How to Stay Productive When You Work Remotely, According to HubSpot‘s Leadership Development Expert

The COVID-19 pandemic catalyzed an unprecedented shift to remote work. And for many companies, there‘s no going back. A 2021 survey by PwC found that 83% of employers say the shift to remote work has been successful for their company.

But for individual employees, the picture isn‘t quite so rosy. While remote work offers benefits like greater flexibility and zero commute time, it also comes with its own set of challenges:

• Difficulty unplugging: 22% of remote workers struggle with unplugging after work hours (Buffer)
• Loneliness: 19% of remote workers cite loneliness as their biggest struggle (Buffer)
• Communication and collaboration: 17% say collaborating and communicating is more difficult (Buffer)
• Distractions at home: 40% of workers say household distractions are the biggest challenge of remote meetings (Zippia)

If you‘ve experienced any of these productivity blockers, you‘re far from alone. But there are proven strategies to overcome them. I sat down with Nick Congelosi, HubSpot‘s Management and Leadership Development head, to get his top tips for staying productive as a remote worker.

Manage Your Energy, Not Just Your Time

When you work in an office, your energy levels naturally ebb and flow with the workday. You chat with coworkers over morning coffee, get a boost from lunchtime gym sessions, and know it‘s quitting time when the office starts emptying out.

But at home, those natural energy boosters disappear. It‘s all too easy to wake up, open your laptop, and slog through a day of back-to-back Zoom calls without ever leaving your desk. That‘s a recipe for burnout, not sustainable productivity.

Congelosi‘s solution? "Manage your energy, not your time."

Take Frequent Breaks

One of the simplest ways to manage your energy levels is to take more breaks. Congelosi recommends taking a break every 75 to 90 minutes.

"Our bodies naturally move from a high-energy state to a physiological trough, where we need renewal, every 90 minutes," he says. "If we don‘t take a break, we override those signals with stress hormones, leading to burnout."

Here are some quick break ideas:

• Take a 5-10 minute walk
• Do some light stretching
• Brew a cup of tea
• Read a chapter in a book
• Call a friend or family member
• Meditate using an app like Calm or Headspace

Use the Pomodoro Technique

For more structured energy management, try the Pomodoro Technique. This time management method involves working in 25-minute blocks (called "Pomodoros") followed by 5-minute breaks. After 4 Pomodoros, you take a longer break of 20-30 minutes.

Pomodoro apps like Focus To-Do (iOS | Android) and Forest (Chrome | iOS | Android) can help you stay on track.

Identify Your Peak Focus Times

We all have times of day when we‘re naturally more focused and energetic. For most people, that‘s a 2-3 hour window in the morning.

"Protect your peak focus times," advises Congelosi. "Don‘t book meetings or let yourself get distracted by email during those hours. Use that time for deep work."

Everyone‘s peak hours are different. If you‘re not sure when yours are, try keeping an energy log for a week. Note how alert, motivated, and focused you feel every hour, then look for patterns.

Once you‘ve identified your peak times, block them off on your calendar so coworkers know not to book you for meetings during those hours.

Optimize Your Home Office Setup

Where you work has a huge impact on how well you work. In a survey by Flexjobs, 65% of workers said they need a better home office setup to maximize their productivity.

If your "office" is currently a corner of the couch, these tips are for you.

Create a Dedicated Workspace

Your brain craves cues that help it shift into work mode. Having a space that‘s only used for work (not eating, watching TV, or folding laundry) will help you get in the zone faster.

If you have a spare room you can use as a home office, great. If not, try setting up a desk in a quiet corner, or even using a room divider to create separation.

Make sure your workspace is comfortable, with good lighting, a supportive chair, and a desk or table at the right height for typing. Personalize it with photos, art, or anything else that inspires you.

Upgrade Your Tech

Nothing zaps productivity faster than a spotty internet connection or tinny laptop speakers on a Zoom call. Investing in a few key pieces of technology can make a big difference:

• Reliable Wi-Fi: If possible, set up your workspace close to your wireless router. If your connection is still spotty, consider upgrading your router or internet service.

• External monitor: A larger screen can boost your productivity by as much as 40% (University of Utah)

• Noise-canceling headphones: If you share your space with family, roommates, or noisy neighbors, noise-canceling headphones are a must.

• Webcam and microphone: The microphones and cameras built into most laptops aren‘t great. Upgrading to an external webcam and USB microphone will make you look and sound more professional on calls.

