It may not be well known, but, before 2020, almost a quarter of the workforce in the United States worked from home — at least some of the time. That number rose to 60% in 2021, according to The Economist.

Post-2021, over half of the workforce expects to continue working from their homes. 

Since this is becoming the new way of working for many, we need to focus on making changes to our leadership style for the long haul. Let’s review what insights managers and leaders have learned from the past 18 months.

What can we learn from the managers who've learn to lead remote teams in 2020 and 2021? While managers ideally create clear remote-work rules and training in advance, managers didn't get that option in 2020. They had to evolve a way of working quickly, and, let's face it, it was an imperfect start for many. But Leaders, Managers, and Teams eventually developed effective ways of working.  

Let's learn from the best practices and work to make them sustainable going forward.

Common Challenges

To begin with, managers must grasp the elements that may make remote work challenging for their teams. These otherwise high-performing individuals may have seen a drop in job performance and engagement when they began working from home, especially if no preparation or training was provided.

Due to this, employees in many situations are already actively or passively disengaged. 

So consider what it is like from the employee's perspective before considering how to address the performance management of your remote workforce. 

The following, are some of the difficulties associated with remote work:

• Unsatisfactory face-to-face monitoring

• Deficient information access

• Isolation from others

• Interruptions at home

• Exacerbated problems with previously established silos

Tips for managing remote teams

While challenging, managers can can do relatively simple and affordable things to assist their remote staff and keep their people connected and committed to the team goals.

1. Schedule daily check-ins

This may appear to be overkill, but it is critical for managers who manage remote teams and teams who are new to remote working. Most Companies relied on email, phone, and texts in the past. Today, managers who are successful in distanced leadership are increasingly relying on video conferencing. Video has replaced face-to-face for most work calls. Daily check-ins can include updates from team members, highlights from managers, and something fun to keep the relaxed feeling of at work face-time. Daily Stand- up’s may not be new to your teams using Scrum, so you may consider asking a Scrum Masters to lead these calls to show how it’s done and give an opportunity for other team members to shine. And, be sure to provide rules that respect personal space for video calls. Let your team know mute and video off are okay - this will avoid ‘zoom burnout’.

2. Over-communicate

Beyond daily check-ins, over-communicating is needed to keep the team focused and working together toward their combined outcomes. It is easier to connect informally and keep communication organic in the office. Over-communication includes sharing team members' tasks, obligations, responsibilities, and expected outcomes. We'll discuss this in more detail in a below. If your team isn't used to this way of communicating, start by leading by example and concisely share your day so they understand the level of detail you're looking for.  

3.Take advantage of technology

Many of us have been pushed down a path of digitalization that can take months, if not years, to implement in most firms. But recent events have accelerated the use of collaboration. Tools like Zoom, Google Hangouts, and Microsoft Teams – which most of you are currently using. These online tools can increase your teams connectedness and effectiveness. But, as mentioned, teams can get 'video chat fatigue.' So, leverage other technologies to collaborate on content that doesn’t require video chat but can allow all to see tasks and planning. Tools such as Asana, Trello, Clickup, and Monday can provide task tracking and status and content sharing. For more on this topic, see my blog, the Top Tools for 2021, here.

4. Establish rules of engagement

In the military, these are referred to as ROEs. When managers set expectations for the remote team's communication frequency, means, and optimal timing, remote work becomes more efficient and rewarding. For instance: 

• Allow everyone to pick a “camera off” day

• Provide for work flex-time as much as possible

• Agree to the best time for videoconferencing

• Use instant messaging (IM) when something is urgent to avoid delays

• Ask everyone to update the shared status tool at the end of the day

• Staff should start each day with a review of the online team status updates

5. Manage expectations

Expectation management has always been important, but it has become much more so today. Many companies and teams have been forced to pivot. The same people may now be refocused on different responsibilities, affecting ability, motivation, performance, and outcomes.

Expectations of how the team will produce content normally created using onsite teams need to be worked through. Ask your team for feedback to make sure new remote processes work.

