The key is to find what works best for your team. Managers can use this list to experiment and learn what is most effective.
Daily check-in. Weekly closing. Monthly deep dive. Host a one-hour meeting every month to present new projects, discuss processes and ideas, and work on long-term issues.
For unplanned communication, you can also use video calls or switch to phone calls, chats, or conversations in online spaces like Slack. Set up a “water cooler” channel so team members can discuss non-work related topics on breaks.
2. Manage expectations
Managing expectations is not a one-and-done activity. Instead, it must be carried out in several steps. For example, explain the overall goals and how each team member should contribute at the start of a project. Describe how success will be defined. Throughout the project, use the meetings you set up in #1 above to ensure everyone is on track.
While team members are working on the project, don't micromanage or worry too much about how they are spending their time. Instead, focus on results. Additionally, let team members know how and when they can contact you. Additionally, remember to convey your expectations regarding keeping company data secure . Remote work arrangements can be a prime target for cyber villains.
The following video expands on this tip:
3. Provide the necessary resources
Remote team members won't be able to do their work unless they have the right resources. This includes technology, office furniture and supplies. Ensure your IT team also has what it needs to help remote workers, whether it's a phone line, a ticketing system, or the infrastructure needed to go to workers' homes to help them on-site.
Access to resources also means less tangible items like mental health help if needed. Especially as the COVID-19 pandemic continues, make sure employees know where to find this information, as well as other benefits your company can offer, such as assistance finding child care or financial advice. Also consider yourself a resource and let team members know they can turn to you if they are having professional or personal problems.
4. Stay organized
A remote team can quickly devolve into chaos without clear processes and effective use of organizational tools. Even a simple, free tool like Trello can help you stay on top of all the steps needed to complete a project. If your business is complex, you might consider having custom software built to help you manage your projects.
Make sure everyone knows the workflow for completing projects. For example, when someone finishes a report, do they email it? If so, who do they send it to? Or do they upload to a shared folder? What is the review process and who is involved? Are there any additional documents that must also be sent? Review these procedures with team members and also have an easy-to-access shared process document or platform for reference.
5. Set a good example
Even from a distance, employees look to you for tips on how to behave. If you set a good example of work habits, professionalism, timely responses, and adherence to company rules, they will follow you.
Additionally, team members look for emotional cues in their managers. For example, if the company institutes a major change, how you respond will set an example for your team. If you are upset and worried, don't be surprised if your team members are too. On the other hand, if you show courage and a positive attitude, they are likely to imitate your reaction.
6. Have fun
Coworkers don't have to be best friends, but it's nice to find some time to interact socially. This type of unity helps build team cohesion. Even in remote work situations, you can find opportunities to have fun together.
Try setting aside 5 minutes of certain meetings to catch up and talk about weekend plans or upcoming trips. Or try a virtual pizza party where you deliver pizza to each team member's home and enjoy it together during a video call. If feasible and safe, meet physically once a month or more.
There is no one size fits all
Every team is different and requires its own set of resources, expectations, and processes. A team of people who were already working remotely before the pandemic can now have their home offices set up, giving them one less thing to worry about. At the other end of the spectrum, a team that has always worked in the office may need more guidance and support.
The key is to find what works best for your team. Managers can use this list to experiment and learn what is most effective. Talk to team members and upper-level managers to learn what's going well and what can be improved. Keep modifying until you find the best strategies to help your company move forward, even from a distance.
