Running a small business is exciting. At the same time, it can lead to many potential challenges, especially when you are running a remote team. However, the following ones are notable while working in a remote work environment.
Don’t worry, we will share the best practices for managing a remote team to overcome these challenges.
01. Organize Virtual Team Building Activities
How to manage a team remotely when team members are scattered across different locations? Poor remote team collaboration may arise because of the lack of face-to-face interaction. Then, it will be challenging to foster trust, camaraderie, and a sense of belonging within the remote team. So, you may look for tips on how to collaborate effectively if your team is remote.
A Possible Scenario –
A small marketing agency hires remote freelancers for various projects. Despite being talented individuals, the lack of in-person interactions leads to a disconnect among team members. This type of situation can create the following problems –
- Decreased morale
- Poor collaboration
- Weak team spirit
- Reduced overall productivity
- Employee dissatisfaction
- Deadlines are frequently missed
Tips to Handle Such Scenarios –
To overcome these challenges of managing a remote team, the agency can organize virtual team-building activities to foster teamwork and collaboration. Popular forms of these activities are online office games, virtual escape rooms, and team cooking classes.
If you are not sure what to do, you can ask team building questions for remote workers. With these activities, team members bond effortlessly despite being physically distant or when you are managing cross cultural remote teams. For the best results, you can use collaboration tools for remote teams.
02. Set Clear Rules and Guidelines to Manage a Team Remotely
Without clear guidelines and expectations, remote teams may struggle to stay aligned and focused. There can be an absence of defined workflows, deadlines, and accountability measures. This absence can result in confusion, inefficiency, and missed opportunities. This can impede the following aspects of the company –
- Project progress
- Hinder decision-making
- Impede the achievement of business objectives
A Possible Scenario –
A startup with remote developers struggles to maintain consistency in project workflows and communication protocols. Without clear guidelines, tasks overlap, and responsibilities are unclear. This will undoubtedly lead to inefficiencies and frustration.
Tips to Handle Such Scenarios –
To get rid of such challenges of managing a remote team, clear rules and guidelines. All staff, regardless of location, will adhere to the same remote team communication tools and protocols. They will realize the importance of confidentiality and data security. This way, consistency and efficiency in operations will be maintained in any company.
03. Build Camaraderie Among Remote Employees to Enhance Communication
Each employee has their preferred mode of communication. Therefore, it is essential to adapt to diverse preferences for communication. Failure to accommodate different communication styles can lead to misunderstandings, delays, and frustration among team members. Lack of communication in a remote team culture is never acceptable. It has a severe effect on project outcomes and customer satisfaction.
A Possible Scenario –
A remote customer service team relies solely on email for communication. Hence, they were experiencing delays in responding to client inquiries and resolving issues. In addition, some team members prefer phone calls or instant messaging. Their habits caused miscommunication and customer dissatisfaction.
Tips to Handle Such Scenarios –
If you don’t want to experience such a scenario, you can make regular video calls and online celebrations among remote employees. Enhance their communication by implementing these tips for managing a remote team. Additionally, utilize remote team communication tools like Slack and Google Hangouts. Always use the best collaboration tools for remote teams for informal communication and quick updates throughout the day.
This Might Grab Your Attention –HR Software Implementation Best Practices
04. Must Ensure Every Remote Employee Works to Achieve Company Goals
Sometimes, remote teams may struggle to grasp the company’s overarching goals and objectives. They may not have enough regular face-to-face interactions with the remote team leader. So, you can’t blame them entirely.
The lack of clarity regarding company direction can lead to disengagement, apathy, and a sense of aimlessness among team members. This can further result in –
- Misalignment of efforts
- Missed opportunities
- A lack of progress toward strategic objectives
A Possible Scenario –
A remote sales team lacks clarity on the company’s long-term objectives and target markets. Without regular updates from leadership, individual efforts are not aligned with overarching business goals. Hence, there will be more chances of missing sales targets and revenue opportunities.
Tips to Handle Such Scenarios –
Unawareness of the company goals is one of the biggest challenges of managing remote employees. The company should schedule team meetings with all members. In this case, these meetings can be held at times suitable for everyone’s time zones. They can use designated remote team communication tools for this.
Moreover, they must announce clear guidelines to all remote employees. Clear workflows and expectations help keep employees on track and aligned with company objectives. In this regard, using remote team management tools can bring satisfying results.
