Now, why would we include this oddball in our collection of office essentials? It’s simple. Walk and talks can help break down barriers between upper management and regular employees, they have great health benefits, and they’re easy to do. To sum up: they’re everything a modern office should incorporate, even if it isn’t in an enclosed or specific space.

The walk and talk essentials:

• Walk and talks are for everyone; small companies, big companies, regular employees and managers alike
• They are probably the most informal way to conduct a meeting
• Everyone can benefit from a walk and talk. Yes, everyone

Want to know more about the other spaces and rooms that are recommendable in an office setting? Take a look at the office pod, huddle rooms, reception, conference room, and the all-hands room.

What is a “walk and talk”?

We don’t mean to seem dense, but a walk and talk is exactly that: talking while you’re walking. It’s a smart and healthy way to get some exercise while at the same time being in a business state of mind. In other words, it’s moving a meeting from a stuffy meeting room or loud office space to the fresh outdoors.

Walk and talks are mostly beneficial for no more than two or three people – simply because a sidewalk or pathway can’t accommodate more without them being left out of the conversation. That’s not to say that larger groups can’t do walk and talks at all. We’ll get back to this a little later.

Any brainstorm, collaborative spit-balling or discussion can be done on the go. That being said, there are still some meeting situations that can’t be done while walking such as when the presentation requires visual aids.

The big three factors of walk and talks

Whether you walk, limp, wheel or push yourself around, breaking up the office-based work routine can be a great way to reboot your brain and at the same time connect with your co-worker in an untraditional manner.

Informal

This really is the big keyword. Walk and talks are not for executive decision-making that should be recorded or stay private. Nor are they for meetings where detailed documentation is provided, nor meeting minutes need to be logged. Walk and talks are all of those smaller assemblies that you would normally book a meeting room for, chat about in the hallway or maybe even do at your desk.

Dynamic

Breaking away from your regular work cycle and office surroundings prove very positive for most employees. Because the smartphone stays at the desk and you don’t have to stare directly into another person’s eyes, walk and talks provide a more dynamic and relaxed setting that makes employees more focused and creative in the discussions. It also frees up meeting room space for those get-togethers where a room, visual aids, and a table are required.

Healthy

Sitting is the new smoking! Or so we’ve heard a lot the past few years. If that’s true, then most traditional desk workers are in big trouble. One way to get over this is to set up more walking meetings. That way, you force yourself and your coworkers to get closer to the daily amount of recommended steps – all while still doing the work you’re supposed to.

Getting started with walk and talks

For one-on-ones, there’s almost no excuse and it’s the easiest in the world to decide to go for a walk rather than book and find a location for the discussion. For larger groups, however, walking meetings would require much more preparation, but they aren’t impossible to conduct.

For example, the leader of the meeting could send an agenda or video material ahead of the walk and talk and ask all attendees to carefully look it over before the walk. On the walk, it would be easy to discuss the same topic or brainstorm on the project. If you want, you can leave in a few minutes before the meeting is officially over for attendees to take notes.

Are walk and talks for you?

For employees with predominantly desk-based work, walk and talks could have serious health benefits. We’ve seen many health professionals stress the fact that sitting down all day is harmful, and that employees should aim for several hours a day where they stand instead of sit. We’ve got a better suggestion. Standing is better than sitting, but walking is even better than standing – so get out there!

But there’s actually more. Studies show that walking can decrease or even prevent stress and anxiety, whereas sitting down all day does the opposite.

Now, not all meetings can or should be conducted on the go. More formal meetings that require presentation equipment, note-taking or even just a larger crowd will not benefit from being done walking style. Smaller tête-à-têtes, quick get-togethers, one-on-one meetings, and other informal discussions are perfect, though.

Who knows? You might even experience an extra surge of inspiration as you stroll new surroundings.

Any meeting rooms we or you would like us to cover? We’ll be happy to indulge!

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Both at Airtame and further afield, remote work is more often than not structured within product or engineering teams. We’re not averse to thinking of such a policy for other departments, we just haven’t got there yet. Still, we’re proud to say that we have several remote workers as part of the Airtame team and due to that benefit from a more diversified workforce.

But not all companies think that way. Having remote workers can be intimidating because it requires employers to rethink management structures. And while it’s probably true that not all businesses find it advantageous to have a full-scale remote operation, building an effective remote team infrastructure does have major benefits that should be considered.

What is remote work?

There are essentially two types; permanently remote team members, versus workers that work remotely every once in a while. The definition of remote work stays the same, however, whatever the scale of the work policy. In this article, we define remote workers as those who work at least three days a week remotely. 

