3 Critical Factors In Managing
Your Team Remotely

3 Critical Factors In Managing Your Team Remotely

Presented By
Black Pearl Matrix

To manage your team and lead people remotely, you must to:

In this article, you’ll learn how to overcome the challenges of remote leadership and discover best practices and tools that help you manage remote teams.

Amid the pandemic faced a while ago, many companies were forced to migrate to the home office. As a result, many leaders have faced the challenge of managing teams remotely.

Check above the Graph Representing the Greatest Difficulties of People During Remote Work

The distance from employees is, for many, an obstacle to controlling the execution of tasks. However, studies and research indicate that increased productivity is one of the main advantages of the home office.

For people to be effectively more productive in remote work, it is essential that leaders understand what steps must be followed for good management. Next, we detail how this path can be followed without major mishaps.

SUMMARY

What you will see in this article:
1- Adaptation to remote leadership
    1.1- Perception of remote leadership;

2- The importance of communication to manage remote teams
    2.1- Communication formats and channels;
    2.2- Autonomy vs Micromanagement;

3- Best practices to manage remote teams
     3.1- Increase the communication frequency;
     3.2- Establish communication routines;
     3.3- Maintain a feedback culture;
     3.4- Defining a workplace;

4- 7 tools that help manage remote teams
     4.1- Slack;
     4.2- Twist;
     4.3- Zoom;
     4.4- Trello;
     4.5- Google Drive;
     4.6- Figure it Out (FIO);
     4.7- Loom;

5- Recognized worldwide companies that have adopted home office

6- Conclusion

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1- Adaptation to Remote Leadership

What are the differences between lead teams where all members work in the same location and teams that work remotely?

The answer to this question involves adapting to new forms of communication, using tools to integrate tasks and projects, and also align an organizational culture.

However, the leadership skills expected of remote leaders are not far from those that must be developed by managers close to their employees.

There is no such thing as a bad remote leader, there is a bad leader. Adaptability is one of the main characteristics of leadership, the ability to contextualize, situational leadership, and the way I adapt to different contexts.

1.1- Perception of Remote Leadership

How do the followers see these leaders from the processes they adopt?

Any problem in people management cannot be attributed to the simple fact of being distant from the rest of the team.

In adapting to remote work, it is important for leaders to understand that employees need to adapt to a new work routine. Especially in times of a pandemic, many people have not been able to prepare for a new way of carrying out their activities, which can affect their performance

In this way, empathy between leaders and followers tends to be essential for the work to be carried out in the best way. However, it is necessary to understand what the real concept of empathy is for this relationship to bear good fruit.

People think that empathy often means putting yourself in someone else’s shoes with your own vision, and that’s really bad. Projecting yourself into the other person’s shoes is not empathy.

Companies that are not attentive to people will be left behind. We need to take care of people to look at the sustainability of the business, whether in terms of engagement, results or how we position ourselves for our customers. Opportunities exist and there are many.

2- The Importance of Communication for Remote Team Management

To get around the impossibility of meeting in person with the team, a fundamental step towards good remote leadership is opening up communication channels.

For a company to work, it needs to communicate in the best way possible. And that will require planning and clear rules. It takes work and it’s boring, but it’s vital when remote working.

When analyzing the essential factors for creating an organizational culture in a remote company, communication will not happen organically or naturally.

It is necessary that leaders put themselves at the forefront of a movement that defines which communication channels should be adopted and establishes the rules to be applied in the company.

It’s important to build an environment that gives employees space to not be afraid to ask questions, therefore, you must build an open space for exchanging ideas. Let people feel free to ask. Let them feel free to be vulnerable.

For this environment to be created, there must be leadership by example. People need to feel comfortable asking questions, and that starts with leaders. When leaders become vulnerable, they show that they want to listen and not judge.

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2.1- Communication Formats and Channels

There is no doubt that communication is essential for good remote leadership. However, special care needs to be taken with the way messages are transmitted from a distance.

It is recommended that leaders avoid text communication as much as possible for more sensitive matters. In these cases, the preferred path should be video calls, where it is possible for people to see each other.

There is already so much noise in live communication, as a lot of face-to-face communication is in body language. So when using written communication, you have to be extra careful about how to compensate for the lack of these signals, among other things.

It is recommended that leaders avoid text communication as much as possible for more sensitive matters. In these cases, the preferred path should be video calls, where it is possible for people to see each other.

There is already so much noise in live communication, as a lot of face-to-face communication is in body language. So when using written communication, you have to be extra careful about how to compensate for the lack of these signals, among other things.

Communication efficiency will be even greater when there is a definition of which communication channels should be adopted. WhatsApp, Slack, and Messenger are good tools for conversation.

But for tasks that require reasoning, where people need more time to think it through carefully, chat is not a good tool, as chat could produce a large number of messages back and forth. In such a case, it’s better to use email exchange, which makes communication easier and faster.

2.2- Autonomy vs. Micromanagement

Leaders who are adapting to the migration to this new type of work may feel uncomfortable with the lack of control over the entry and exit of their employees, but the autonomy for employees to carry out their activities tends to provide a more favorable environment for productivity.

Large companies that have employees around the world have opened space for employees to define how to adapt their routine to remote work.

To achieve a work environment where there is productivity gain, it is important that leaders prepare for the asynchronous communication common to the home office. It is natural that when sending a message, we expect an immediate response.

For leaders, this desire to be met immediately can also be linked to a need for constant control over what is produced by the team. Thus, the famous micromanagement occurs.

If you feel the need to micromanage people, it’s because you don’t trust your team. So the hole is much lower. Giving up micromanagement releases everyone’s stress and gives them time to get more done.