Take Advantage of Natural Light

Exposure to natural light during the workday can boost your mood, alertness, and overall well-being (Cornell University). Position your desk near a window if possible.

No windows in your workspace? Try using a light therapy lamp to mimic the benefits of sunlight.

Prioritize Communication and Connection

Remote workers interact with their colleagues much less than on-site employees do (Harvard Business Review). Over time, that lack of casual connection can lead to feelings of isolation and disengagement.

To stay productive, you need to be proactive about building relationships with your team.

Schedule Regular Check-Ins

When you work remotely, out of sight can quickly become out of mind. Combat this by scheduling regular check-ins with your manager and key teammates.

"Have a weekly 1:1 with your boss, and a daily or every-other-day standup with your closest collaborators," recommends Congelosi. "But don‘t just focus on status updates. Carve out time for casual conversation too."

Some other ideas for staying connected:

• Virtual coffee chats: Pair up with a colleague for a 20-minute virtual coffee date to catch up on life outside of work

• Donut meetings: Use the Donut app (Slack) to be randomly matched with teammates for informal chats

• Remote co-working: Keep a Zoom room open while you‘re working so teammates can pop in and work "alongside" you

• Show and tell: Start meetings by having everyone share something personal, like a photo of their workspace or a story about their weekend

Make the Most of Face Time

In a survey by Zippia, 44% of workers said the most effective tool for remote collaboration is video conferencing.

When you have meetings, make them count with these video conferencing best practices:

• Turn on your camera: Nonverbal cues are essential for clear communication and connection. Seeing each other‘s faces also promotes accountability and engagement.

• Look at the camera: Make virtual eye contact by looking directly at your camera, not at your screen.

• Mute when you‘re not talking: Background noise is distracting, so mute yourself unless you‘re speaking.

• Use speaker view: When someone is presenting, switch to speaker view so you can see their face clearly.

• Take notes by hand: Writing notes on paper, rather than typing them, can help you stay focused during long meetings.

Establish Communication Norms

With teammates spread across time zones and juggling various home and work responsibilities, it‘s easy for communication to become scattered and siloed.

Congelosi suggests working with your team to set clear communication norms and expectations:

• What hours is everyone expected to be online and responsive?
• How quickly should you respond to emails or messages?
• Which communication channels should you use for which purposes? (e.g. email for external communication, Slack for internal collaboration, phone or video for urgent matters)
• How far in advance should you put meetings on the calendar?

Documenting and sharing these norms ensures everyone is on the same page.

Empower Yourself and Your Team

As a remote worker, you have to be your own advocate and take ownership of your productivity. But if you‘re a manager, you also have a responsibility to empower your team.

Set Boundaries

The lines between work and home life can easily blur when your office is just steps from your bedroom. To avoid burnout, you must set clear boundaries for yourself and your team.

Congelosi recommends:

• Bookending your day: Have a ritual that signals the start and end of your workday, like going for a walk or listening to a certain playlist.

• Protecting your off hours: Unless it‘s truly urgent, don‘t send or respond to work messages outside of your set hours.

• Taking your vacation days: Just because you can work from anywhere doesn‘t mean you should work all the time. Time off is essential for productivity.

• Making time for yourself: Block off time on your calendar each day for a proper lunch break, exercise, or whatever helps you recharge.

Provide Resources and Training

Remote workers need different resources and skills than office-based workers. As a manager, part of your job is to equip your team with the tools they need to succeed.

Some ideas:

• Provide a stipend for home office equipment and internet service
• Offer training on remote-specific skills, like leading virtual meetings or collaborating asynchronously
• Share productivity tips and resources in a weekly team newsletter
• Create a "remote work best practices" guide for your team

Model Healthy Habits

As a leader, your behavior sets the tone for your entire team. If you‘re sending emails at all hours and never taking a day off, your team will feel pressure to do the same.

"Leaders need to model the habits they want to see," says Congelosi. "If you want your team to have a healthy work-life balance, you need to walk the walk."

Some ways to lead by example:

• Don‘t send non-urgent emails outside of work hours
• Use your status on messaging apps to indicate when you‘re offline or in focus mode
• Talk openly about taking breaks and prioritizing your well-being
• Celebrate your team‘s accomplishments and hard work

"At the end of the day, productive remote work is about trust," says Congelosi. "Trust yourself to get your work done, and trust your team to do the same. Focus on outcomes, not hours at a desk."

Remote work is here to stay. By implementing these proven strategies from HubSpot‘s leadership expert, you and your team can not only survive but thrive in this new world of work.