Stories & Features

Taking work home carries privacy and security risks, and potential stress

Let's start with a big thank-you to all those essential workers who continue to work outside the home during the coronavirus pandemic, often in difficult or dangerous conditions. And our hearts go out to all those who have lost work during the pandemic. If you've lost your job or are unable to work due to the pandemic, please see our COVID-19 Relief Fund.

For others fortunate enough to be able to continue work, now from the relative safety of their own homes, we offer some tips and advice around working from home. It can carry risks to both the privacy/security of information and to your mental and physical health.

1. Upgrade passwords, and manage them

Passwords should be a mix of upper-case and lower-case letters, symbols and numbers. Your passwords should now be 10-plus characters at a minimum, and go longer if you can. Consider using a password manager to make this easier, and buy the paid version of popular options such as 1Password or Dashlane for better security and for additional features. Immediately change any default password provided upon initial access to an application or device.

2. Beware the free app or tool

You're likely to add some apps and tools as you work from home. Look for options that have end-to-end encryption, security features and password protection, and recognize that many free tools and apps are more likely to be hacked and/or to hammer you with "personalized" advertising. A 2019 study by Positive Technologies that included a look at 17 mobile apps found high-risk vulnerabilities in 43% of android apps and 38% of IOS apps. Insecure data storage topped the list of risks.

3. Enable private windows as you browse online

Use private windows whenever you're using the internet. Open an Incognito window on Chrome or a private window on Safari and Firefox, before opening the application you're using. If you're not sure how to do this, see this exhaustive piece on howtogeek.com.

4. Now more than ever, talk to people on the phone

Email and other digital communication tools have helped make us more productive, and they're central to working at home. But in losing face-to-face conversations with team members, and the opportunity to share a joke or two around the water cooler or on that short walk for coffee, we risk losing productive discussions that help us work better and relieve stress. We can also get lonely. To stay effective and lift your spirits, talk to people on the phone or via your favourite, secure video or chat app. Just be respectful of everyone's time – schedule calls when you can, and consider encouraging a few minutes of random chats at the opening or closing of regular team check-ins.

5. Create a routine to help you find your normal

It's tempting to revel in the freedom of working outside the workplace, but don't lose the routine. Recreate it. Set up a new work-from-home routine and think about how to create a new schedule in your home as well. Build mind breaks into that schedule. Step away from your social networks, practice mindfulness, or fit in some stretches, exercises, or a walk if you can do it while maintaining safe social distancing. Consider adding music or a podcast at times during your workday, as it can add warmth and some sense of community. If you're easily distracted by music, avoid anything with words, opting instead for classical, ambient or other instrumental music, including Spotify playlists such as "Productive Morning". Podcasts can also break up the boredom, working best when you're doing more menial tasks or while prepping a meal.

6. Reach for the orange instead of the Oreo

The temptation to snack will be strong, and your fridge is so close, especially if you're working in your kitchen. Try to make good food choices and reach for an orange instead of an Oreo. Your body can process and handle stress better when you give it foods that are full of nutrients. Caffeine and foods that are high in sugar can make anxiety worse.

7. Take advantage of any fitness and workout plans your company offers

Inactivity is a very real threat to our well-being. It's likely that you no longer have access to your favourite gym, fitness, or recreation centre, and social distancing may even threaten your favourite walk. Some Canadian companies are rolling out free access to personal fitness sessions such as LIFT. If you don't have that option, try some simple do-it-yourself programs online or consider free in-home workouts, including the one offered by Planet Fitness on YouTube.

8. Limit and take care in removing information from your office

B.C.'s Information and Privacy Commission office has some excellent guidelines for working securely from home [PDF]. And at the top of the list is the recommendation to only remove personal information from the office if it's necessary to carry out your job. If possible, take copies and leave originals in the office, and adhere to any sign-out sheet for such information at your workplace. Encrypt any electronic device that stores personal information, including home computers, USB drives, laptops and mobile phones.

9. Don't use personal email to transfer anything with personal information

When transferring records containing personal information for work purposes, resist the temptation to use your personal email. Refer to your company's IT guidelines or contact your manager or supervisor for instructions on how to ensure secure access to corporate email, which is usually through VPN.

10. Treat it like a real job, and set yourself up for success

It's up to you if you want to work in pajamas, but many seasoned work-at-home veterans recommend dressing as you would in the workplace. You can skip the tie or the cruel shoes, but do what you can to establish that workplace mindset. Resist the temptation to lay in bed with a laptop. Instead, sit in an upright chair, close a door in a room if you're sharing space with other family members, and if using a keyboard, check that its height and setup are ergonomically sound.