Different Tools Are Required For Remote Team Management 

There’s no surprise that more companies are adopting the remote work arrangement at a faster pace than ever, and now with the COVID-19 pandemic, companies are being forced to implement remote work arrangements. If the current world crisis has shown companies anything, it’s shown both small and large companies the need to be agile and innovative.

The need to physically report to the office has become less of a necessity. For most people, they work from a computer and leave the office to attend staff meetings, lunch, or other miscellaneous tasks. In 2018, Forbes reported that nearly 50% of the American workforce would be remote by the year 2027; It seems that remote positions are here to stay.

Managing yourself as a remote worker is challenging enough, let alone a team and projects. I’ve compiled a list of a few things that I’ve picked up along the way that have helped me successfully manage projects and teams remotely for the last four years.

Challenges Faced by Remote Team Members

To better manage a team remotely, we need to look at the challenges faced by many remote professionals at some point in their time working from home.

Tech issues: Most remote workers are given a laptop that is connected to their corporate offices IS&T department via a remote server. In most cases, you can call IS&T, and a representative can remotely access your computer and fix the problem. What happens when it’s not so easy, and you have to send your laptop away for a few days? In a typical office setting, the IT department would give you a loaner if it’s a computer issue; if it’s a network issue, then you have to wait for that to be resolved before you can move forward. Working remotely, you have a few different options.

• • Use a backup electronic device such as a tablet, phone, or personal computer until your replacement comes in. Keep in mind; you may not have access to all of the features you’d typically have on your work computer. Most companies have security measures depending on (THE SENSITIVITY OF ) your function. However, most companies also have a cloud-based platform for many of their systems, so you should be able to maintain a certain level of productivity if you have to access things from another computer. 
  •  Go to a different location if you’re experiencing network issues with your home network, although a different location may not be a current option due to COVID-19 and social distancing. 

 

 Accountability: One of the main challenges that remote workers are faced with is the discipline to hold themselves accountable on a day to day basis. While some people are good at managing their time and projects with very little supervision, this fact is not valid for everyone. Most people are productive when the expectations are clearly laid out, and regular follow up occurs.

Isolation is also another widespread challenge that remote workers are faced with. For many people, the traditional work environment is where people make friends, and they continue to foster those relationships for years to come. However, when working remotely, your coworkers may live in a different city, state, or even a different country. You have to put forth more effort to build relationships with your team.

Staying On Top of Your Teams Tasks

Now that we’ve identified some of the challenges that remote workers face, it should make it easier to manage a team and projects. Let’s discuss some ways to hold yourself and your team accountable.
 
Communication is vital and can make or break the success of any team, whether it be remote, or in the traditional setting. Luckily as technology increases, you have a large number of options available.

Traditional communication methods can include phone and email. Phone and email are still the most common forms of communication in any work environment.

An email is a good option for record-keeping, as well as a time-saver, but it can also lead to more confusion and frustration if there’s too much detail in one email. The rule of thumb should be, use emails as a follow-up to a phone conversation or conference call or for short requests, directives, and follow-up. The problem most people find with email when working remotely is that it’s often difficult to read someone’s tone. Because of that, managers who solely rely on email to communicate with their team often struggle with keeping their team motivated.

Phone calls, while old-fashioned, can be beneficial when managing a team or project. There’s an added benefit to using the phone; you enhance your relationship with your team. Verbal communication is always more precise than any form of electronic communication. It also increases the relationship with your team because they become more familiar with your tone and mannerisms. One significant drawback of using the phone is there is no form of record-keeping, so ensuring that your team fully understands the expectations is critical.

Instant Messenger is not just for personal use anymore, it’s an effective way to communicate with your team throughout the day, and it decreases the number of emails received. Instant messaging allows you to ask questions and give the task in a matter of minutes. The other aspect that makes instant Messenger so effective is that it will enable you to handle multiple tasks at the same time.

Ensure You and Your Team Are Organized

Enhanced communication isn’t the only challenge faced by remote workers; staying organized is the second most common challenge. Yes, we have deadlines, and calendars, but, your boss isn’t in the same office as you, and remote workers often have multiple projects going on at once. Here are a few options to keep you and your team organized:

• Trello – is a top-rated Konbon board software. It allows you to move through the different stages of a project, adding documents, pictures, and links. You can also add comments and invite various team members to participate.
• Monday – is a project management software that’s used by small businesses and larger companies alike. It has multiple elements, including project management, video conferencing capabilities, and instant message software integration.
• Airtable – is more common for remote teams with large projects. While it doesn’t have the instant messaging or video capabilities, it’s free and has a comment section. You also the ability to have different views, such as a Kanban board, which is a big part of why Trello is successful.

Follow up, and Setting deadlines are crucial for the success of managing a remote team. Unlike the traditional office setting that makes it easy to follow up and check on progress, virtual teams require more concrete deadlines and consistently following up. The easiest way to effectively manage a project is to break the meeting into small sections and set up “milestone” or “follow-up” meetings.

As a manager with a remote team, it’s often difficult to know how often you should schedule meetings, and how long they should be. Meetings are necessary for remote and traditional teams, but they should be more frequent. Instead of a meeting once a month, you will need to meet with your team weekly or bi-weekly, and individually. By meeting more frequently, you’re ensuring that any minor details that might become major issues later are taken care of right away. It also is an excellent way to ensure that everyone is on the same page.

Set Your Team Up For Success 

Lastly, if your team is remote, it is highly likely that you will have team members across time zones. It’s essential to make sure that you are specific with your deadlines. In a traditional office setting, we tend to set deadlines like this:” I need that report by close of business on Friday.” When working remotely, it’s much more beneficial to say: “I need that report by 5:00 pm EST.” That will ensure your team is fully aware of the time they need to have the task completed. Being vague can cause essential deadlines to be delayed or missed.

No matter how big or small your remote team or project is, it’s important to remember that everyone is faced with challenges as a result of working remotely. Managers must anticipate some of these challenges and do their best to reduce those challenges. It’s also essential to communicate effectively and use the right tools to make it easier for your team.