Remote work is a situation where one or more employees mainly work from another location than the office and communicate by email, telephone, Slack, etc. rather than face-to-face. This means that a workplace has to adapt communication and management methods in order to stay in touch with remote workers and make sure they’re not left out of important conversations, and feel just as much a part of the team as those congregated in an office.  

Another perk of remote work is that it allows employees to work outside of a traditional office space and be based in a different city or even a different country – or even just from home. It’s founded on the idea that work doesn’t have to be done in a specific work environment for things to get done properly.

The advantages of remote working

Flexibility. That’s really the main point worth mentioning. Most work done today is 100% digital, and that means we should be able to do it from wherever – yet that’s often not the case. Giving employees the possibility of doing their work from a location of their choosing will ensure a more enthusiastic workforce with a happier work-life balance.

Remote workers might even see this opportunity as a reward for doing a good job and thus feel more motivated to excel further.

Less turnover and fewer office costs are of course valuable perks as well, but we think it’s first and foremost about ensuring an employee’s wellbeing.

A few more pros – acquiring top, specialized talent in one location can be hard; it gives the company a more varied, international perspective; it can help sow the seeds for future business development – and opening new offices.

The downsides to remote working

On management’s part, remote working requires a lot of re-structuring. Not only that, remote working is mostly based on trust and in the faith that an employee gets the work done and structures their time appropriately to finish projects on time. Whether the employee needs a work permit or social security papers will fall upon management to figure out, for example.

If the trust and right means of communication aren’t in place, the remote workers will feel disengaged very quickly and management will not get the most out of that employee.

There’s also the strain and toll on the employee themselves. Even though remote working sounds like a bit of a dream scenario, in reality, it can be quite stressful because the employee might feel that they’re never ‘off’ or have to stay in touch at all times.

If no policies are in place to support remote workers, these employees by default can’t bring the same value to the table as their in-house colleagues.

Airtame’s remote infrastructure

Airtame currently has little less than 100 employees, five of them full-time remote workers. About one-third of the engineers work remotely several weeks each quarter, and several other teams enjoy the flexibility of semi-remote work throughout the year – although not as frequently as the engineering team.

For that to work, we have a couple of guidelines we try to follow. I conferred with Attila Sükösd, one of Airtame’s founders and semi-remote workers, on what those guidelines are.

“When hiring candidates (especially full-time remote workers), we put extra emphasis on communication as we’ve found that they need us to be more proactive for them to stay engaged,” Attila noted.  

We also try to bring in people as much as possible for social events during the year, just as we onboard them on-site, so they can meet their co-workers in person and form a more personal relationship.

Attila continues: “Once the onboarding process is complete, we sync remote workers and the team up on a daily basis through standup sessions (a roll-call or daily scrum where everyone relays their projects and activities).”

How to establish a successful remote team infrastructure

First and foremost, being successful in this endeavor requires a lot of the individual remote worker, not just management itself. These are the two most important variables to factor in when setting up an effective remote infrastructure:

• Culture: Culture isn’t just about social events and in-person gatherings, it’s about a positive tone-of-voice across all channels and platforms. Remote workers should be encouraged to speak up, ask questions, and make themselves heard just as in-house employees should be encouraged to do the same and reach out to their remote colleagues. Prioritize frequent one-on-ones between the worker and their manager over video and include remote workers in all-hands sessions.
• Communication: Chat tools like Slack, Basecamp, and Favro ensure that communication is transparent and recorded, and we add in regular video conferencing. Beyond that, deadlines, check-ins, goals, and feedback will help create a stable foundation for the expected tasks. Oh, and don’t leave out remote people when important decisions are made. Everyone is equally part of the team, regardless of their location. Check out our guide to the must-have apps that make your business meetings run more smoothly.
  

Accommodate remote workers and get a more effective team

In a recent survey by TalentLMS, 88% answered that they would recommend a remote work career to others – and we’re all for it as well. You don’t have to go all the way and become GitHub where everyone works remotely, but supporting the right hires in what’s best for them will ultimately turn out to also be the best for your company.

Yes, there’s less traceability when you start allowing people to work remotely, and yes, you need to take some extra steps to assure you’re all aligned. In Attila’s words: “When you start trusting people to do a great job, regardless of where they’re sitting, you’ll find yourself having less of a need to “stay in control” and micromanage your team.”

Happier team = better work. It’s a win/win for everyone.

Did we pique your interest? Check out available jobs at Airtame!

The post Building an effective remote team infrastructure appeared first on Airtame.

