How to Set up a Remote Learning Workspace in 4 Easy Steps

September 6, 2021

With the emergence of COVID-19, the organizations were in need of rapid transformation of all the business operations and activities. The remote work came into being to keep the operations continue even during lockdown situations all over the world. The organizations shifted to work from home and therefore faced certain challenges when it comes to remote work. Organizations are doing their best to make sure that the employees work seamlessly without any distraction or lack of communication. Similarly, online learning also suffered. The distance learning workspace for students has got very challenging. It is critically important for the education sector to create a workspace at home for students.

When it comes to organizations, one important thing is that they need to deal with workers of different types. As workers are of different nature, their needs also vary and it becomes even harder when it comes to providing all the facilities in an online environment. So first we will be looking at different types of workers and their different needs and then take into consideration the steps for setting up a space for distance learning and distance learning workspace ideas.

Types of Remote Workers

Wherever your employees work, it is important to support the needs of each employee. Also to ensure that the productivity of employees remains unaffected, it is crucial to provide them with all the equipment and facilities they need. So let’s first look at different types of workers and their needs and how remote work could be made more seamless for them. 

  1. Co-located

The first type of worker is a co-located one who always loves to work from the office. Even in some areas of the world, the government allowed 25% of employees to work from the office and all others to work from home. In that case, some co-located workers preferred working from the office. They love to work with their coworkers and ensure face-to-face interaction with them instead of just doing video conferencing by sitting at home. No matter if this type of worker is part of some hybrid team or the one working from the office entirely.

  1. Remote

The second type of worker is remote who finds work from home more comfortable instead of coming to the office to work. They do not prefer the traditional work environment and are location-independent. They like to interact with others through videos, calls, and meetings instead of face-to-face conversations.

  1. Hybrid

The third type of workers is hybrid which means that they belong to the category of both remote and co-located workers. They can spend the day working at the office and the other day at home. Hybrid employees are able to work in any environment and wherever they are, they used to be very productive irrespective of the workspace. They can adapt to calls and videos for meeting purposes and can also work from an office with face-to-face interactions. They know how to create a virtual learning space at home and adjust the work requirement at the office as well.

Workplaces should be Supportive 

Workplaces should be built in such a way that they support workers of different types and nature. The needs of each employee vary that could be with respect to the equipment they require or the nature of the job they do. Another aspect is the experience. If the employee is highly experienced he would have more demands as compared to the fresh employees. Therefore, it is the responsibility of the organization to take into account this perspective of dealing with employees to ensure enhanced employee retention.

For instance, if we talk about the co-located workers, then they would need all the equipment and the meeting rooms should be designed in such a way that space doesn’t get congested. It could be difficult for the employees to work in less space. The meeting rooms should also be well-equipped so that if the workers from the office are connecting with the ones who are at home, the meeting could be conducted seamlessly with workers as well as with the clients.

Hybrid workers could be heavy on the employers and the reason is that there the employers are supposed to provide the facilities in both offices as well as online. For example, a worker uses one desk and does not come consistently. In any case, that desk could not be given to anyone else as all the equipment of that worker is on that desk. Therefore it becomes difficult for employers to facilitate hybrid employees as compared to co-located or remote employees.

Set up a Remote Learning Workplace in Easy Steps

Below are the steps to setting up a space for distance learning that you can follow.

  1. Creating spaces for face-to-face conversations

Employees should also take into consideration the actions that help in remote learning set up at home. As in-home, there are certain distractions and the face-to-face conversation cannot be done with co-workers and the teams with which you use to collaborate on a daily basis while working from the office. When it comes to remote work, it becomes crucial to establish a virtual office space set up that helps workers work easily. The face-to-face conversation thus could be made easy for them by giving them a dedicated channel where they could collaborate with the fellows, discuss ideas, conduct meetings, and share files.

Employers can buy high-end video conferencing tools to help employees do seamless meetings with their colleagues in a remote environment. Also, when it comes to setting up an office at home, employees should have all the equipment such as chargers, headphones, handsfree, notepads, etc. that are required for productive learning environments.

  1. Fully Equipped Meeting Rooms

The meeting rooms in the office should be fully equipped with all the tools and software that could help the remote worker make calls and meetings with co-located ones so that easy communication could be done. This will help eliminate the risk of time wastage of the employees that are working remotely and are not connecting due to issues with the internet connection or cables in the meeting rooms. For seamless communication across, it is crucial to have a booking system where meetings could be conducted seamlessly.

  1. Use "flex-desking"

For hybrid employees, one method is flex desking in which the hybrid employees could book the desk before coming. They can book a desk with all the needs and can bring their system to come and work seamlessly. A flexible desking facility is critical to maximizing the usage of resources in a highly efficient manner. A seamless desk booking system helps the employees and employers both so that the employees do not waste their time coming and choosing an appropriate desk for them to work.

  1. Efficient Utilization of Workspaces

Co-located workers can be given different desks for different types of tasks. For instance, if they want to conduct meetings with clients to remote employees, they can go to the conference rooms and book meetings beforehand. When there are multiple workspaces for co-located employees for different tasks it becomes easy to collaborate and communicate with the remote employees.

Seamless Virtual Learning Environment 

Similarly, when it comes to a learning environment for students, there should be a curriculum and workplace so that the message could be conveyed to students the way it is expected. The following are some steps to make the learning environment efficient for students.

  • Virtual classrooms should be equipped with all the necessary tools and extensions that help make the sessions highly interactive with the students and the educator also get to know the activities the students are doing.
  • The audio or video meeting could be conducted to make sessions interactive enough to contribute to enhanced learning of students.
  • You can record the lessons and share them with students afterward so that they can take notes from them at any time.
  • The educators and staff could be given training and support to conduct highly interactive sessions with students and make a successful virtual learning environment.
  • Webinars could be conducted with the teams to convey the tips and tricks of conducting successful live sessions with students and engage them in the best possible ways.
  • The educators could be given training in conducting the virtual environment at home. 
  • Learning from home is a new and different experience for students so educators make every possible effort to make it very healthy and charged for them.
  • Stay connected with them during the sessions as well as during exams to make sure the purpose of a subject is fulfilled entirely.
  • Motivation lectures could be given to students.
  • The educators could be given exposure to use the latest tools and software that can enhance the engagement of students and educators. 

The guide delivers the best tips and ideas to make the virtual working and learning environment successful for the employees and students. The challenges of COVID can be mitigated in the best possible ways.