To achieve alignment:

1. Provide clear expectations, and ask for feedback

2. Don't just assume that the staff knows where they need to focus their efforts, talk about it

3. Ask each of your staff for regular one-on-one team meetings to discuss direction and issues

6. Focus on the outcomes, not the activity

Outcome focus is widely recognized as an excellent practice for improving employee engagement and empowerment. Identify the goals and intended outcomes together, then empower staff to develop a detailed plan to execute the outcome. Coach members who are unsure of the best approach or need more information and resources to get started. If you need help on how to do this, check out my Mentoring vs. Coaching video. Managers who move from micromanaging to mentoring allow all team members to grow beyond their current skills.

7. Define the purpose of those outcomes

Defining the WHY is always important for emotionally engaging people to the purpose. However, your business's marketplace is likely also changing. Disruption can impact the team, project and increase unpredictability and complexity. Ensure everyone understands the overarching objective and their role in achieving success. Doing so will keep your remote team connected and effective.

8. Provide support and resources

No great leader would send their team into 'combat' without adequate training and resources. Give the team the practical support they need to work from home. Many remote workers require new computers, Wi-Fi upgrades, and cutting-edge gear such as headphones and cameras. Proper lighting, desks, and chairs also need to be considered. Where possible, can this equipment be reallocated from the office to home? Or can a long-term plan be put into place to allow staff to order what they need? 

9. Remove obstacles

We'll go over the importance of flexibility and empathy at a later point. But it is worth noting some of the new and unexpected challenges remote employees face will create additional stress, which managers should keep in mind:

• physical and emotional isolation

• distractions at home pulling them in multiple directions

• children home-schooling or with changing schedules

• continuous ‘online alert’ interruptions

Companies are also facing reorganizations, new complexity, or economic instability.  

As a Leader, one of the many tasks you have is safeguarding the team. So help your remote teams manage the challenges. Encourage them to focus on their current obligations. Remove as many impediments as possible. And make sure staff are taking the time needed to create balance in their life and work.

10. Encourage remote social interactions

Many of you have heard of - or perhaps attended - virtual happy hours, pizza parties, and recognition sessions. And, while they may appear forced and inauthentic, research indicates they work. My advice is to avoid mandating more Zoom sessions and instead carve out time during already planned meetings for non-work-related talks and activities like remote teams' games. Then, once in a while, have a happy hour or a pizza party! When the situation allows, have a face-to-face meet-up for the team in a relaxed environment to allow people to reconnect.  

11. Show flexibility

Here comes the big test. Every team member's situation is unique. Some staff has families; others don't. Some may have dedicated home offices, while others have meetings in their kitchens or closets. Some people may enjoy working from home. Others may be suffering from isolation. Still, others may be stressed from a packed house. Managers can not expect to know everything, but staying in touch and aware can help. Be flexible to allow for team needs and encourage people to ask if help is needed.

12. Exhibit empathy

Managers must identify stress, listen to employees' fears and concerns, and sympathize with their challenges, especially in the context of a sudden transition to remote work. According to research on emotional intelligence, employees look to their bosses for clues on how to react to abrupt shifts or crisis circumstances. "Calm is contagious" is the Navy SEAL mantra. However, guess what? Panic is also the same. So, take it easy.

13. Get ready for hybrid and blended teams

Every Leaders goal is to have a High Performing team. And, as some staff return to the office, this is going to get tricky. So be mindful of the all of your staff and what choices they are making. To get more on building a High Performing team in the video below.

Likely you have seen the articles on the great divide expected between staff when the 'onsite' staff are seen and therefore given more credit for the work done, while staff ‘at home’ are forgotten. Leaders who fail their remote staff fail all of their staff.

• So keep team calls virtual and inclusive for both on and off site staff

• Use the tools discussed above to ensure all staff have the same information

• Make sure everyone has access to inputs and work processes

• Stay in touch with your entire staff and ensure that everyone’s voice is heard

  
  

Each of the tips mentioned above seems to be easy and simple, and they may be. But, they all need time, attention, and consistency. But trust me, your employees will appreciate it. Your organization will profit from your efforts. And you'll be ready to navigate the turbulent waters of transition. If you want to improve your Leadership Skills, Check out this video on the 7 C's of Leadership.

If you learned something new about managing remote teams today, please don't forget to share this article with others. 

How are you managing your team or yourself? Will you be staying at home or returning to the office in 2022? Please let me know in the comments below.

If you want to join the Project Skills Mentor Community click here - Thanks!