Best Practices for Managing Remote Teams: Enhancing Productivity and Collaboration

As remote and hybrid work becomes the new norm, HR professionals face unique challenges in helping leadership manage remote teams. Successfully leading a remote workforce requires effective communication, robust technology, and strategies to maintain engagement and productivity. Here are best practices and solutions to help you manage your remote teams effectively. 

1. Establish Clear Communication Channels 

Solution: Unified Communication Platforms

Using a unified communication platform like Slack, Microsoft Teams, or Zoom can centralize your communication efforts. These tools facilitate real-time messaging, video conferencing, and file sharing, ensuring team members stay connected and informed.

Tip:  Set clear guidelines for communication, such as response times and preferred channels for different types of messages, to maintain efficiency and clarity.  Be sure these expectations are part of new hire onboarding!

2. Foster a Collaborative Culture

Solution: Collaborative Tools

Collaboration tools like Trello, Asana, and Miro help teams work together on projects, track progress, and share ideas seamlessly. These platforms provide visibility into tasks and deadlines, promoting accountability and teamwork.  My team uses Asana, and we find it invaluable for managing tasks and communicating on project to-dos.

Tip: Encourage regular virtual team meetings and brainstorming sessions to keep everyone aligned and foster a sense of community.  Have an expectation that meetings will be video on for all attendees.  Use tools that will update all on project status.

3. Implement Regular Check-Ins 

Solution: Scheduled One-on-Ones

Regular check-ins with team members are crucial for maintaining engagement and addressing any concerns. If it's not possible to have a regular day and time, scheduling weekly or bi-weekly one-on-ones using tools like Calendly can help you stay connected with each team member.  In addition to manager check ins, why not have HR check in a few times a year too!

Tip: Use these meetings to discuss not only work-related topics but also personal well-being and professional development goals.  Employees want to connect with their manager on multiple levels.  Give them space to let you know what is going on.

4. Ensure Access to Necessary Resources 

Solution: Remote Work Technology and Equipment

It may seem obvious, but providing remote employees with the necessary technology and resources is vital. Ensure they have access to secure VPNs, reliable internet, and essential software.  Do they have a proper work environment and hardware (e.g., second monitor, keyboard etc.).  Don’t assume they have what they need at home to get work done efficiently when working hybrid.

Tip: Conduct regular IT check-ins to ensure employees' equipment and software are functioning correctly and securely.  Ask a few times a year if they need anything else.

5. Promote Work-Life Integration 

Solution: Flexible Work Policies

Employees working remote or hybrid require different policies than those in the office.  Flexible work policies that allow employees to manage their work load and outside obligations are essential.  Employees will throw in a load of laundry or start dinner at 4:30 when working from home.  Is this any different than them spending 15 minutes in the breakroom or going outside to check their phone.  NO.

Tip: Encourage employees to set boundaries between work and personal life, such as designated work hours and regular breaks, to prevent burnout.  Also set expectations for notification if they are going to be out for some time, if this is allowed.

6. Enhance Employee Engagement 

Solution: Virtual Team-Building Activities

Engagement can be challenging in a remote setting. Virtual team-building activities using platforms like Kahoot!, QuizBreaker, and Zoom can boost morale and strengthen team bonds.

Tip: Plan regular virtual social events, such as game nights or coffee chats, to keep the team connected and engaged.  If working hybrid, be sure the time in the office allows for catching up and forming personal relationships. 

7. Monitor Performance and Provide Feedback 

Solution: Manage to specific goals and expected actions.  Have goals and utilize platforms that facilitate action items, goal setting, and performance reviews.

Tip: Use data from tools to provide constructive feedback and recognize achievements, ensuring employees feel valued and supported.  Where there is a lack of performance, discuss the concrete goals missed and work to get the employee back on track.

Conclusion 

Managing remote teams effectively requires a combination of the right tools, clear communication, and a focus on employee well-being. By implementing these best practices and solutions, HR professionals can work with leadership to create a productive and engaged remote workforce. Embrace these strategies to navigate the challenges of remote work and lead your team to success.