How to Manage a Remote Team: Tips for Effective Management Without Micromanagement
As a business owner, you know that one of the most important aspects of your company is your team. And if you're like many business owners, you may have employees who work remotely. Managing a remote team can be tricky - it's easy to feel like you're not in control when you can't see what everyone is doing all the time. On the other hand, if you've ever had the experience of working for a boss who is constantly checking in on your work, asking what you're doing every five minutes and telling you exactly how to do it, then you know how incredibly frustrating and stressful it is to be micromanaged. So how are you supposed to manage remote employees and keep tabs on productivity without being overbearing or intrusive? Fortunately, there are ways to effectively manage a remote team without micromanaging them. In this blog post, we'll discuss some tips for managing a remote team while still maintaining control and accountability with minimal intrusion into their workflow.
Set Clear Expectations and Communicate Them Effectively
One of the most important aspects of managing a remote team is setting clear expectations for each team member and communicating them effectively. When everyone knows what is expected of them, it becomes much easier to hold them accountable. And when you can communicate with your team easily and frequently, there is less chance for misunderstandings or confusion. Team members should be familiar with company values as well as how their performance is being assessed. Make sure that you have regular meetings with your employees so that everyone is on the same page about what their responsibilities are, when things are due, and how they should be working together in order to accomplish these goals.
Facilitate Communication
The biggest challenge for a remote workforce can sometimes be as basic as communication. Good communication is vital to ensure remote teams stay productive and are able to collaborate with team members as well as co-workers in other departments. Miscommunication or a lack of communication can lead to a lot of wasted time and frustration, so it's best to avoid it by establishing communication protocols. Set clear expectations and make sure that everyone is on the same page about how and when they should be checking in. This includes not only team members within the remote team, but also managers and other teams, departments, or the entire company. Establish guidelines for expected email turnaround times, regular calls, and progress checks. Determine the best times for daily check-ins and team meetings, taking into account differing time zones and schedules. This will help keep everyone on the same page and ensure they get the information they need in a timely manner.
For projects, consider creating a plan outlining how and when each team member will be communicating with one another, as well as with other teams/departments. This will ensure that everyone is clear on what needs to be communicated, how often updates on important tasks should be given, and what the best method of communication is. By establishing clear lines of communication, you can avoid any misunderstandings or confusion that may occur when working remotely, as well as encourage team members to share information and provide and receive feedback. Additionally, this will help your remote team feel more connected and valued as members of the company.
Provide Necessary Tools & Resources
It's important that you make sure your online employees have the resources and tools necessary for them to do their jobs effectively. If your employees lack access to the right tools, equipment, software, files, technology, data, or other information they need, their productivity will suffer, causing their work to be delayed or even preventing them from completing tasks at all. For new employees, make sure the onboarding process is smooth and they have the training and support needed to be successful in a remote environment. Don't forget about data protection tools either. Your workers should be familiar with security policies and rules regarding the use of both personal and company devices, in addition to having a basic understanding of malware, viruses, and how to spot phishing attempts. Additionally, your IT expert should assess security risks and make sure your networks and customer data stay secure from unauthorized access attempts.
Set Goals and Deadlines, and Hold Team Members Accountable
Setting realistic goals and deadlines and holding team members accountable is one of the best ways to keep your remote team productive without resorting to micromanagement. There are a number of ways to measure productivity, such as having remote workers use collaboration tools to track their progress on a project, defining key performance indicators (KPIs), having regular check-ins, or putting together a work plan with specific goals and deadlines. And if someone falls behind or isn't meeting expectations, don't be afraid to ask them what's going on and what can be done to help them get back on track. Make sure everyone knows what is expected of them and what they need to do in order to achieve their individual and team goals.
Encourage Remote Employees to Take Ownership of Their Work
When you encourage team members to take ownership of their work, they will be more proactive in problem-solving and take initiative to get things done. This will help them be more productive and accountable, without needing to be micromanaged. When managing remote employees (as well as in-office staff), take advantage of opportunities to be a mentor, helping them to grow, develop new skills, and become confident in their work and abilities. By giving your team members the freedom to work autonomously and setting clear guidelines for them to follow, you are empowering them to be more responsible and accountable for their own work. This will lead to a more productive and cohesive team.