An office relocation is an experience as exciting as moving homes but multiply those grand expectations with 80 – that’s the current headcount of Airtame at this moment.

My name is Ana, and I’m Airtame’s proud Employee Experience Manager. It’s my goal to help Airtame employees feel at home, whether in a temporary space or in a new office. It’s also my job to make sure every move goes as smoothly as possible.

These are my learnings from going through several moving processes with big companies and how I plan to apply it with the upcoming Airtame office relocation.

Planning a new HQ

While some employees work remotely and others from our cool office in New York City, the Airtame HQ in Copenhagen is the core of our culture. The people working here regularly should, of course, feel at home, but when those remote workers come to visit, they should feel welcome too.

Not only that, but we’re also trying to push our limits in the way we design our new office space. It’s an old building that we are completely renovating, and we thus have the opportunity to start from scratch and try to fit in all of our needs – plus a little something for the future.

We want the Airtame HQ to be one of the best working spaces in Copenhagen, a space that accommodates everyone’s needs. It should be a space that both nurtures teamwork and communication while still making room for deep solo work.

Plan, prepare, test, repeat

Moving offices is not just about showing up on Monday morning at a new address; it can be a key experience in any employee’s journey if organized well. It’s a chance to work together and help form the new surroundings, and I’d actually go so far as to say it’s an empowering exercise for everyone involved.

Ever heard Abraham Lincoln’s famous words: ’’Give me six hours to chop down a tree and I will spend the first four sharpening the axe’’? We took those words very literally because we believe a smooth transition, in this instance a move, should always be founded on excellent planning.

I’ve helped Airtame move once before, and I’ve learned in the process that there are five important steps to consider:

1. Prior to the move

This is in some ways the most important part of the whole moving process because, without it, the move will be chaotic and stressful for all parties involved.

Everyone has an opinion about seating plans and new furniture, and while it’s great to have democratic processes in a company, it’s impossible to let everyone get a say. That’s why we sat together the interior designer, our two CEOs, and the People Team to prepare the moving process.

Important steps to consider early on

• List all tasks for the move. Rank them by the level of urgency and priority
• Contact moving companies to get quotes asap
• Do inventory. Moving is a good opportunity to declutter and sell or throw out or donate things that are no longer needed
• Inform relevant authorities of the new address: who needs to know of your move? Resellers, suppliers, postal services
• Figure out a seating plan. This is a tedious task and should not be rushed
• Delegate tasks and make sure someone is in charge. For Airtame, that’s me. It ensures efficiency and order throughout the process

2. The teams’ contributions

Clear communication is extremely important both before, throughout the move and afterward. Keep your employees in the loop with updates about the moving date, seating plan, moving schedule, and general expectations – it ensures transparency around the planning and keeps people engaged.

Even if you don’t have anything to communicate, I believe it’s important to notify what you’re doing, so something as simple as reiterating the current status will still be of great value.

When the big day is soon approaching, encourage the team to get involved. Use this opportunity to engage employees socially and gather people in groups to oversee specific projects such as guiding the movers, wrapping coffee cups etc. Make the experience enjoyable for everyone and think of it as an opportunity for your colleagues to bond with each other.

3. The move

This is the big day. Last time we moved, we planned on doing it during the weekend so everyone would arrive on Monday morning to a brand new office. We’ll do the same this time around.

How well the move goes depends very much on the planning beforehand, however. My best advice is to plan for it to be smooth, structured, and perfectly organized – but expect it to be messy and challenging!

IT equipment such as networking setup is the first thing that should be moved. While it’s nice to have the plants safe and sound at the new office, it’s more important to get the network up and running.

We’re hiring a moving company but I’ll be overseeing the move as the “move manager”. It makes sense because I’ve sketched out the seating plan and know where everything and everyone should go. We encourage our employees to join and move lighter objects such as plants or their personal items, but they should refrain from moving anything heavy – that’s why we hire professionals.

Luckily our new HQ is located right next to the building we’re staying in now, so even if the weather gods won’t indulge us, we are not going to have a huge problem.

4. First day at the new office

Unpacking and getting settled is necessary and important, but the first day at a new place shouldn’t only be about those dull tasks. We want to celebrate the fresh start with something nice for everyone. I think bubbles and cupcakes are definitely in order!  

5. Adjustment period

This stage is usually the most underestimated phase of a moving process. It’s not over once all the furniture has been moved from A to B; it continues with the settling-in period. In my experience, this phase can last several weeks until everything is fully functional, the storage spaces are all sorted, the new canteen is fully equipped, etc.

