10 Secrets to Remote Work UX Designers Might be Missing

Remote work ”we’re all doing it right now because of the current global crisis.

For UX designers, many of whom have been used to the workplace, this is an unexpected and challenging change.

We look at 10 secrets that UX designers may not know about working remotely which will help make adjusting to this new way of functioning easier.

1. Designing collaboratively

Collaborating when you’re apart from your coworkers isn’t convenient ”while most UX design tools can be used remotely, working with people at a distance becomes tricky.

Yes, there are plenty of tasks you can do individually, but at some point, you will need to bring in team members.

When you are used to working in the same office space, collaborating from miles apart can cause problems, particularly with regards to communicating and notifying people of changes.

To ensure that projects are completed efficiently, you need to use the right design collaboration tools to make the process work.

The right tools will help you make and track changes that can be viewed by everyone involved ”most software will send you notifications to view updates immediately.

There are also in-built communication modules so you can tag colleagues to request changes or give someone the go-ahead for the next step.

Remote collaboration may seem disconcerting at first but by using the right tools, you can simplify the process.

2. Staying connected

Image credit: The Crowdfunding Formula

Distance does not mean you stop communicating with your colleagues and managers. Your company should be organizing ways to keep communication channels open.

While email is something you can continue to use, most people are avoiding their email inboxes right now, with reason.

You will have seen the influx of emails from every website you have ever subscribed to explaining their process of handling the current state of affairs.

Clients, partners, and third parties will all be emailing with questions about how current and future projects are going to be completed.

In the midst of all these messages, emails from colleagues and managers are likely to get lost or forgotten. Hence the need for team collaboration tools.

These tools allow users to create channels for each team, or to directly message colleagues. With instant notifications and replies, they can simulate daily conversations to some extent.

When you are working as a team in an area like UX ”which requires constant feedback and updates ”using the right communication tools makes the process more efficient.

3. Making meetings efficient

Image credit: Fellow App

If you thought you had to attend too many meetings before, remote work will make you miss the good old days.

Managers no longer have the luxury of stopping by at someone’s desk for a quick chat to resolve an issue in minutes.

They now have to call a meeting that ends up being 30 minutes long.

You will be spending more time in meetings ”on Zoom, Google Hangouts, Slack, or apps like Skype ”because you aren’t in proximity to your colleagues, instead of working.

And these meetings tend to meander and eat up your entire day ”distance and technology make the heart grow fonder, apparently.

You also have to deal with technical issues ”time lags, slow connections, people talking over each other, and of course, people not muting themselves when they aren’t speaking.

There are a few ways to ensure meeting efficiency, however. For one, schedule a few set meetings ”team meetings, or one-on-ones with managers ”that shouldn’t be changed.

This process will be slightly different than when you are in the office space because people have to organize around their families who are also at home or living the laptop lifestyle and freelancing.

Always prepare for a meeting in advance ”send people any links, documents, or newsletter examples that you might be referring to beforehand.

Someone should be taking notes ”this is important in case technical glitches oust someone from the call, which is part and parcel of remote work.

Meetings can be efficient even when the company is working remotely if everyone can learn to be patient and prepared.

4. Managing tasks

Being at home will throw a spanner in the works with regards to task management ”in a workplace, you have set hours and a method to your madness.

At home, that becomes exponentially harder ”what with families, pets, and household duties, alongside the sense of impending doom, taking up your time.

It may not be possible to stick to your daily schedule as if you were at work, but you should try to have some kind of routine to manage the tasks you have.

Use a task manager like Monday.com, or create a four-grid solution to manage the tasks at hand:

1. urgent and important tasks
2. urgent tasks that are not important
3. important tasks that are not urgent
4. tasks that are not urgent, nor important

This grid becomes even more crucial when working remotely ”you don’t have anyone around to remind you of deadlines or assignments. You have to manage them yourself.

Keep track of your tasks and the progress you are making ”spend time every morning making a note of what you have to do, and check-in halfway through the day to ensure you’re on track.

5. Managing time

Image credit: ProofHub

Tasks are one thing but time management is a whole other area ”and it can be difficult to keep track.

The cadences of a workplace give you a pretty good idea of deadlines and milestones. The same can’t be said about working from home

Most people are unfamiliar with working remotely ”being in the comfort of your own home and away from your colleagues can lead to you losing track of time.

