HOW TO MANAGE A TEAM REMOTELY: 9 TIPS TO KNOW

In the wake of the COVID-19 pandemic, millions of people are now working from home.

Are you suddenly at the helm of a remote team yourself?

If so, making the transition from office to strictly digital communication can be jarring. There are new technologies to learn, at-home obstacles to work around, and new challenges to navigate. 

Wondering how to manage a team remotely while still keeping morale and productivity high? Today, we're taking a deep dive into the techniques that can help your workforce excel from anywhere. Read on to learn 9 steps that will support you in managing your team remotely today!

1. Establish Communication Tools Early

As your team members get used to their working from home environment, you might be inundated with texts, emails, Slack chats, phone calls, and more. While constant accessibility can be a perk of working remotely, it can also be one of its major drawbacks.

This is where a messaging decision tree comes in handy. In short, this is a chart that details when employees should use synchronous messaging, and when asynchronous messaging is more appropriate. 

Synchronous messages are those that require the other person to provide an immediate response. They include:

  • Phone calls
  • Video calls
  • In-person meetings

Conversely, asynchronous messages are not as time-sensitive and allow the other person to form a response on their own time. These include:

  • Text messages
  • Messenger app communication
  • Emails

Not every question will require instant feedback or live communication. Create a simple chart that explains to your team when and how to use each platform effectively.

2. Stick to a Routine

Working remotely isn't an opportunity for everyone to create their own schedule and work when it's most convenient.

While you will need to make concessions for everyone as they adjust, it's important to establish a routine as soon as possible. Set regular meeting times and stick to the plan. Doing so can bolster productivity and help establish a sense of order.

Try to establish a daily check-in. Ideally, face-to-face video calls are best, though audio conferences can work, too. Use this time to set the agenda for the day, listen to employee feedback, and address any outstanding issues.

3. Set Realistic Expectations

Not everyone will know how to use Zoom or Google Hangouts immediately. Expecting the entire team to jump on a conference call with zero glitches on the very first day can easily leave you frustrated and overwhelmed. 

How can you manage a team remotely? Start by giving everyone the benefit of the doubt and being realistic with yourself and others. This includes making sure that, as their manager, you're providing your employees with all of the resources they need.

They aren't mind readers. Unless you fully explain the scope of each assignment and deliverable, the end result might not align with your expectations.

Though you're not physically sharing the same space, make sure your team members have access to all of the information and guidance they require, including notes and project details.

4. Invest in the Right Tools

Do your employees have all of the technology they need to thrive in their home offices? If not, their performance could reflect this.

To the greatest extent possible, try to ensure that your team members have appropriate technology at their fingertips. A few of the basic requirements could include:

  • Laptops 
  • Mobile devices
  • Industry software
  • High-speed internet connections

For most companies, these tools alone will be enough to facilitate the bulk of remote work required. Rather than assume that everyone has these tools on hand, check with each employee. This way, you can assist with any gaps to make sure everyone is set up to perform at their best.

5. Trust Your Team

Yes, it's important to establish a routine right out of the gate. At the same time, it's equally critical to be flexible. Especially now, many employees are likely working from home with their children in the other room. Their spouse might also be sharing the same home office!

As such, expecting employees to sit at their computer for eight hours straight is unrealistic. As long as they're staying on task, completing their deliverables, and checking in at the required times, resist the urge to virtually "hover" by calling or emailing them every few minutes.

6. Celebrate Virtual Successes

When you're not all together in the office, it can be a little more difficult to recognize employee achievements. Still, that doesn't mean you have to let them slip by unnoticed!

When you catch an employee going above and beyond for a customer, exceeding a goal, or helping out another team member, recognise that success virtually!

Even an act as simple as sending a congratulatory email to the group can go a long way. You can also send a quick "Thank-You" e-card or give that person a shout-out on the shared messaging channel. 

This is an easy but effective way to build team morale, improve employee confidence, and grow your brand loyalty along the way.

7. Use Document Management Tools

Without a physical shared office with folders, archives and other organisation systems, it can be easy to lose track of files, spreadsheets, and important documents.

If you haven't already, install a collaboration platform such as Microsoft Sharepoint that allows you to store, organize, and update as many files as you need. Grant your employees access to the system and encourage them to use it as a central, one-stop-shop for all of their document management needs. You company may already have a similar system available that meets your individual security requirements, so check with your IT department.

Management tools like these ensure that you don't have multiple versions of the same file floating around the internet, which can lead to unnecessary double-work and wasted time. Not knowing what everyone is working on and where they stand can be a recipe for disaster, and tools like this help you regain that visibility.

8. Track Productivity

While you don't need to micromanage, an online time-tracking tool such as Harvest can help you ensure that all employees are staying on track and working toward their goals.

You can use these resources to check employee work hours, review their activities, and identify any performance gaps you need to address. In addition to Harvest, similar tools include Toggl and Timely.

9. Respect Time Zones

Ideally, all of your remote employees will share your same time zone, and you can schedule meetings at regular office hours that work for everyone. However, it rarely works that way.

Remote teams are often comprised of people spread across multiple locations. If this is the case, look for working hours that overlap and try to schedule virtual meetings during those times.

If this is impossible, be respectful of the time you send correspondence.

More Tips on How to Manage a Team Remotely

Whether you're gearing up to manage a permanently virtual team or you're just in this situation until the pandemic shifts, the way forward can may daunting.

These 9 tips offer a great place to start, but excelling at this will require a daily commitment to communication, transparency and trust. 

Looking for more resources on how to manage a team remotely? You've come to the right place. Explore our site to discover more business management tips, including how to support your employees.

If you have any questions, feel free to contact us!

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