Handing over the old space is part of this phase too. Sometimes there are things that need fixing before a handover and this takes a lot of time and focus away from settling in in the new space. This is one of the reasons why I think this stage shouldn’t be underestimated, so plan on tackling the ghost of the old space before it’s too late.

In the adjustment period, other challenges could arise. This is where all the planning that went into the moving project beforehand has to stand the test. Remember that all good intentions might not work in reality, such as seating plans and desk setups. Play around with it, gather feedback from employees, and start implementing changes thereafter. Nothing has to be perfect from the get-go.

The Danish rules on health and safety state that we must have a health and safety organization made up of certified employees that represent all of Airtame. They’ll be helping me and the rest of the People Team gather feedback via online surveys, a physical “feedback box”, and open discussions with their co-workers. Sharing the work with them makes sure I’m not missing something.

Ready for a new chapter?

As you can tell from my post, moving offices is both an exciting and challenging project to handle. Don’t underestimate all the hard work that comes with it. That being said, I also think it’s important to add fun to it where applicable, make it a social and enjoyable experience for everyone involved. With these five steps, you’re well on your way to a smooth move.

Have you gone through the chaos and excitement of moving offices? We’d love to hear what your journey looked like. You’re always welcome to stop by our brand new office in Copenhagen – we hope to see you there!

Looking for more business advice? Check out our 50 tips for better business meetings and the upcoming work trends coming to an office near you

The post 5 steps to successful office relocation appeared first on Airtame.

Now that we’ve taken the first bite out of 2019, we think it’s the perfect time to speculate on the future of the workplace, for this year and beyond.

Here are some of the trends and changes we foresee coming to offices across the globe this year.

Technological office trends that shape the digital workplace

The future is wireless

The smart office is a reality. We’re not just connected to each other, all of the things in an office building can be interlinked. Smarter technology gives us the freedom to roam and brings about a more dynamic way of working.

Being connected means we gain specific insights into performance stats that can help us improve our routines. Lighting, ventilation, heating, room scheduling, presenting … all of it becomes a breeze when we’re hooked up wirelessly to an intelligent network.

An intelligent office is more dynamic and efficient, and we think we’ll start seeing more of that in 2019. Going in a more wireless direction means that your business becomes more agile, intelligent, and collaborative.

Going BYOD saves time and money

BYOD or “bring your own device” is steadily becoming more popular in many workplaces. It gives employees who bring their own smartphone, tablet, laptop or “virtual assistant”, such as a smartwatch or voice-activated assistant, more freedom to do their job when and as they please.

In addition, employees actually work faster when they utilize devices they are already familiar with and it reduces the cost of having to equip every employee with tech gear they might not be comfortable with.

That means that personal smartphones, wearables, and applications stop being only at-home playthings and instead become increasingly integrated into the workspace. They keep track of our progress, schedule appointments, respond to messages, and help us with errands and meetings. As the virtual assistants become more sophisticated, they will eventually free up a lot of time for us, the employees.

We predict even more mobile assistance this year as well as more focus on BYOD environments (and the security issues that follow).

Watch this short video explaining how the Airtame 2 works in a BYOD environment:

The Digital Age calls for enhanced security

With more wireless connections and many mobile devices hooking up to internal networks, we’ll also see more data stored on the cloud. It’s a big blow to companies if that data isn’t secured well enough. We predict more focus on cybersecurity efforts in the 2019 workspace.

And that’s not all. Physical privacy is top-of-mind too. Companies are also opting for more personal privacy by creating smaller, enclosed spaces where employees can take a phone call or meeting without the rest of the office eavesdropping, for example, an office pod or call booth.

If you need a guiding hand, check out our article on obtaining enhanced network security.

Is a reception area for you?

The reception area isn’t necessary for all sizes and shapes of organizations. We made a small guide here to help you figure out if it’s for you. For larger companies with many visitors, a reception or lobby is absolutely vital, but the very nature of the reception space is seeing some change.

There’s isn’t always as great a need for a receptionist to be tied full-time to the front desk. Instead, companies are using smart sing-in kiosks and other signage solutions to welcome and guide visitors. Technology can help guide, inform, and support your guests in their visit, and smart solutions like sign-in kiosks and proper digital signage are just a few of those initiatives.

Workspace design trends that increase employee engagement

Healthy people = good work

It’s a pleasant transformation to see companies focusing more on the humans that do the work rather than the other way around. After all, we spend a good chunk of our lives in the office, and if we connect with our workspace and feel comfortable there, we’re more likely to invest energy in it. If you want an employee that feels ‘at home’ and great about putting in more time, invest in comfort and wellness.