You could end up working through meals or completely forgetting to stop ”which is bad for your health. You need to clock out ”working too long will lead to resentment and burnout.

One way to ensure that you stay on track during the workday is to use these remote work apps that will help you stay focused and accomplished.

Since being at home means adjusting your schedule to your family and pets, you may need to change your working timetable. Start work earlier or later to accommodate your home life.

But try and stick to a schedule as much as possible ”it will allow you to maintain a routine and be more productive until this situation blows over eventually.

6. Independent research

The work of a UX designer is steeped in research. What are the current trends? What works for one client but not for another? Where are certain design styles headed?

You may also want to research some of the more technical aspects of the job when you hit a snag.

While research can involve googling a problem, most of the time, you are likely to ask a colleague if they have come across a similar issue.

Though co-workers can sometimes be distracting, they are also great to brainstorm with. Stuck on a design aspect that just isn’t working? You can go up to somebody and pick their brains.

Unfortunately, remote work does not afford us the luxury of talking to people whenever and however we want.

And though the technology exists to facilitate communication, it isn’t the same as being able to call someone over to your desk to see the problem.

Since we aren’t sure how long the current global situation will require everyone to work from home, you need to adjust to doing independent research.

This means looking up online sources on your own ”and it will be largely online because of the restrictions placed on movement right now.

And make a Word or Excel document where you save links related to topics so you can refer to them whenever you need to.

The situation right now is unprecedented so give yourself time to get used to thinking creatively without outside intervention. It will take time but you will soon get the hang of it. 

7. Dealing with isolation

One of the biggest, and hardest, adjustments of remote work is the constant feeling of isolation. Being on your own and away from coworkers and the rest of the world is hard. That’s why it is important to find a way to recalibrate.

Camilla Love, Managing Director of eInvest says, I take a deep breath. Recalibrate and smile and realize that we are in a better place than many people offshore. I look for the opportunities ‘in the everyday.’ I like talking to portfolio managers “it really cuts the BS.

Human beings are social animals, and if you are used to a workplace, it will be even harder to adjust to life without people around.

Do not isolate yourself mentally as well as physically ”just because you are working remotely doesn’t mean you can’t reach out to your colleagues via communication tools.

During meetings, try and use the video function as often as possible and encourage others to do the same ”seeing others, more than just hearing them, will make you feel more connected.

8. UX project management

We have discussed task management, and time management, but project management as a whole now falls to individual UX design teams, as well as each designer.

There are project management skills that you will have to inculcate to get through this period ”this means not just managing your own tasks and time, but that of others’, as well.

Keep lines of communication open at all times and use tools to illustrate the scope of your work, deadlines, and possible roadblocks.

Create visualizations with a timeline for project timelines and deadlines to help keep everyone on schedule.

You also need to be more critical in your thinking ”be objective about issues that arise. While your regular instinct may have been to panic, you don’t have that luxury now.

Because everyone is on their own, you need to be more analytical about situations ”and you need to stand by the decisions you make.

9. Remote company culture

Image credit: Venngage

Keeping in touch with colleagues from a distance is of paramount importance ”but not just for work. Your company culture needs to transcend into the remote working realm.

Managers and HR teams should be working on ways to keep the teams connected, but you can also make a few suggestions ”use these team engagement ideas to communicate plans.

Some companies have begun holding virtual trivia nights, watch parties, and meme competitions to keep employees engaged and connected.

Expanding the company culture to encompass remote workers will help designers deal with isolation and facilitate better working relationships.

10. How to avoid burnout

We often associate burnout with working too much or too hard ”but burnout can also be caused by working in isolation.

This is particularly true now when employees who are used to the workplace are in their homes and unable to interact with others.

But there are a few ways to combat oncoming burnout ”taking regular breaks from work and walking around your home will help you stretch your muscles and feel more active.

End your work day at the right time ”this may not always be possible but stick to the schedule as much as possible.

Check-in with your teammates in the mornings and evenings. Stay in contact with family and friends ”everyone is in the same boat right now and would enjoy any interaction.

Switch off before bed ”no work and no screens. Listen to music, meditate, do a bit of yoga, or read a physical book ”these will help you calm your mind and prep you for the next day.

Summing up

We are living in unprecedented times and adjusting to them is going to be the biggest challenge we face.

The above list of methods will help in combating isolation while still making you productive and keeping you connected with your teams.

As a result, UX designers will be able to do their jobs effectively while also being motivated to see the current situation through.