As the digital world continues to get smaller, the workforce is becoming more and more distributed. At the same time, the COVID-19 pandemic has forced many organizations to adopt remote working models in order to maintain business operations and support public health.
While remote work has been a growing trend for years, the pandemic has accelerated the transition to remote work for many companies. In fact, a recent Gartner survey found that 74% of CFOs plan to shift at least some employees to remote work permanently.
Managing a distributed team comes with its own set of challenges. From coordinating time zones to maintaining team morale, there are a lot of things to consider when managing a remote team.
In this guide, we’ll take a look at some of the best practices for managing distributed teams and how you can implement them at your organization.
1. Hire the right people
Don’t assume that just because someone is an excellent in-house employee, they will also be an excellent remote employee.
To manage a remote team effectively, you need to hire people who are self-motivated, able to work autonomously, and are comfortable with a high level of ambiguity.
Ask candidates to walk you through their experiences working remotely in the past and how they handled challenges. You can also use a personality test to evaluate how well-suited they are to remote work.
2. Set clear expectations
If you don’t set clear expectations, it’s difficult for team members to know what’s expected of them. This can lead to confusion, missed deadlines, and a lack of accountability.
To avoid these issues, make sure you have a clear, written job description for each team member. In addition, set clear goals and deadlines for each project, and make sure everyone knows what their role is.
This may seem like a lot of work, but it’s much easier to invest time in setting expectations up front than it is to deal with the fallout when things go wrong.
3. Use the right tools
The right tools can make a huge difference when managing a distributed team. The best tools to use will depend on your team, your business, and the work that needs to be done.
At a minimum, you’ll need a solid communication tool such as a VoIP phone system, a project management tool, and a file-sharing tool. You may also want to consider a time-tracking tool, a video conferencing tool, and a tool for managing your team’s schedule.
When choosing tools for your team, make sure to get their input. They’re the ones who will be using the tools, so it’s important that they’re comfortable with them.
4. Overcommunicate
The more distance there is between you and your employees, the more room there is for misinterpretation. This can lead to employees feeling out of the loop, undervalued, or unsure of their next steps, all of which can negatively impact the overall employee experience
To avoid these issues, it’s important to overcommunicate. Make sure your team feels informed and supported by sharing information, checking in, and discussing expectations more frequently than you would with an in-office team.
That said, it’s also important to respect your team’s time and not to go overboard with communication. Try to find a balance between keeping your team informed and overloading them with information.
5. Encourage face-to-face communication
Face-to-face communication is the most effective way to build relationships and trust. When you can see someone’s facial expressions and body language, you’re better able to understand their tone and intent.
However, it’s not always possible to get everyone on a video call, especially when your team is distributed across different time zones. In that case, you should make an effort to connect with each team member on a one-on-one video call at least once a month.
You can use these one-on-one meetings to get to know your team members better, discuss their performance, and address any concerns they may have. This will help you build rapport and trust with your team and show them that you value their contributions.
6. Be available
When you manage a team in the office, it’s easy to see who’s at their desk and who’s not. But when your team is distributed, it can be harder to know who’s available and who’s not.
That’s why it’s important to be available to your team as much as possible. Make sure they know when you’re working, and let them know when you’re taking a break or stepping away from your computer.
If you can, try to schedule a daily check-in with your team. This can be a quick video call or a chat message where you go over what you’re working on that day and what you need from your team.
Being available to your team shows them that you’re there for them and that you care about their success. And it can help you build trust and rapport with your team, even if you’re not working in the same office.
7. Set a schedule
You may have team members in different time zones, so it’s important to set a schedule that works for everyone. This may mean that some team members have to work earlier or later in the day.
You should also set a schedule for regular check-ins and meetings. This will help keep everyone on the same page and make sure that everyone is working towards the same goals.
8. Focus on results
Productivity is the most important thing to focus on when managing a remote team. However, it’s not always easy to measure productivity when you can’t see your team working.
Instead of tracking how long your team members work or what they’re doing, focus on the results they produce. This will help you ensure that your team is working effectively and efficiently.
When you focus on results, you give your team the flexibility to work in a way that suits them best. This can help you avoid burnout and improve employee satisfaction score.
9. Make sure everyone feels included
When you’re not in the same room as your team, it’s easy for people to feel left out. This is especially true if there are some members of your team who are not as vocal as others or who are in different time zones.
To make sure everyone feels included, check in with your team regularly and ask for their feedback. This will help you identify any issues and make sure everyone feels valued.
You should also make an effort to include your team in decision-making processes. This will help them feel more invested in their work and will also help you make better decisions.
10. Have a plan for different time zones
If your team is distributed across different time zones, it’s important to have a plan in place for how to manage that.
This might mean having some overlap in work hours where all team members are expected to be online and available to communicate.
If that’s not possible, it could mean having a system in place for who is responsible for what tasks when other team members are offline.
Make sure everyone is clear on the expectations for working hours and availability and have a plan in place for how to manage different time zones.
This is similar to tailoring your content to the TikTok best posting times by region—timing and structure are key to effective collaboration.
11. Meet in person
As with any long-term relationship, showing up in person from time to time is important.
The same goes for your remote team. If you’re able, try to schedule a time to meet in person at least once a year.
If you’re unable to meet in person, you can still create opportunities for team bonding such as a virtual escape room. For example, you might schedule a team-wide video call to celebrate a big win or milestone, or even offer sessions like Public Speaking Coaching to help team members build confidence and improve communication skills.
Conclusion
Managing a remote team can be challenging, but with the right strategies and tools, your business can thrive with a distributed workforce.
