With the rise of remote work, effective management of remote teams has become more important than ever before. Managers need to adapt their leadership style and implement best practices to ensure productivity, collaboration and employee satisfaction. In this post, we will explore ten essential best practices for managing remote teams, and why Zight is the ideal communication app to make team alignment seamless.
Did you know? 43% more remote employees work over 40 hours a week than onsite employees do.
That’s right, remote workers often overwork, not underwork. As you read these best practices, keep this default work behavior of you and your teammates in mind.
Let’s dive deep into each best practice!
1. Establish Clear Communication Channels
Clear and open communication is crucial when managing remote teams. We all, by default, utilize various communication tools like email, instant messaging, and video conferencing to ensure everyone stays connected and informed. It’s important to train all members of your team the purpose of each channel and what communication is best suited for each. An over-reliance upon instant messaging, for example, can easily burnout remote or distributed teams due to different time zones. Ensure these channels’ purposes and rules are defined and documented for all team members, when training and onboarding.
2. Set Clear Expectations and Goals
Clearly define roles, responsibilities, and performance expectations for each team member. When you establish measurable goals and provide regular feedback and support, your remote team members stay focused and motivated. It can be difficult to maintain this level of motivation across the board when you aren’t sitting next to that person 8 hours per day. Incorporating a project manager such as Jira, and utilizing the task management features, can help track progress and ensure everyone is aligned.
3. Foster a Positive Team Culture
Create a virtual team environment that promotes camaraderie, collaboration, and mutual support. Encourage team members to engage in non-work-related conversations and organize virtual team-building activities. A favorite Slack channel of Zight’s team is our #watercooler channel, as it helps facilitate team bonding and create a sense of belonging for everyone.
Additionally, some project management tools like Asana incorporate cognitive behavioral therapy with UX/ UI design hacks, including a unicorn, or a celebration. For anyone who completes a task, a creature rapidly flies from the bottom-left to the top-right of the screen. It feels like a celebration for each task completed. By choosing tools that include these celebratory experiences, you can boost the morale of your team.
4. Encourage Regular Check-ins
Schedule regular one-on-one meetings and team meetings to keep the lines of communication open. These check-ins provide an opportunity to address concerns, provide guidance, and offer support. The face-to-face time is critical for emotional context and support. Remember these check-ins do not necessarily need to be weekly. If calendars are overcrowded, make them biweekly and do an asynchronous update with a screen recording to stay on the same page.
5. Embrace Flexible, Async Work Time
Remote work offers flexibility, allowing team members to work at their most productive times. When do you work best? Many people’s ideal “deep work” time is in the mornings. Once you’re able to acknowledge your own ideal workday, you can acknowledge and respect other team members’ schedules, and encourage a healthy work-life balance.
Thankfully, the hard work in survey creation is done for you when you use employee survey software for evaluating the engagement and satisfaction levels of your employees. You can then identify strengths, weaknesses, and opportunities within your operations to change things and positively impact your employees’ working environment.
As you develop a communication strategy for your team, ensure you keep in mind time zones with asynchronous communication best practices. Survey your teammates to see when they are most productive, and schedule meetings outside that time as much as possible.
6. Promote Knowledge Sharing
One of the keys to knowledge sharing is documentation. Having an organized and documented knowledge base for both internal and external use can keep everyone, quite literally, on the same page. Additionally, knowledge sharing is not just a task or a to do; it’s a culture. A manager must emphasize the importance of knowledge sharing within the team, encourage open communication, value diverse perspectives, and create a safe environment where team members feel comfortable sharing their ideas and insights.
Once you have the culture and documentation, then it’s all about the tools. Leverage digital collaboration tools and platforms that facilitate knowledge sharing. Zight’s video libraries help teams document the key ideas, themes and instructions that each member needs to be aware of to be aligned and in-the-know. Teams can access the documentation anytime, anywhere. Lucid is a great visual collaboration platform teams to digitally draw out and iterate on ideas.
