How insurance producers can boost productivity when working from home
As an insurance producer, you no doubt work from home sporadically if not on a semi-regular basis. Sometimes it’s just more efficient to work from home when you have a 10 a.m. meeting with a client, or when you wrap up a prospecting visit at 3:30 p.m. And when you’re working on a major proposal, needing peace and quiet, sometimes home is the best place to be, as a telecommuting insurance producer.
There’s no doubt that working from home is becoming more common: One study estimates 45 percent of America’s workforce has a job suitable for part-time or full-time. According to the Bureau of Labor Statistics, more than 13 million Americans telecommute at least part of the work week. USA Today reports the number of companies that allow employees to work either from home or the nearest coffee shop has increased at least 25 percent over the last few years.
Reports show that telecommuting can also increase job satisfaction, reduce stress and improve work productivity. From-home workers may understand telecommuting is a privilege, so they need to prove themselves by working extra hard to complete tasks on or ahead of schedule. Or they may be concerned that since they’re on the periphery and out of the mainstream, they may be first to be axed. Either way, surveys show their work performance is typically enhanced.
Related: Top Tips for Managing a Remote Workforce
If you’re new at being a telecommuting insurance producer, or need some help in better managing your time, read on for the top tips that we found from entrepreneurs, HR experts, seasoned telecommuters and more.
Set up your structure
1. Work when you’re most productive. In an earlier post, we talked about circadian rhythms and how it’s best to work with yours rather than try to work against it. That means if you’re an early bird, then get up early, get the coffee brewing, and start your day. Because you’re most productive early in the morning, you can jump right in. One telecommuter said this was her experience; then, in a couple of hours when her attention begins to lag, she stops for a breakfast break.
Conversely, if you’re a night owl, you may do better starting your day at the gym or on a run, to wake yourself up. Ease into your workday a little later and then work later into the evening.
Either way, just be sure your boss and co-workers know your schedule so they aren’t wondering why you’re not working the same hours as them!
2. Pretend you’re going into the office. Get up, make the bed, maintain your morning ritual. Getting dressed, said one telecommuter, puts you in the mindset of work and makes your home office feel more like a real office. You’re ready for spur-of-the-minute Skype session or Google Hangout, should it occur. Plus, it’ll take you mere minutes to dress for an impromptu in-person visit, because you’ve already showered and shaved (or put on your make up).
3. Arrange your to-do list for at-home days. If you’re a part-time telecommuter, take a look at your week’s tasks and figure out which are best to do at home and which should be done in the office. Obviously, most meetings need to happen in the office (but there’s always Google Hangouts and Join.me). When planning to telecommute the following day, near the end of your day in the office, look at your to do list, plan out the following day, and then either email any non-sensitive files you’ll need or add them to Google Docs or DropBox.
4. Arrange your schedule around traffic. Schedule your in-person visits in the middle of the day, when traffic’s lighter – you’ll save time. Just be sure to use the left-over time at the end of the day to actually work.
5. Full stop at the end of the day. Full-time telecommuters may find it hard to stop work, continuing on into the evening. Don’t let your work time bleed into your personal time. Close the door, either figuratively or literally, at the end of the day.
Set up your workspace
6. Create a dedicated workspace. If you work from a messy bedroom or kitchen, you’ll be distracted: Jumping up to make the bed. Loading (or emptying) the dishwasher. Before you know it, you’ve wasted an hour.
Make sure your space has the proper equipment (computer, phone, printer, etc.), good lighting, plenty of desktop room, and a good, comfortable chair – not a kitchen chair. Your back will thank you – plus, you’ll be more apt to continue working if your space has a good feel to it. Add a corkboard, too, to help you keep track of the phone lists, calendars, etc. from your main office. Ideally, your space will have a door so you can shut out noise and interruptions, particularly if you’re on the phone or Skype very much.
7. Change your scenery. At the same time, don’t stay at home all the time. Extraverts (those who recharge their energy by being around other people) may find it helpful to spend a couple of hours a day at their local coffee shop. The practice of switching your location for an hour or two, with a set goal to accomplish during that time, can breathe new energy into your workday. Check out Work+, a free iPhone app that helps identify alternative places to work, including coffee shops, cafes, and other Wi-Fi friendly places, like hotel lobbies.
Related: Top body language mistakes insurance agents make in meetings
If that won’t fit your schedule, be sure to schedule in business lunches or networking events, with the added benefit of meeting and nurturing new prospects.
Employ technology
8. Stay connected with technology. There’s a wide array of free or inexpensive tools and apps that make staying in touch a breeze for telecommuting insurance producers, whether it’s instant messaging or video chatting or Skype or Google Hangouts for impromptu meetings.
PropertyCasualty360 posted a story about smartphone apps that are of particular use to insurance agents such as mobile CRM databases called Insurance Agent (Android only) or Insurance Agent ON the GO (Android & iPhone), along with a sort of mobile Rolodex, CamCard, that converts business cards into shareable e-cards, links to Map for navigation, and more.
For cloud storage, start with Google Drive and Dropbox to share files; that way, you have access to your files no matter where you are (no more emailing files to yourself and losing track of which is the latest draft). Other cloud storage options include Amazon Cloud Drive (free if you’re an Amazon Prime customer) or Apple iCloud. Need more options? Check out this article from NetworkWorld. Whichever storage system you use, be mindful of its security protocols, particularly if you’re storing anything with client data.
Communicate, communicate
9. Check in regularly. For those with bosses who are still on the fence with regards to telecommuting, you’re going to want to check in several times a day. Keeping in touch with coworkers is invaluable as well, because unfortunately, the out-of-sight-equals-out-of-mind mentality holds true. Plus, you’re missing out on the meet-ups in the kitchen or at a staff birthday party, so you may not hear late-breaking company news. Whether you check in by email, online chat, video chat or phone, do it on a regular basis.
10. Communicate your expectations. Are roommates or other family members at home occasionally when you’re working? Set clear rules on when you can be interrupted. One remote worker with kids at home suggested posting a quasi- stoplight on your door: red means do not disturb; yellow means come in but quietly and only for a minute to ask your question; and green means it’s ok to come in.
Hold yourself to a higher standard
11. Over-commit, then carry through. Until the practice of working from home becomes more mainstream, some in the professional world may look askance at telecommuting insurance producers. For that reason, you need to work harder and produce more, to allay any fears that you’re goofing off with the dog, working on your tan on the patio, or watching soaps and eating bonbons. Be one of the top producers in your company, meet your deadlines and go above and beyond. Typically telecommuters have to earn the right for flextime – so don’t mess it up for anyone else!
Not yet an Arrowhead producer? Start here.
Sources:
20 Working From Home Tips to Boost Your Productivity
Get More Done: 18 Tips for Telecommuters
10 Tips for Telecommuting Success
How to be productive working from home