Take the time to set up a physical workspace that is safe, comfortable, and where you can work effectively. Continue to collaborate and be productive from wherever you might be working with a virtual workspace. Using webcam can help connect with colleagues and customers when you are not together in person.
Set up your workspace(s)
Set up your physical workspace
A safe and secure space
Find a quiet and comfortable space to work. Ideally a room that has good ventilation, proper lighting, good ergonomics, and comfortable furniture are just a few things to consider. Having a dedicated space will help separate your work time from home duties to help you mentally switch into and out of work mode.
Minimise distraction and disruption
If possible, aim for a space with minimal distractions (noise or clutter) and disruptions. We realize this can be challenging with others at home as well during this time.
- Speak to you manager about flexible working arrangements.
Set up your virtual workspace
The essentials
Whether you’re unsure on how to connect your email from home, or you’re trying to access the UOW network - The IT Working and Teaching Remotely FAQ is the best place to start. IT support will still be available from home, and there is also information on how to setup Webex and Zoom meetings so you can connect with your colleagues, and get back to your important work quickly.
Tick off your essentials with these IMTS Knowledge Base articles:
- Access UOW network and share drives via a remote connection to UOW Network (VPN)
- Access email - (see IT Working and Teaching Remotely FAQ)
- Connect with colleagues using Webex
- Making calls - Set up your softphone
- Office 365 and Microsoft Office - Personal and home use
Use your best connection
A wired network connection is best, if possible. When using a wireless connection, consider your distance from the router and obstacles in between that can affect your connection quality.
Some services will work with just an internet connection. These services include Moodle, Zoom, Webex, Office365, Intranet, UOW website. Other services will require that you also connect to the VPN. These services include S drives, H drive, agent software used by contact centre staff, and internal only systems.
- Guide: VPN install and connection (IMTS Knowledge Base).
Mobile when you need it
Installing the apps you need on your phone is a great alternative when your local internet is experiencing high usage that affects your connectivity.
Think secure, be secure
You can use many apps and sites with a standard internet connection. To securely access internal resources and work with confidential data, you might need to connect via VPN or remote desktop.
- Guide: Connecting to UOW VPN (IMTS Knowledge Base article).
Always be vigilant, and always be suspicious of emails that appear unusual or are sent from unknown users (even if it appears to be a UOW address) or known senders using non-UOW email addresses. IMTS will never request passwords via email. If you receive an email requesting such information it should be considered fake and be deleted, do not respond to such requests.
- Guide: IT Security for personal computers (IMTS Knowledge Base article).
- Antivirus Software for personal use
Data Management
All University data must be primarily stored on enterprise storage provided through IMTS
- Guide: Data management and storage options (IMTS Knowledge Base)
IMTS offer a Cyber Security Awareness Training online (Intranet) that can help you stay safe online.
Training modules covering topics such as:
- Password security,
- Phishing attacks, and
- Data security.
Get your phone and video ready
Set up your softphone
A softphone allows you to place and receive calls over the internet using a computer or device rather than a traditional telephone. All UOW staff have access to a softphone within the Webex Teams app.
- Guide: Setting up your softphone (IMTS Knowledge Base)
Use video calls
It makes for more inclusive meetings and helps you to be present and engaged in the meeting. It can also help to see facial expressions to increase connection and understanding.
- Videoconferencing Best Practice - Tips & Tricks (IMTS Knowledge Base)
- Webex Team - Quickstart Guide (IMTS Knowledge Base)
- Zoom - Getting Started (IMTS Knowledge Base)
Online meetings
Be present and respectful
Limit multitasking during meetings. Turning on your video can show that you are paying attention and allow you to focus on the person or people on your call.
- Guide: Videoconferencing Best Practice - Tips & Tricks (IMTS Knowledge Base)
- Use a virtual background or blur your background if the platform allows
- Zoom - create a virtual background (IMTS Knowledge Base)
- Webex - chnage your video background (available on Webex for iOS)
Pause for others to speak
It can be hard to find space to speak in a meeting, and even harder when everyone is virtual.
Make sure there’s time and opportunity for all voices to be heard. Even hit the "mute" microphone button if you're just listening.
- Guide: Videoconferencing Best Practice - Tips & Tricks (IMTS Knowledge Base)
Monitor meeting chat
People may not feel comfortable breaking into the conversation or may be having technical difficulties.
Check the meeting chat often for comments.