Setting Up a Successful Remote Working Team

he novel coronavirus has already proven to be one of the most impactful global events in recent history. As governments are working to tighten up social activity, businesses are doing their part by building work-from-home infrastructure for their employees. The situation has presented a unique challenge; for some who escape to the office to focus on work and even for those who regularly work remotely, circumstances have changed– children are out of school, partners are home. We understand.

Here at CommonGrounds, we know all about working remotely. In fact, we have over 60 team members – all spread out from coast to coast. Since we’re more decentralized than the average corporation, we’ve implemented creative alternatives and practices to traditional workspaces. The key to preventing contagion while simultaneously maintaining productivity lies in the effectiveness of your work-from-home strategy. We’ve found that focusing on the following areas enables us to establish effective remote working infrastructures and keep our workers and members productive and happy.

1. Create Effective Remote Meetings

The meeting is integral to the corporate mechanism. Being able to exchange ideas and make decisions while also fostering an atmosphere of collaboration and professionalism has played no small part in building the global business network to what it is today.

Since the onset of COVID-19, most organizations have been forced to adapt the meeting to a remote format – and in order to maintain efficiency, new best practices should be implemented wherever possible.

Circulate an agenda with clear expectations for participants so all parties are prepared for discussion. If possible, incorporate a call to action for each participant to keep the dialogue inclusive. Allow time for socialization – people benefit from the opportunity to share what is happening in their personal lives and need to feel a sense of connection. 

Encourage participants to join by video; body language and facial expressions can tell us so much about each other. Identify positive gains from the team – completed projects and positive recognition from peers. Invite “guest speakers” – Welcome a Senior Executive, a manager or a subject matter expert who might have something positive or valuable to share with the group.

Choose remote meeting software that is user-friendly, offers screen-sharing and video. There are myriad options available: Join.me, Skype for Business from Microsoft Teams, or our favorite, Zoom.

2. Establish Remote Project Management
Many of your clients will expect the same quantity and quality of work delivered within the same timeframe as they did before COVID-19. As such, it is important that your work continues to stay on target both during and after the transition to working from home. Technology can help a lot here. Bring your team onto a scheduling or project management software that allows for collaboration. There are some great tools available today that can help unite your team and keep everyone up to date on progress and outstanding tasks – and to share feedback. The most important step is to get your workflow management onto a shareable cloud. Regardless of the software you choose, make sure everyone on the team feels accountable and committed to your deadlines. Our team has had great success with Monday.com for its easy learning curve and affordable pricing options. (Look for more on this topic in a follow-up article.)

3. Maintain Productivity
Accountability is often one of the first things to evaporate, especially in a work-from-home scenario. Because your team is working from home, they can begin to forget that work is still an environment of professionalism, courtesy, and productivity.
Make sure you stay on top of your team and ensure that they know what is expected of them. Set quantitative and qualitative goals and make it clear that even though the work environment is different, the deadlines and expectations are the same.

Be mindful that during these unique circumstances, some of your staff will have to care for children in the same timeframe in which they’re trying to work. Give your team patience and kindness because the majority of us are all equally new to this situation. People are often more productive when they feel understood and supported by their management.

4. Avoid Isolation
Heading into an office or coworking space is not the ho-hum routine often portrayed in comedic media – in actuality, being part of a work environment is a highly social endeavor. For many of us, this interaction is suddenly removed from daily life.

In the coming months, it is critical to avoid the pitfalls of feeling isolated. Reports show that depression, anxiety, and restlessness are already skyrocketing as people spend more time behind locked doors. 

Take care of your team. Make contact often, and in different ways. Have that face-to-face virtual meeting. Turn those cameras on and talk to each other in real time. Follow up with a friendly text. Share a funny video or inspirational quote. A little consideration goes a long way in difficult times, and your team is sure to notice and appreciate the effort.
We all know that transitioning to a work-from-home infrastructure isn’t easy. Implementing some of the tools CommonGrounds uses for our own remote workspaces will help your team stay safe, sane, and make deadlines.