Micromanagement is a bigger trend in companies where the migration to remote work is recent. In this way, managers need to adapt to a new routine in which they no longer have constant visibility of how their employees have been working.

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3- Recommended Best Practices for Managing Remote Teams

After all, what strategies can be adopted for remote team leaders to achieve more efficient management?

3.1- Increase Communication Frequency

In remote work, the distance between people must be overcome by increasing the frequency of communication so that leaders and followers maintain alignment on what has been accomplished.

Increase the number of checks, connections, and clearances. And when we talk about time off, we’re talking about any useful workplace. It can be WhatsApp, but it is used correctly.

3.2- Establish Communication Routines

For communication to become more efficient, it is recommended to establish a routine of meetings, operations, or even virtual cafes.

Communication is difficult for many people. Some are shy, others don’t know how to express their feelings and ideas precisely even without noticing. You may be the most open person, and yet people may not come to you. So be proactive, encourage and ask people.

3.3- Maintain a Feedback Culture

One-on-one and other virtual meetings are important for companies to establish feedback cultures. It is the role of leaders to provide feedback to those they lead on performance and alignment with the company’s minimum values.

From culture and values, there is no escape. No matter the time, feedback needs to be given. You have to speak up and change. Don’t leave it for later, because it’s a snowball. If you start to have an employee who is out of alignment with the company’s values and culture, give feedback as soon as possible.

Do not leave it for later. It’s hard, it’s hard, the line is good, but don’t leave it for later. Give that feedback, which is important.

3.4- Define a Workplace

In order for there to be an alignment on what was accomplished and what the tasks of each team member are, it is recommended that companies adopt a workplace, which will assist leaders in managing all activities.

It could be Slack, Microsoft Teams… It could be whatever, but having a workplace, where people can know that there are people online, that they can count on someone.

Even if the company has three people, they need a place to work where they can exchange ideas.

4- 7 Tools That Help Manage Remote Teams

4.1- Slack

Slack is team communication software with support for channels, private conversations, and integration with external services.

The tool offers a high capacity for customization and interaction between participants, in addition to agile commands and the ease of sharing the most diverse types of files.

4.2- Twist

Twist emerged as an internal communication alternative to Slack. The tool’s developers promise to deliver more fluid work that allows people the space and time to progress on the tasks that matter.

Objectively, the creators of Twist promise to fix communication issues that would be encountered by Slack users, such as missing important messages during a conversation and interruptions while performing a task.

4.3- Zoom

Zoom is a remote conferencing service that combines video conferencing, online meetings, chat, and mobile collaboration.

One of its main advantages over competitors is the stability it offers when the tool is used by a large number of people at the same time.

In the free version, Zoom has unlimited individual calls, group meetings of up to 100 participants for 40 minutes, and the possibility to participate without having a Zoom account or even by phone.

4.4- Trello

Trello is a project management application with a framework based on Kanban, a workflow management methodology that was created in Japan.

Tasks are presented in tables. Through them, Trello tells you what’s being worked on, who’s working on what, and when something is in the works.

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4.5- Google Drive

Provided by Google, the Google Drive cloud storage tool makes 15GB of free space available to its users.

The service allows for file storage on Google’s cloud and has sync apps for Windows, Mac, and Android.

4.6- Figure it Out (FIO)

For those who work in teams with people from other countries, it is always important to pay special attention to the time zone. After all, what is the best time of day to set up a meeting?

The Figure It Out extension helps to “find out” which time zone is in other locations and thus avoid incompatibilities.

This function is most useful for teams with professionals from other countries. After all, many countries have more than one time zone.

4.7- Loom

It is not always possible to explain how to perform a task with audio or text alone. Loom is a tool that solves precisely this difficulty.

Loom allows you to make videos where the user records their own screen and voice. Thus, it is possible to show, step by step, how to perform a task.

This function also helps to document training and activities common to the work routine. That way, when new collaborators arrive or someone has a question about how to execute a process, they can just turn to the videos recorded with Loom.

FAQ – Frequently Asked Questions About Remote Work

1- How can I find people willing to work seriously remotely?

There are millions of people looking for remote work every day. You can find them on some social networks like Facebook and LinkedIn, among others, as well as on freelance platforms.

2- How to deal with the anxiety generated by the change of environment?

Regulate your sleep, try meditation to control your anxiety, plan your schedule for the day or week, take care of your food, organize your workspace, take breaks during working hours, exercise, and talk to a professional if necessary.

3- My team is not producing as expected. What can I do?

Review the goals with your team! List on a board all unmet goals and the distinction between what used to be predicted and what used to be achieved. Each worker needs to record the reasons they agree with that led to the non-achievement of the target, which will be placed on any other table.

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5- Recognized worldwide companies that had adopt home office.

Many companies worldwide adopted home office during the pandemic with many deciding to keep this practice as a new way to manage teams, as it bring companies many benefits as stated above.

Check above Worldwide Recognized Companies that have adopted Home Office and have the Most Workers Remotely

6- Conclusion

If large companies are joining the practice of remote work, it’s because it works, do you agree?

But don’t think it’s an easy task, especially for the leader, who needs to help and guide his team to make the work flow as desired.

Remote work can boost a company’s jobs and profits, but for that to happen, it’s essential to provide the right tools so everyone can get their jobs done. Leaders must pay attention to this point and also to the working conditions of their teams in remote work.

So… that’s our article about “3 critical factors in managing your team remotely”. I hope that you liked this article and got some good information out of it.

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Black Pearl Matrix ® Programming, Web Design and Development.

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