05. Schedule Remote Team Meetings at Convenient Times
With team members dispersed across different time zones, scheduling meetings and coordinating work becomes challenging. Failure to respect time zone differences can lead to fatigue, burnout, and dissatisfaction among employees. This can disrupt workflow and impede timely decision-making. Ultimately, disrespecting the time zone can delay project timelines and deliverables.
A Possible Scenario –
A software development company with teams in different continents struggles to schedule regular team meetings due to conflicting time zones. Therefore, they may face delayed decision-making, hindered progress, and frustration among team members.
Tips to Handle Such Scenarios –
If you don’t want to be in similar situations, you should avoid scheduling meetings during inconvenient times for certain team members. Use effective collaboration tools for remote teams with features in email and messaging applications.
Moreover, prioritize project management for remote teams. So, you should also think about using software to manage remote employees in a better way. These are not only the best tips for managing a team remotely, but they can also maintain productivity and collaboration across time zones.
06. Monitor New Remote Workers Frequently
New remote workers may feel isolated or disconnected without sufficient support and guidance. Veteran telecommuters may adapt more easily. However, they may inadvertently overlook the needs of newcomers. This lack of monitoring can result in slower onboarding, decreased morale, and potential performance issues.
A Possible Scenario –
A small marketing firm hires a new graphic designer who is working remotely for the first time. Without regular check-ins and guidance, the designer struggles to navigate the company’s workflow and expectations. This will lead to missed deadlines and frustration.
Tips to Handle Such Scenarios –
Therefore, all new remote hires should be thoroughly monitored for at least 3 months. Also, implement a structured onboarding process for new remote hires. This includes regular check-ins, training sessions, and mentorship opportunities.
Provide necessary resources and support so that they can acclimate to remote work and feel connected to the team. Encourage remote team collaboration and address any challenges or concerns they may have promptly.
07. Be More Flexible, Not Strict
Since you are running a remote team, it is obvious to adopt a rigid approach. However, research shows a strict remote work culture can hinder employee satisfaction. Hence, their creativity will be stifled. Imposing strict rules and schedules may lead to feelings of resentment and reduced motivation among team members.
A Possible Scenario –
A remote sales team is required to adhere to strict working hours and micromanaged schedules. It limits their ability to balance work and personal commitments. This rigidity leads to decreased morale and productivity among team members.
Tips to Handle Such Scenarios –
That is why, it is essential to promote flexibility by focusing on outcomes, rather than micromanaging hours worked. Let employees adjust their schedules to accommodate personal responsibilities or preferences, as long as they meet their objectives.
Foster a strong remote team culture of trust and autonomy within the team. You can go for advanced recruitment software (such as JuggleHire) if you are wondering how to build team culture remotely. This type of software will help you hire better candidates. This will make it easier to build a dream culture for both you and your emplyoees.
08. Make Sure There Are No Trust Issues
Doubting the integrity and commitment of remote employees undermines morale. Overall, it erodes trust within the remote team. Although you can use tools to manage remote employees, you can’t micromanage them. It signals a lack of trust, hindering collaboration and stifling creativity. This lack of trust can lead to disengagement, turnover, and a toxic work culture.
A Possible Scenario –
A small consulting firm struggles with trust issues among remote team members. Some team members feel micromanaged, while others feel overlooked. It creates a toxic work environment, which leads to communication breakdowns and missed deadlines.
Tips to Handle Such Scenarios –
Get rid of such challenges of managing a remote team by prioritizing trust-building activities. Promote regular check-ins, transparent communication, and collaborative decision-making. These tips for managing a remote team emphasize trust as a core value. In the meantime, they set clear expectations and guidelines for remote work.
Additionally, demonstrate trust and respect for each team member’s expertise and contributions. Use remote team management software to keep track of their work and deadlines. This can create a positive remote work culture, which is built on mutual respect and accountability.
09. Don’t Hesitate to Show Signs of Empathy
Just like you, your employees deal with unique challenges every day. So, you should show empathy toward them as much as possible. Your employees expect your empathy, it encourages and motivates them to overcome the challenge. And if you don’t, they may become isolated, and after a certain point, they will feel resentful.
A Possible Scenario –
A remote customer support team feels disconnected and unsupported by management, especially during challenging times like the COVID-19 pandemic. Managers fail to check in regularly or acknowledge the unique stressors faced by remote workers. At one point, remote employees of the support team started to feel isolated and stressed.
Tips to Handle Such Scenarios –
At all costs, you should prioritize empathy as a small business owner or CEO. Regularly check in with remote employees to gauge their well-being and offer support. Provide opportunities for open dialogue. Encourage all remote team members to share tips and strategies for managing remote work effectively. Show appreciation for their efforts and recognize the challenges they may be facing.