But how, you ask? It’s all about the way we perceive the rooms we work in. If you include elements that are dynamic and stimulating, it makes for a happier work environment. Sunlight, good air quality, plants, healthy snacks and access to outdoors can all help counteract the static, dormant conditions of sit-still work. And if you want to take it even further, opting for recycled work materials, a clean work environment, and CSR programs can make a big difference too.

According to the Harvard Business Review, wellness programs don’t work unless leaders create a culture of understanding and acceptance. We think corporate wellness will be more inclusive and thought-out in 2019. When done right, wellness programs can boost confidence (and thus productivity) as well as prevent burnouts.

Once you go “green” …

Every office creates waste. The more people, the more waste. Soda cans, plastic bags, food waste … In 2019, we think employers will opt for greener, more environmentally friendly solutions and focus on recycling and finding simple ways to be more energy-efficient.

We’re starting 2019 off at Airtame with two recycling bins reserved for cans, one for used batteries, and a firm promise to eliminate plastic in the kitchen.

The “green” mindset doesn’t stop there, however. Including nature-elements such as ‘green’ walls or natural elements like wood will make the office seem alive and welcoming as opposed to cold and mechanical.

Office trends that create a “home”

Diversity drives innovation

Embracing people from different cultures than your own can prove to be enriching and productive for the work environment. Just take a look at us – 90 people and 30 nationalities represented, and we don’t plan on stopping anytime soon.

We see this as a continuing, deeply significant trend. Human Resources and People teams this year will look into how they can continue to grow businesses in ways that positively reflect cities worldwide. Moreover, they will focus on how to do this in a way that is constructive for company growth.

But diversity is so much more than a language or skin-deep construct. It also reflects how multi-faceted the thoughts and feelings of the staff body might be, and how these teams have to go to some lengths to accommodate every type of professional.

Increased flexibility boosts satisfaction

Experience-based office designs, remote working, shared office spaces … yes, the 2019 workforce is even more focused on flexibility in the workspace, and a modern office needs to take that into account.

Coworking spaces around the world (here’s a list of our favorites) have already embraced this trend of increased collaboration, flexibility, and community management, but more ‘traditional’ companies are starting to follow suit.

We predict that companies will allow for more personalized spaces in the office, such as remote working zones and designated team collaboration areas.

A fat paycheck isn’t everything

A fat paycheck just won’t cut it anymore. Attracting and retaining top talent requires intimate knowledge of the individual and their individual needs. Playing around with these perks will ensure that employees feel supported, even empowered, rather than looking at them as mere money makers.

Something that can make a big difference to a lot of employees is a retirement plan or health insurance. Struggling with financial challenges is emotionally challenging for anyone experiencing them, so an effective financial program will eliminate that stress and leave the worker less worried and therefore more focused on the tasks at hand.

Others perks could be stock options, tuition grants, paying off student loans, unlimited holiday, unlimited remote work, choice of hardware … the list is long and the options are many, and choosing just one or a few of them is sure to leave a lasting, positive impact on employees.

Community management drives company culture

Community management is hard in this period of individualism. The employee experience and the human aspect should, therefore, be prioritized. That means workspaces need to cultivate community-like environments with creative spaces to share and facilitate ideas. Breaking down walls and designing recreational areas a good way of evoking that feeling.

Business meeting trends that streamline working

Huddle spaces help productivity

With an increasingly diverse workforce and more flexible arrangements, the 2019 workspace needs more than just a conference room and cubicles. Huddle rooms or smaller collaboration spaces give teams the privacy and collaboration tools they need to be productive (described by us here).

Stay aligned with virtual meetings

Because the number of independent contractors and remote workers is rising, the need to dial in from afar is greater than ever. The remote workers need to be kept up to date with what’s going on at headquarters and businesses need to tune in to what their clients are saying on the other side of the globe.

That’s why we’ll see an increase in virtual meetings in 2019. AV gear is now so good that it’s almost the same as being in the room with the person you’re calling, so there’s no excuse not to equip your office with conferencing equipment. It reduces cost in the long run as you won’t have to travel further than your designated meeting room to have a chat with someone far away.

People matter more

In 2019, there’s an increased focus on people metrics. How you design your workspace plays a significant role in performance and productivity. Physical working conditions, mental health transparency, and an overall increase in flexibility. Why? Because people matter. Support the employees and you will reap the benefits.

These are just some of the office trends we can start to predict from the communication we have with over 18,000 organizations. Any we missed? What are you excited about seeing? We’d love to hear your thoughts.

Additionally, if you’re curious to kit your office space out with Airtame, reach out. We’re here to help.

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