Physical teams are hard enough to manage. Now imagine you had to manage these same set of people without seeing them or being in the same location. Whether they are three or twenty workers, things can get really difficult. In order to make things easier you need strategies that will keep all of your workers engaged and productive. Remote work best practices will help you to make your workplace better, get the best talents into your company, and retain the best.
To help you out in doing this, we’ve put together 15 best practices for managing remote teams effectively. These tips will help you overcome the challenges of remote working while keeping your team’s performance high.
Establish Clear Communication Channels
Clear communication is important for any team, and when working remotely, this becomes even more crucial. Not being in the same location is already a reason for miscommunication. To avoid this, you need to have a good communication plan. Regular video meetings can help people stay connected and always be on the same page. Slack or Trello will help with daily check-ins, collaboration and project management. Always encourage the team members to ask questions or share any kind of concern and always give an ear to their feedback.
Set Clear Goals and Expectations
Clear goals and expectations are important to ensure no confusion while working remotely. Begin with clear, well-defined goals that are specific, timely, and tied to the mission of the organisation. Hold frequent feedback sessions, weekly or every two weeks if necessary to help everybody get on course. Such sessions should focus on areas of success and those that require improvement. Tools like Asana or Monday.com can also be used to track progress and make sure deadlines are kept.
Use Collaboration Tools
Successful remote work needs good collaboration. Google Drive, Dropbox, and Asana are some collaboration tools you can use. They can help share documents and edit them in real-time, track project progress, and set tasks clearly. They help to create an online workspace virtually that looks like a physical office.
Foster a Sense of Community
When you’re working remotely, it’s easy to feel isolated, so it’s important to create a sense of community to keep everyone’s spirits high. One great way to do this is by using video conferencing for both work meetings and virtual team-building activities. You can also plan fun social events like virtual coffee breaks, happy hours, or game nights. Another idea is to set up an online forum or social media group where team members can share personal achievements, interests, and build strong connections with each other.
Emphasise Work-Life Balance
Working remotely can sometimes make it hard to separate our professional and personal lives, which can lead to burnout. To avoid this, it’s crucial to encourage your team to establish clear work hours and use time-tracking tools. As a leader, you can set a great example by not sending emails or messages outside of work hours and taking regular breaks yourself. Remember to emphasise that taking time off is not only important for long-term productivity but also for maintaining good mental health.
Provide Regular Feedback and Coaching
Providing feedback and coaching is crucial for your team’s growth. Regular check-ins help address concerns and provide guidance. When giving feedback, be specific, actionable, and supportive. You can even consider setting up a formal feedback system where team members can share their thoughts on management and processes. This two-way communication encourages continuous improvement and fosters mutual respect.
Use Time Zone-Friendly Tools
Managing a team across different time zones can be a challenge. To make things easier, try using tools like World Clock or TimeAndDate to schedule meetings at times that are convenient for everyone. Asynchronous communication, where team members can respond at their own pace, is also effective. Tools like Loom, which allow you to record and share video messages, can help keep everyone informed without the need for real-time meetings.
Prioritise Trust and Accountability
Working in remote teams requires trust and accountability to thrive. It’s important to establish clear expectations and give team members the freedom to build trust among themselves. Regular performance reviews are essential to ensure accountability and acknowledge achievements. Utilising performance metrics and project management tools helps track progress and fosters transparency. Creating a culture where trust is reciprocated leads to higher levels of engagement and productivity.
Emphasise Results Over Hours Worked
When it comes to remote work, the emphasis should be on achieving results rather than simply putting in hours. This approach boosts motivation and efficiency. By setting clear targets and evaluating performance based on outcomes, team members are empowered to manage their time flexibly. Encouraging a results-driven mindset is important, and it can be done by celebrating achievements and learning from setbacks.
Provide Training and Development Opportunities
Continuous learning keeps your team skilled and motivated. Offer online resources, webinars, and workshops that are relevant to their roles. Encourage them to take professional development courses and provide opportunities for career advancement. When you invest in your team’s growth, it boosts their job satisfaction and performance. Consider implementing a mentorship program where experienced members can guide their newer or less experienced colleagues.
Use Virtual Whiteboards
To enhance brainstorming and collaboration, virtual whiteboards like Mural or Google Jamboard can be a game-changer. They allow team members to visualise and map out ideas and strategies in real-time, fostering creativity and innovation. These tools are particularly useful for planning sessions and complex projects that require input from multiple people. They should be used in both formal meetings and informal brainstorming sessions.
Celebrate Milestones and Successes
Who doesn’t enjoy being celebrated? Recognizing milestones and successes is crucial for keeping team morale high, even when working remotely. Arrange virtual celebrations through video calls and send e-cards or congratulatory messages. Publicly acknowledging achievements with company-wide emails or shout outs during meetings also goes a long way in boosting morale and inspiring the team to strive even harder.
Prioritise Self-Care
Working remotely can sometimes feel lonely and stressful, so it’s crucial to make self-care a priority. Encourage your team to take regular breaks, engage in exercise, and pursue hobbies outside of work. Show your support for their mental well-being by providing resources and assistance for managing stress. It’s also important for you to lead by example and practice self-care yourself. Consider offering wellness programs that promote a healthy work-life balance.
Use Automation Tools
Automation tools can greatly improve productivity by reducing the time spent on repetitive tasks. Tools like Zapier can automate workflows, freeing up more time for important work. Use automation for tasks such as data entry, scheduling, and communication to streamline operations. Make it a regular practice to review and update your automation processes to ensure they remain effective and aligned with your team’s needs.
Lead by Example
As a leader, your actions set the tone for the entire team. Lead by example: communicate openly, meet deadlines, and actively participate in team activities. Your leadership has the power to inspire and motivate your team, fostering a culture of trust, accountability, and collaboration.
Conclusion
By following these best practices, you can effectively manage your remote team, build trust and accountability, and drive success, even from a distance. Remember to prioritise communication, collaboration, and self-care, and lead by example to inspire your team to do the same. As remote work continues to evolve, staying adaptable and open to new tools and strategies will help you navigate the challenges of managing a remote team.
