The pandemic permanently transformed where and how people work. In 2019, less than 7% of employees in the private business sector worked remotely. Now, more than half of office-based workers do so at least part of the time. Since remote teams are geographically dispersed, leading through effective communication and collaboration is crucial. Managers must be skilled in fostering engagement, motivating employees and delivering feedback.
Because remote work is here to stay, it’s time for managers to adjust their leadership style to allow for flexibility. By following these best practices, you’ll be able to manage your remote teams in a way that keeps them productive and engaged.
1.) Set Clear Expectations
Fewer workers today can say their roles and responsibilities on the job are clear, according to a recent report from Gallup. Not surprisingly, workers with unclear expectations are less productive and efficient. When leading remote teams, be flexible while creating structure. Develop a culture of accountability and transparency where every employee understands their objectives and how their work aligns with the company’s mission. For example, set goals for your team using the SMART framework:
- Specific: Clearly define your goals
- Measurable: Quantify your goals
- Achievable: Set realistic goals
- Relevant: Set goals that align with overall objectives
- Time-bound: Include time-related parameters
Also, consider creating detailed job descriptions and creating a shared project roadmap with specific responsibilities and milestones. That way, each team member understands how their role fits into the bigger picture. Workflows also offer an opportunity to see where there might be communication breakdowns and how they can be fixed.
2.) Manage Results, Not Time
A study published in Harvard Business Review showed that a fifth of remote workers felt their supervisor was constantly evaluating their work. In addition, one-third agreed their supervisors “expressed a lack of confidence in their work skills.” Micromanagement can be a big detriment to remote teams. When managing virtual employees, a successful manager focuses on tangible outcomes and deliverables rather than inputs. The number of hours your employees spend working is irrelevant. What matters is that your team members are meeting their goals. Use performance tracking to align individual efforts with overall company objectives. Then, hold quarterly reviews to evaluate progress and adjust goals as needed. To create accountability, tie their success to metrics they can control.
3.) Provide Efficient Tools
High-performing remote teams rely on the right tools to empower them. These tools include those for daily tasks, security, performance and collaboration. Be sure to regularly review the tools your team is using and solicit feedback from your employees. Also, streamline communication by selecting tools that integrate well with one another.
Here are a few examples of remote-friendly tools:
- Asana: Project management tool
- Slack: Team messaging application
- Google Drive: Cloud file sharing and storage
- Zoom: Video conferencing platform
- GitHub: Collaborative software development tool
4.) Keep Open Lines Of Communication
When leading remote teams, it’s best to overcommunicate if necessary. Don’t assume your employees read every email. Also, schedule regular check-in meetings with your team members. Make sure these discussions are more than just a quick touch base. They should be structured to give you a chance to build trust and a meaningful dialogue. Ideally, use an agenda to cover important topics like workload, challenges and professional development. Then, leave extra time for open discussion at the end. For new hires, schedule more frequent progress updates for the first 90 days or so. That way, they feel connected and supported without being micromanaged.
5.) Recognize Team Accomplishments
In a remote environment, recognition and rewards are powerful ways to increase employee engagement. One way to do this is to create a program where peers can acknowledge teammates for exceptional work. Celebrating milestones also helps to boost morale and create a positive remote work culture. You can also create performance awards and provide regular recognition in a public forum like team meetings.
6.) Encourage Team-Building Activities
Working remotely can increase feelings of loneliness and isolation. To combat this, encourage team-building exercises. Fortunately, you don’t need to wait until you are physically together to enjoy these activities. There are many ways to create virtual team-building events that strengthen interpersonal relationships.
Here are a few examples:
- Karaoke
- Book clubs
- Virtual escape rooms
- Virtual scavenger hunts
- Virtual wellness sessions
With a little creativity, you can improve communication, encourage collaboration and boost morale.
7.) Model Work-Life Balance
In a remote work environment, the lines between personal and work time can be easily blurred. That’s why it’s important for managers to lead by example and create a culture of work-life balance. For instance, you can allow flexible working hours so team members can manage their own time within certain limits. Also, remind employees to take time off when needed. Finally, provide resources like wellness apps, mental health counseling and virtual fitness courses. By integrating these best practices into your company culture, you’ll allow workers to be more productive and engaged.
8.) Use Asynchronous Communication
Asynchronous communication is any time information is exchanged between people at different times. Instead of communicating in real-time, people can digest and respond to messages when convenient. Some examples include emails, voicemails, forum posts and recorded video messages. This form of communication is especially useful for remote teams that are distributed across multiple time zones.
9.) Document Procedures And Processes
Because remote teams aren’t in the same physical location, documenting procedures and processes keeps vital information from falling through the cracks. By clearly recording workflows, you remove ambiguity and help new hires get up to speed rapidly. Platforms like Notion and Confluence allow you to collaborate effectively and store your team’s knowledge in a place easily accessible to all team members. Project management solutions like these make it easier to accelerate work and provide a single source of truth. To keep the documentation current, encourage your team to review and contribute to it on a regular basis.
10.) Support Career Growth
Professional development opportunities are essential to reduce turnover and retain top talent. So start by creating a clear career path for each role. That way even potential candidates understand what their future might look like within the organization. Schedule regular meetings with your team members to discuss career planning and offer virtual learning options. Some other opportunities to support career growth include establishing a mentor program, encouraging job shadowing and cross-training employees in different departments.
The art of managing remote teams is a skill that can be developed with time and practice. Remember, your employees look to you to set the example. By creating a culture of openness, communication and transparency, you’ll succeed in helping your team deliver their best work.