Organization, documentation, culture and tools encompass the best practices for managing remote teams to keep team members aligned and engaged.
7. Incorporate an Async Communication Strategy
With remote teams it’s easy for communication channels to become cluttered. Often text threads can become long and confusing. Meetings are over-scheduled, block after block crowds calendars. Zight offers a comprehensive suite of visual communication features, making it easy to connect and collaborate with your remote team members using annotated screen recordings, screenshots and even GIFs. Keep calendars clear, and incorporate visual asynchronous communication into your internal communication strategy so people don’t suffer from burnout.
8. Recognize and Appreciate Achievements
Remote employees often miss out on the immediate recognition received in a traditional office environment. Make an effort to acknowledge and appreciate their achievements publicly. There are many apps like bonusly with built-in recognition and rewards systems that can help foster a culture of appreciation and motivate your remote team members.
9. Prioritize Work-Life Balance
Remote work blurs the line between personal and professional life, making it crucial to encourage a healthy work-life balance. Encourage your team members to take breaks, establish boundaries, and disconnect from work when needed. With Zight, team members can use visual async messaging tools for sharing off-hours, so the content can be consumed at any time that works best for them.
10. Continuously Adapt and Improve
Remote work is a dynamic environment, and as a manager, you should continually seek feedback and adapt your management style accordingly. Regularly solicit input from your remote team members and make adjustments to processes and workflows as needed. You can do this through employee feedback surveys, so your direct reports can share thoughts, opinions, and experiences of their work day in a safe manner.
When creating a survey, take into consideration subjects of communication, workload, job satisfaction and work-life balance. By soliciting feedback, you can foster an environment of engagement and empowerment, one where team members can voice their opinions and contribute to the decision-making process.
Conclusion
Effectively managing remote teams requires a combination of clear communication, goal setting, fostering a positive team culture, and utilizing the right tools. While implementing the best practices for managing remote teams mentioned above, it’s worth trying Zight for seamless visual asynchronous communication. With its comprehensive suite of features, Zight can help you streamline communication, enhance productivity, and create a cohesive remote work environment. Give it a try, and see the difference it can make in managing your remote teams successfully!
Frequently Asked Questions About Managing Remote Teams
a) What are the best practices when managing remote teams?
- Establish clear communication channels and expectations.
- Foster a sense of trust and autonomy among team members.
- Set and track goals and deadlines effectively.
- Encourage regular check-ins and virtual team meetings.
- Provide necessary tools and resources for remote collaboration.
- Promote work-life balance and encourage self-care.
- Prioritize regular and open feedback.
- Foster a strong team culture through virtual team-building activities.
- Adapt management style to accommodate remote work dynamics.
- Support professional development opportunities for remote employees.
b) What 3 things are critical for remote working success?
- Effective Communication: Remote working success heavily relies on clear and timely communication. Utilize tools like instant messaging, video conferencing, and project management platforms to ensure seamless communication and collaboration.
- Reliable Technology Infrastructure: A stable and secure technology infrastructure is essential for remote working. This includes high-speed internet access, reliable hardware, and secure data storage to enable smooth remote operations.
- Self-Motivation and Discipline: Remote working requires self-motivation and discipline to manage time effectively, stay focused, and meet deadlines without constant supervision.
c) What is the hardest part about managing a remote workforce?
The hardest part about managing a remote workforce is maintaining a sense of connection. Without the benefit of in-person interactions, it can be challenging to establish rapport, build trust, and address conflicts promptly. Additionally, managing workloads, tracking progress, and fostering collaboration in a virtual setting require a different approach compared to traditional office environments.
d) What are the 3 conditions that define remote working?
- Geographic Independence: Remote working allows employees to work from any location, whether it be from home, a co-working space, or while traveling. The physical location does not restrict their ability to perform their tasks effectively.
- Virtual Collaboration: Remote working relies heavily on digital tools and technology to facilitate communication, collaboration, and file sharing among team members. Virtual meetings, project management software, and cloud-based platforms enable seamless remote collaboration.
