Following the pandemic, many workplaces either transitioned to permanent remote work or adopted a hybrid model that combines remote and in-office work. In some cases, this was due to local restrictions, while in others, it was due to employee preference. Regardless of the reason, it’s time to discuss best practices for managing remote teams in this challenging new landscape.

The Problem with Managing Remote Teams

Some workplaces initially defaulted to 100% remote work at the start of the pandemic and haven’t reverted, despite easing restrictions. Many employees liked working from home so much that they refused to go back to in-person work, even to the point of quitting their jobs in favor of finding full-time remote work.

Most workplaces benefit from the collaboration made possible by having employees in the office at least part of the time. Unfortunately, messaging systems like Slack can be cryptic and easily misinterpreted, which can lead to breakdowns in team communication and make remote team management difficult.

Managing remote teams requires a new way of thinking. When deciding if permanent remote work is right for your business, there’s more to consider than pure employee productivity. There are a few common problems to consider when managing remote workers, including:

• Lack of face-to-face supervision
• Lack of access to legacy information and experienced experts
• Coordinating schedules across time zones
• Technological issues
• Social isolation
• Lack of cohesive company culture
• Cybersecurity and data protection issues
• Slower training for new employees
• Distractions at home and virtual multitasking
• The meeting size becomes too large
• Enhanced issues with already existing silos
• Lack of accountability

Although remote work is a perk many employees are drawn to, we must consider the complete picture. Too many businesses did not establish best practices for leading remote teams before the switch and are now facing consequences. It’s a good idea to consider how you will overcome potential pitfalls before deciding to go remote full- or part-time.

The Hybrid Workplace Model

If you want to offer part-time remote work as a perk for your employees, the hybrid model is one way to do that. Employees spend part of their time in the office and the rest working from home. This will look different for every business—some companies allow work from home on Friday afternoons, for example, while others might allow remote work every other day.

However, many of my clients have observed that remote work negatively affects both urgency and workflow. Therefore, examining your bottom line and determining if remote work is genuinely suitable for your business is essential before considering hybrid work arrangements. You don’t have to offer this perk at the expense of your business.

Tips for Managing Remote Teams in a Small Business

To get the most out of a hybrid or remote work model, you’ll need to establish best practices for managing remote teams as soon as possible. This will help you navigate the days when your employees work from home.

Here’s how to manage remote teams effectively.

1. Establish expectations. If employees aren’t in the office, you can’t physically see them when they work. Therefore, it’s essential to have specific rules and set metrics to ensure that work is getting done. For example, it’s reasonable to expect remote employees to be online and use a messaging system during work hours if they need to be reached.
2. Communicate. Please make yourself available if your team needs to schedule a quick chat on days when they’re remote. Be thorough in your written communications and ensure everyone is clear on objectives. Implement a shared calendar to avoid confusion about who is remote on any given day.
3. Don’t micromanage. It’s tempting for managers to crack down on remote employees, demanding frequent check-ins and meetings to ensure that work is done. This is demoralizing and can interrupt workflow. Instead, if an employee is generally trustworthy, rely on output as the primary indicator of productivity on remote days.
4. Be fair. Part of working effectively with remote teams means understanding that resentments will crop up between employees if the remote work policy is not equitable for everyone. If circumstances require some teams to be in the office more than others, be clear so no one feels they’re being mistreated.
5. Hire smarter. Self-motivated people are much more likely to succeed in a virtual work environment. You can determine whether potential employees are self-motivated by reviewing their past work and consulting with their references. I suggest using predictive science rather than “gut feel” to help select successful future employees.

Maintaining Company Culture with Remote Team Management

It isn’t easy to create a cohesive company culture while all or part of your workforce is remote. Without spending time together face-to-face, employees often don’t feel like they’re part of a larger whole. Here are a few tips for maintaining a company culture even when employees are off-site.

• Train with culture in mind. Depending on the hybrid schedule, a new employee may not meet all their team members until months into their employment, if at all. When onboarding a new employee, be sure to schedule time for them to virtually meet each of their coworkers so they can put a name to every face.
• Encourage chitchat, within reason. Messaging programs like Slack enable you to create channels for casual conversations, similar to those in the water cooler. Although you should remind employees that all channels are monitored, allowing off-topic discussions is one way employees can connect and bond despite limited face-to-face time.
• Make the work personal. Part of a company culture comes from feeling united in a common goal. If employees are too siloed, it’s challenging for them to see themselves in the broader context. Part of remote team management is ensuring that employees understand the direct impact of their work and feel appreciated.
• Host virtual social events during work hours. Virtual social events are not like physical happy hours that employees would be glad to attend after work. If you’re hosting a virtual social engagement, it’s best to schedule it during work hours. Develop fun team-building activities that remote employees can participate in together.
• Check in with your team. It can be easy for a remote employee to feel isolated and disconnected from their colleagues. It takes some people a while to feel comfortable messaging their coworkers. Please make the effort to connect with your employees, especially the quiet ones, so they feel like they’re part of the group.

When implemented correctly, these best practices for managing remote teams can help mitigate some of the most significant challenges of remote work and provide your employees with the best of both worlds.

Want to learn more about how to succeed with a hybrid working model? Please fill out my contact form to schedule a complimentary video call and discuss best practices for managing remote teams. For more resources, sign up for my email list, and you’ll receive weekly articles on business, leadership, and more delivered right to your inbox.

Coach Dave