It can be more difficult to manage remote teams than in-office-based teams. There are some reasons why it is harder (but not impossible) to build the same level of rapport with people. 48% of remote employees in the US in 2020 felt that they had no emotional support from their employers.
While I am a fan of remote work and its positive impact on people’s well-being and health, compared with long days commuting and working in an office, remote work lacks the physical and emotional elements that are missing.
Experiencing burnout and anxiety are prevalent in remote work despite the positive impacts it can bring. 69% of people working remotely experience burnout and feel that they cannot switch off. This can be due to additional workloads and calls.
Elon Musk (X, SpaceX) is big against remote working and calls it ‘immoral’ and ‘unproductive’. But despite this, over 50% of employees who work from home work more hours than if they were in the office.
In my experience, I find that I work more hours than when I work in the office. My biggest reason is that I don’t have a commute time to factor in or a time to be ‘kicked out of the office’. If I need to provide someone with an update, I can take my time instead of rushing. If I haven’t completed everything on my to-do list or an employee in another country and timezone wishes to speak with me, I can easily find time to do those tasks.
Remote working is great because I can manage my time effectively and it allows me to save money on fuel and commuting. When I do work remotely, there are some key habits and tricks to use. I have found these to be the best practices for managing remote teams effectively.
Invest in the right tools
Microsoft Teams, Slack, Outlook etc, whatever email or instant messaging client you use, be sure that your business is investing in the right tools. Communication is key to remote and hybrid working.
If your company offers training on how to use these tools, then take them. Otherwise, play around with them, and look at guides online. Using these will help you communicate and collaborate effectively.
Communication tools aren’t the only pieces of software that you need to consider. Is your team using the right office software such as Microsoft Office 365 for PC or Mac, cloud-based design tools, such as the Adobe suite or Figma and developer applications such as Visual Studio or JetBrains?
Effective communication
As previously mentioned, communication is one of the best practices for managing remote teams. It would help if you made communication a top priority. Without clear, constant, and effective communication, your team can easily get off track.
Effective communication isn’t just speaking to your team to ensure things get done. You also need to consider how you communicate with team members who are based in a different time zone and whose primary language differs from yours. Refrain from using long and complicated words. Their English might sound good, but they might get confused with terminology. So, be clear and if possible, use imagery to explain your points.
Regular check-ins
Be sure to keep in touch with your development and design team throughout the day. Set reminders if you have to, and be clear in stand-up meetings about what you expect from them.
I use Microsoft To Do to help remind me to catch up with individuals. I would add a reminder, ‘catch-up with Peter at 2 pm’; at 2 pm I will get a notification.
Set clear expectations
Be clear with your team what you expect from them. Use SMART (Specific Measurable Achievable Relevant Time-bound) goals if you need to.
Set your goals and objectives for the day and week in your kick-off and scrum meetings.
When you have catch-ups throughout the day with individuals, remember to be clear and to the point with your team. Don’t waste their time.
Team unity and morale
It can be difficult to build morale and a team bond with your remote colleagues, so try and come up with ways to build unity. When scheduling calls with individuals, consider what time they take lunch and what times they start and end the day. Remember, everyone might not be in the same timezone as you.
Before you start questioning about work, ask your colleagues about their social life. How was your weekend?
Tell me about that celebration in your country.
What music do you like?
What team do you follow?
Simple questions such as these can break the ice. I have found that the more friendly and open you are developers and designers, the more they are willing to open up to you. If someone fears or resents you, they are less likely to be honest with you. Of course, you don’t want to spend 30 minutes talking about football, but no work questions do go a long way to building a good rapport with people.
If your team’s mother tongue is not English, how about learning a few phrases? I have found that when I have attempted to speak another language (attempted being the key word) it has put a smile on their face. Because it is both unexpected and not compulsory. It shows that I am willing to make them feel at ease and not come across as ‘cold’.
Document
Documenting work is not just one of the best practices for managing remote teams, it is essential for all teams.
Writing the objectives, scopes and goals is essential for teams to clearly understand what is expected from them and everyone in the team.
Documenting doesn’t have to be written, it can be recorded video too. If you are in a meeting, record it. Making notes is important, but sometimes we can lose track of what is being said. Having a recording is a great way to make sure that everyone is clear as to what has been discussed.
Microsoft Teams Premium and Zoom allow you to record your meeting sessions and then share the video file afterwards.
Provide resources and support
Ensure remote workers have the necessary tools, training and resources to complete their jobs effectively. I have mentioned documentation and using the right software, but it is important to make sure you are empathetic to your team too. If they are struggling mentally or with a work issue, be the person they can come to for support.
Provide wellness resources such as wellness apps such as Calm, mental health counselling, discounted gym memberships or cinema tickets and fitness classes. When working from home, it is easy to work extra hours and get into a bad routine of not moving away from your home office or desk. But, you must encourage your team to go for a walk and to exercise. This will help reduce cortisol levels, which will also help people with their mood positively by decreasing stress levels.
Remove blockers
Be aware of any obstacles and challenges that may arise. If a developer needs a question answered from a client, you have to be the person to ask them for clarification. If they have an issue with a team member, be the one to resolve it, quickly and effectively. Find out what the problems and delays are and work to resolve them. Be the virtual firefighter.
These are my top best practices for managing remote teams. What do you agree with? And what have I missed?
