, on the weekend or at the start of the week. It is an appropriate time to review your commitments and work together to help each other achieve your objectives in the most comfortable and productive places to work.

For more tips, visit www.clarekumar.com/workfromhome
And if you want to work through any of this with a coach, it would be my pleasure to assist. Good luck on the journey.

 

Sources
1. The Benefits of Handwriting
http://www.ascd.org/publications/educational-leadership/apr18/vol75/num07/The-Magic-of-Writing-Stuff-Down.aspx

2. Quantum Dots
https://www.cnet.com/news/quantum-dots-how-nanocrystals-can-make-lcd-tvs-better/

3. Boost Creativity While Walking
https://news.stanford.edu/2014/04/24/walking-vs-sitting-042414/

4. Rest and Recline at Work
https://www.architecturaldigest.com/story/thrive-nap-room-coco-mat-arianna-huffington

5. Working in the Bedroom Might Challenge Your Sleep
http://healthysleep.med.harvard.edu/healthy/getting/overcoming/tips”>

6. Teens at Risk of Hearing Loss
https://globalnews.ca/news/5307570/headphones-earbuds-hearing-loss/

Get Up, Stand Up! How to Choose a Standing Desk

Get Up, Stand Up! How to Choose a Standing Desk

I’ll bet you’ve heard the phrase, “sitting is the new smoking.” It has been kicking around for a few years now. When sitting, our metabolism slows dramatically and this can be linked to increases in a myriad of health problems such as heart disease, type 2 diabetes, and even early death as brought to life in this infographic. Sitting is also a drag on productivity. This well-done TED-Ed video explains the impact on your body.

On-trend to help mitigate the effects of lengthy periods of sitting are walking meetings, fitness monitoring devices, “sweatworking,” and the increasing popularity of standing desks.

I had been exploring standing desks for some time given as I have a long-standing interest in workstation ergonomics, but it wasn’t until I started developing lower back pain that I decided to get serious about researching options.

Here are some of the points you might consider if you’re thinking of swapping out your typical desk for a standing desk.

Replacing Desk Storage

I have not yet seen standing desks that include attached storage (though if redesigned, they could!). My existing desk came with three regular drawers, a file drawer and a cabinet which provided ample storage for office supplies, paper and reference material.

Get Up, Stand Up! How to Choose a Standing Desk

For a smooth process and to avoid lingering piles you will want to figure out homes for items like these before you purchase your new desk. Any time you make a change, it’s a perfect opportunity to edit your belongings. Following the Four Step P.L.A.N. to Get Organized™, Liberating possessions comes before Arranging them. I culled some office supplies, archived files in this process, and found homes for remaining items in cabinets and drawers in other furniture pieces in my office.

Consider relocating those items to a rolling desk cabinet with drawers, filing cabinets, or shelving. You may also want to have a few supplies right on your desk for quick access. I kept my pencil cups and added a drawer organizer which can be put away if necessary.

Selecting Your Desk
Improvised standing desk using the top of a chest of drawers.

Selecting Your Desk

Should it be a standing desk only? No. Standing all day presents another set of stresses on the body. Ideally, you will want to be able to switch between sitting and standing based on the tasks you wish to complete and for comfort. The ability to raise and lower the work surface or to move between a sitting workstation and a standing one is critical. For convenience and because of space constraints, for most people, a combination sit-stand desk will be the best choice. If you’re not sure, then test out working standing up by using a countertop, chest of drawers, or cabinet of appropriate height.

My experience: I have found that I spend about equal amounts of time sitting and standing. For creative writing, I tend to feel more comfortable sitting. However, tasks such as scanning, which require multiple trips between the computer and the scanner are much more comfortable when standing. I used to loathe scanning and now don’t find it nearly as tedious. The same goes for filing. I often talk about taking speed bumps out of your day to increase flow. I hadn’t realized how much I disliked the physics of scanning from my office chair.

What this means for you: Listen to your body while completing different tasks. Have someone photograph you at your desk so you can examine your posture. Notice how often you naturally get up and move. Just because someone recommends getting up and moving every 20 minutes, doesn’t mean you’ll do it. These pieces of information will inform your choices about when to sit and when to stand.

Should you retrofit your existing desk or replace it?

It depends on how you work and what you work with. You can choose to add a device to your current desk that raises and lowers your computer. The Varidesk is an example of models that are available in the market. While this option is generally less expensive, it presents a more limited work surface and is visually busy. Alternatively, you can choose to replace your desk with a sit-stand model in which the whole surface of the desk moves.

My experience: I chose to replace my desk with a sit-stand desk. I thought about what I would want to have on my work surface. I use a corded phone, task light, desk calendar, speakers for my sound system, and often have paper files and materials on my desk surface, all of which I wanted to raise with the computer.

What size desk do you need?

You’ll want to pay careful attention to the space you have available in the room. Make sure the desk fits in your space without compromising traffic flow and offers an adequate surface for the work you do. Remember to allow space for the chair elsewhere when you’re standing at the desk.

My experience: I have found benefit in increasing the depth of my desk from 24″ to 31″. My phone, light, office supplies, and computer screens fit comfortably at the back of the desk and allow more space at the front to hold papers, a cup of tea, and a timer.

What else should you consider?

Move Mechanism: If you’re going to enjoy using the desk, look for one that raises and lowers smoothly. Older and less expensive models have hand cranks that may be challenging to turn. You don’t have to pay a lot for an electric-powered version. It’s similar to the difference between manual and electric windows in a car. If you choose a hand crank version, be sure you are able to use it easily.

Cable Management: Don’t be fooled by marketing pictures. Those cords have to go somewhere! Also, make sure the cords are long enough to reach the outlet when the desk is at its maximum and minimum height.

Range of Motion: Make sure the desk raises high enough to use comfortably. I’m 5’4″ with long legs and when standing I keep the desk around 40″ to keep my wrists flat. When sitting and using my computer, I have the desk at about 27″, lower than my traditional desk which had a lower keyboard tray. I also like that I can adjust the desk to a height that my kids are comfortable using. It’s a desk for the whole family.

Load Capacity: How much weight can the desk support? This is important if you will be working with heavier equipment or plan to lean on the desk.

Finish: As with any desk, the choice of surface is a personal preference, however, I will share that switching from a pine desk to a white laminate has significantly brightened the office.

Ease of Assembly: If assembly is required, make sure you have what you need to build the desk. I am not a very handy person, but I considered it a win that I was able to assemble my desk myself. Some retailers will offer installation and assembly at an additional charge.

Price: As standing desks have increased in popularity, prices have decreased. I paid $600 CDN for my desk which has electronic controls.

Reviews: For a comprehensive review of options, check out The Wirecutter. Their review of the IKEA Bekant was preliminary when I reviewed the site. For its sturdiness, smooth movement, range of motion, and price, I think it’s the best value out there.*

Selecting Your Desk

My findings

After about six weeks of using my standing desk, I can definitively say that it is a huge improvement over a regular desk. I not only value the ability to change my position effortlessly, but I also appreciate the airiness that is achieved with the desk’s clean, crisp, white, and simple design. I would have not imagined adding a larger work surface would make my office feel bigger!

* Note: I purchased the IKEA Bekant desk and have not been compensated for my comments.

PRODUCTIVITY TRUTH: Sitting can be a drag on productivity. Standing desks can give you the boost you need.

Book a discovery call with Clare? Click here to contact me.