Regularly Check In with Remote Teams, but Don't Micromanage
It can be hard for some managers who are accustomed to having direct supervision of their direct reports to trust their remote employees to be productive without being micromanaged. While it can be tempting to want to track your workers' every keystroke, a management style that includes micromanaging is usually detrimental when managing remote teams (or in-person ones). Constant micromanaging can cause your employees to feel isolated, discouraged, and resentful, leading to lower productivity and ultimately pushing them to look for a better work culture elsewhere.
When assessing productivity, keep in mind that your online workers may have different schedules than the standard 9 to 5 or may have to work with interruptions or distractions from family members, pets, or other intrusions. In spite of this, studies have shown that many workers will put in extra effort and are able to focus better away from the noise and distractions of the office. Rather than worrying about whether your employees are spending their days watching Netflix, trust the people you've hired and let their results do the talking. If communication is good, deadlines are being met, and goals are being achieved, be confident that you can focus on the bigger picture and trust your remote team members to be independent. Check in on their progress regularly through virtual meetings, video conferencing, phone calls, or emails to ensure they are staying on track, and provide feedback when needed. This will help them be accountable without feeling overwhelmed or suffocated by the boss constantly looking over their shoulder. Checking employee progress can be done in a variety of ways, such as through regular check-in emails, chat messages, or video calls, as well as through collaboration tools such as Microsoft Teams, Asana, Basecamp, Slack, and Trello.
Provide feedback when needed, but try not to nitpick too much or take over the work, which will discourage your employees. Give positive feedback for work that is done well, ensure they have all the resources they need to do their job, provide constructive criticism where appropriate, and ensure you are available and approachable for questions. Always make it clear where team members can find help when needed, and provide a space for your employees to ask questions or get feedback on their progress without feeling like every single thing needs approval from you first - this will allow them to have more independence and confidence in their remote work.
Help Remote Workers Maintain a Healthy Work-Life Balance
One of the problems with remote working is maintaining a healthy work-life balance. Employees who work remotely can feel like they are under pressure to keep working all the time. When managing remote teams, it's important to be aware of each team member's workload and ensure that no one is overworked. It's also important to allow for flexibility so team members can take care of personal responsibilities when needed. Make sure employees are signing off at appropriate times and don't feel pressured to be constantly available outside of working hours. Remind employees of your company's policies regarding time off and ensure that they feel comfortable taking the time they need. Pay special attention to remote workers who seem disengaged or left out of the group and check in to make sure they have the support they need. Make sure you are checking in with each team member one-on-one as well as in team meetings so you can address any issues that an employee may not be comfortable discussing in front of the entire team.
Celebrate Successes, Big and Small!
When your team achieves a goal, big or small, take the time to celebrate together. This will help build camaraderie and a sense of team spirit among your remote workers and encourage employee engagement. It can also be a great way to show your appreciation for their hard work. Give a virtual shoutout or throw a virtual party to recognize accomplishments. Have games or fun activities to help people get to know each other and feel connected. For big accomplishments, do something special like having dinner delivered for your employees and their families. If possible, get together in person once in a while.
Remote teams are an investment in your business that need just as much care as on-site teams. You can help make your team successful by setting clear expectations, deadlines, and goals for the team as a group and as individuals. Hold them accountable with regular check-ins to make sure they are sticking to their tasks without micromanaging them. Make sure every remote worker has the tools and resources needed to be successful on the job, so they don’t get overwhelmed or frustrated when doing remote work. Create an environment where your employees feel comfortable coming to you with questions or concerns and provide plenty of feedback so that they know what's expected of them on the job. It's also important to pay attention to your employees' well-being-- set boundaries, maintain good work-life balance, ask questions, and celebrate success in all sizes! Investing in the success and well-being of your remote teams will pay off tenfold and ensure everyone feels they are a part of your company, regardless of their physical location.