In addition, don’t ignore their concerns about work-life balance, mental health, or personal obligations. If you do otherwise, it can lead to burnout, decreased morale, and disengagement. This lack of empathy can damage employee loyalty and respect toward the company.
10. Make Sure You Are Using the Right Tools
Be open-minded in investing in the appropriate tools. Determine which type of tools your company requires the most. It can be related to collaboration tools for remote teams, remote team management software, or project management tools for remote teams.
Neglecting to invest in such tools can hamper collaboration and communication within the remote team. Eventually, this can reduce productivity and efficiency. Also, make sure you are using tools that are suitable for your work culture. Ineffective tools hinder information sharing, coordination, and decision-making. Therefore, you will have to deal with missed deadlines and subpar outcomes.
A Possible Scenario –
A remote software development team struggles with inefficient communication and collaboration due to the lack of appropriate tools and resources. Without access to specialized software and platforms, team members face challenges in sharing files, tracking tasks, and coordinating project timelines.
Tips to Handle Such Scenarios –
Invest in essential tools and technology to support remote collaboration and productivity. Provide access to project management platforms like Asana or Trello for task organization. Additionally, use communication tools like Slack or Microsoft Teams for real-time messaging.
With that said, you can use video conferencing tools like Zoom for virtual meetings. Last but not least, make sure each team member has the necessary hardware and software to perform their roles effectively.
11. Automate the Workflow of Your Company
The inability to automate workflow processes can lead to inefficiencies and delays in task completion. Without automated systems in place, tasks may require manual intervention. This can result in the following issues –
- Unawareness of the current task
- Confusions related to tasks
- Poor collaboration
- Frustration among team members
- Decreased morale
- Missed deadlines
A Possible Scenario –
A small marketing agency struggles to automate its content creation process. As a result, there were delays and inconsistencies in content delivery. Without streamlined workflows, various tasks become time-consuming and prone to errors.
Tips to Handle Such Scenarios –
In this case, implementing project management software would be one of the best practices for managing remote teams. This can automate repetitive tasks and streamline the overall workflow. So, team members will get more free time to focus on creative tasks. Moreover, the company can hire freelancers to handle routine tasks, like graphic design and data entry. This can further optimize the workflow.
12. Be Prepared for Unexpected Technical Difficulties
Technical glitches and issues can disrupt workflow and communication. This can lead to delays and frustration among remote team members. Always be ready to face unforeseen technical difficulties such as internet outages, software malfunctions, or hardware failures. Your inability to handle them can –
- Impede progress
- Affect collaboration
- Hinder project timelines
- Miss valuable opportunities
- Decrease productivity
- Compromise deliverables
A Possible Scenario –
A software development startup experiences frequent technical glitches during virtual meetings. This can disrupt collaboration and decision-making. Also, the startup experienced internet connectivity issues, audio/video malfunctions, and software bugs. Hence, their productivity is reduced and team members are frustrated.
Tips to Handle Such Scenarios –
Technical difficulties are inevitable. If the startup can acknowledge that, it should adopt a proactive approach to address them. It should hire a technician to troubleshoot technical difficulties. At the same time, all the employees should gather resources to troubleshoot common issues independently.
On top of that, the startup can schedule regular check-ins with its IT team. This can promptly resolve technical issues and provide training on backup communication methods. By adopting these tips for managing a remote team, the startup can ensure smooth collaboration during downtime.
13. Provide the Right Training for Remote Work
Insufficient training for remote work can leave employees feeling ill-equipped. Without proper guidance and resources, remote workers may struggle to adapt to remote work practices. Therefore, they will face decreased productivity, performance issues, and job dissatisfaction. The company won’t be able to handle the challenges of managing remote employees.
A Possible Scenario –
A small consulting firm transitions to remote work. However, it struggles to provide adequate training on virtual collaboration and remote work best practices. Employees feel overwhelmed by the lack of guidance on effective communication and time management. Inadequate training sets boundaries in a remote environment.
Tips to Handle Such Scenarios –
To avoid such situations, you should invest in remote work training programs. All your employees must have the necessary skills and tools to thrive in a remote setting. Provide internal resources such as guides and tutorials to reinforce remote work best practices. If necessary, bring external trainers to conduct workshops on –
- Virtual collaboration tools
- Time management techniques
- Maintaining work-life balance