- Flexible Work Hours: Remote working often offers flexible work hours, allowing employees to create a schedule that suits their needs and promotes a healthy work-life balance. This flexibility can enhance productivity and job satisfaction while accommodating individual preferences and personal responsibilities.
Bonus Tips for Managing Remote Teams
While the ten best practices outlined above provide a solid foundation for managing remote teams, here are additional tips to enhance your remote management strategy further. These tips delve into the finer details of remote team dynamics and offer actionable insights to ensure your team’s success.
1. Implement Virtual Water Cooler Moments
One of the challenges of remote work is the lack of spontaneous conversations that happen in an office setting. Encourage your team to participate in virtual water cooler moments by creating casual chat channels or scheduling informal video calls. This can help replicate the in-office experience and strengthen team relationships. For instance, Zight’s #watercooler channel is a great place for team members to share non-work-related content and engage in light-hearted conversations.
2. Use Collaborative Tools for Real-Time Work
Leverage collaborative tools that allow real-time work on documents, spreadsheets, and presentations. Tools like Google Workspace, Microsoft Teams, and Zight’s visual communication suite can help team members collaborate efficiently, ensuring that everyone can contribute and stay updated on project progress.
3. Set Up Regular Virtual Social Events
Organize virtual social events such as online game nights, virtual happy hours, or team-building exercises. These events provide an opportunity for team members to bond outside of work tasks and help build a stronger, more cohesive team. Virtual social events can also boost morale and reduce feelings of isolation among remote workers.
4. Encourage Professional Development
Support your team’s continuous learning by providing access to online courses, webinars, and workshops. Encourage team members to pursue professional development opportunities that align with their career goals and the team’s objectives. Investing in your team’s growth not only enhances their skills but also shows that you value their professional advancement. For instance, a data and research company can encourage its remote team to get a professional Data Scientist certification that will be important to take on more challenges at the company and also build their careers.
5. Foster an Inclusive Environment
Ensure that all team members feel included and valued, regardless of their location. Promote inclusivity by being mindful of time zone differences when scheduling meetings and encouraging participation from all team members. An inclusive environment helps build trust and collaboration, making team members feel more connected and engaged.
6. Use Video for Important Communications
Whenever possible, use video for important communications to add a personal touch and convey non-verbal cues. Video calls can help prevent misunderstandings and foster a stronger connection among team members. For instance, Zight’s video libraries can be used to create and share important announcements, updates, or training materials.
7. Encourage Team Autonomy
Empower your team by giving them the autonomy to make decisions and take ownership of their tasks. Trusting your team to manage their work fosters a sense of responsibility and accountability. Autonomy can lead to increased job satisfaction and productivity, as team members feel more in control of their work.
8. Monitor Team Well-Being
Regularly check in on your team’s well-being and mental health. Encourage open discussions about stress, workload, and work-life balance. Providing resources such as access to mental health professionals or wellness programs can help support your team’s well-being. Recognizing signs of burnout and addressing them promptly is crucial in maintaining a healthy remote work environment.
9. Use Analytics to Improve Team Performance
Leverage analytics tools to monitor team performance and identify areas for improvement. Analyzing data such as task completion rates, communication patterns, and engagement levels can provide insights into your team’s efficiency and productivity. Use this data to make informed decisions and optimize workflows.
10. Celebrate Milestones and Achievements
Take time to celebrate milestones and achievements, both big and small. Acknowledging your team’s hard work and successes can boost morale and motivation. Whether it’s a shout-out in a team meeting, a virtual celebration, or a small token of appreciation, recognizing achievements helps reinforce a positive team culture.
11. Encourage Cross-Functional Collaboration
Promote collaboration between different departments or teams within your organization. Cross-functional collaboration can lead to innovative solutions and a better understanding of the company’s overall goals. Use platforms like Zight to facilitate communication and collaboration across different teams.
12. Provide Clear Onboarding Processes
Ensure that new remote team members have a smooth onboarding experience. Provide clear documentation, training materials, and a comprehensive introduction to the team’s tools and processes. A well-structured onboarding process can help new hires feel welcome and integrated into the team quickly.
13. Use Surveys to Gather Feedback
Regularly solicit feedback from your team through surveys or one-on-one discussions. Gathering feedback on processes, tools, and overall team dynamics can help you identify areas for improvement. Act on the feedback received to show your team that their opinions are valued and taken seriously.
14. Implement a Buddy System
Pair new team members with experienced colleagues to help them acclimate to the team and company culture. A buddy system provides new hires with a go-to person for questions and guidance, making their transition smoother and more comfortable.
15. Promote Transparency
Maintain transparency in your communication and decision-making processes. Share updates on company performance, project status, and any changes that may impact the team. Transparency builds trust and keeps everyone informed and aligned with the company’s goals.
16. Encourage Breaks and Downtime
Remind your team to take regular breaks and downtime to avoid burnout. Encourage practices such as the Pomodoro Technique, which involves working for focused intervals followed by short breaks. Promoting a healthy work rhythm can enhance productivity and overall well-being.
17. Leverage AI and Automation
Incorporate AI and automation tools to streamline repetitive tasks and free up time for more strategic work. Tools like Zight can automate certain communication and collaboration processes, making it easier for your team to focus on high-impact tasks.
18. Create a Virtual Office Environment
Use virtual office platforms that simulate a physical office environment. Platforms like Sococo or Gather create a virtual space where team members can move around, join meetings, and interact with colleagues, providing a sense of presence and connectivity.
19. Set Clear Boundaries for Work Hours
Encourage your team to set clear boundaries for work hours and respect each other’s time. Establishing boundaries helps prevent overworking and ensures that team members have time to recharge and attend to personal responsibilities.
20. Foster a Culture of Experimentation
Encourage your team to experiment with new ideas and approaches. A culture of experimentation fosters innovation and continuous improvement. Support your team in taking calculated risks and learning from both successes and failures.
Conclusion
Managing remote teams effectively requires a blend of clear communication, flexibility, and a strong team culture. By implementing these additional tips alongside the ten best practices, you can create a thriving remote work environment that supports productivity, collaboration, and employee satisfaction. Embrace the tools and strategies that work best for your team, and continuously seek to adapt and improve your remote management approach.
Frequently Asked Questions About Managing Remote Teams
What are the best practices when managing remote teams?
- Establish clear communication channels and expectations.
- Foster a sense of trust and autonomy among team members.
- Set and track goals and deadlines effectively.
- Encourage regular check-ins and virtual team meetings.
- Provide necessary tools and resources for remote collaboration.
- Promote work-life balance and encourage self-care.
- Prioritize regular and open feedback.
- Foster a strong team culture through virtual team-building activities.
- Adapt management style to accommodate remote work dynamics.
- Support professional development opportunities for remote employees.
What 3 things are critical for remote working success?
- Effective Communication: Utilize tools like instant messaging, video conferencing, and project management platforms to ensure seamless communication and collaboration.
- Reliable Technology Infrastructure: Ensure stable internet access, reliable hardware, and secure data storage for smooth remote operations.
- Self-Motivation and Discipline: Manage time effectively, stay focused, and meet deadlines without constant supervision.
What is the hardest part about managing a remote workforce? Maintaining a sense of connection is the hardest part. Without in-person interactions, it’s challenging to establish rapport, build trust, and address conflicts promptly. Managing workloads, tracking progress, and fostering collaboration in a virtual setting require a different approach compared to traditional office environments.
What are the 3 conditions that define remote working?
- Geographic Independence: Work from any location without affecting task performance.
- Virtual Collaboration: Use digital tools and technology for seamless communication and file sharing.
- Flexible Work Hours: Create a schedule that suits individual needs and promotes a healthy work-life balance.
