Now in the world as it is today globally connected, remote work from stop-gap to more long-term became the standard in most companies. With a more distributed workforce, HR leaders also have new challenges in managing groups that work globally, time zone-wise, and culturally. For HR leaders to overcome such, keep distributed employees productive, engaged, and on board, the following best practices can impact.
For companies looking to scale efficiently, another viable solution is to set up your own offshore software development center. Not only can you access the top talent in the world, but also the freedom and cost savings. But in order to be able to effectively leverage offshore personnel, there must be integration of best communication and collaboration practices which are the topic of this article.
Create Clear Communication Procedures
Perhaps the most intimidating challenge of managing distributed teams is communication. When the members of the team are located away from one another, it is likely for the message to get lost or misplaced, and deadlines are not met along with resultant misunderstandings. The key to not facing all such roadblocks lies in having clear communication guidelines.
Synchronous vs. Asynchronous Communication
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The initial step towards acquiring effective communication channels is being knowledgeable about the difference between synchronous and asynchronous communication.
Synchronous communication is face-to-face conversation, i.e., video calls or live chat. Such a conversation is essential for speed of decision, brainstorming, and social bonding of work. Yet, synchronous communication needs to be backed up with flexibility in distributed teams where team members operate in different time zones.
Asynchronous communication, nonetheless, allows members to post updates or messages that shall be replied to once the members are ready. Asynchronous communication is very useful in distributed teams that operate across multiple time zones since it allows every member to join without necessarily doing so simultaneously. Microsoft Teams, Slack, and email are the most important tools for asynchronous communication.
Communication Tools for Distributed Teams
To facilitate effective synchronous as well as asynchronous communication, it is imperative that your team has the proper tools. One-on-one direct messaging or shared channels on platforms like Slack or Microsoft Teams can appropriately serve the purpose of day-to-day communication. For real-time communication, video conferencing tools such as Zoom or Google Meet can be utilized, whereas mail can be an effective means for formal information sharing or urgent notice. By employing these tools together and specifying their functions clearly, HR leaders can ensure that communication becomes as efficient and seamless as possible regardless of the geographical location of the team members.
Leverage Technology for Productivity and Accountability
Technology will be at the forefront to deliver in distributed team management. From enabling smooth collaboration to tracking progress and performance, there are several tools that are present to be leveraged by the HR leaders to help the teams remain on track and meet deadlines.
Project Management Tools
Remote workers geographically need software like project management to have Asana, Trello, or ClickUp. The leaders and HR managers utilize them for delegating tasks, tracking work, and tracking workflow in real time. The software is a general repository of all the details regarding a project such that the workers won't be compelled to keep checking in to remain aware of tasks, deadlines, and deliverables.
HR executives can monitor the pace of project schedules with the aid of project management software so that probable slippages or constraints are identified early and resolved before the situation becomes uncontrollable.
Time Tracking and Performance Analytics
Remote teams tend to struggle with time tracking and accountability. Because team members work in their own offices that are distinct from the office offices and even after office hours, productivity is difficult to monitor. Time management tools like Toggl or Harvest are able to provide HR leaders a fair understanding about how precisely the employees spend time so that they know where they need to improve and ensure work is being accomplished within deadlines. Similarly, performance management tools like 15Five allow HR leaders to monitor employee engagement, team tracking, and productivity and performance through ongoing feedback and survey tracking.
Subscribing for time tracking and performance management tools guarantees remote employees are on pace and are accountable for what they do.
Create a Results-Focused, Trust-Based Culture
Trust is even more crucial in a virtual team. Without direct supervision of employees, HR leaders must build a culture of self-management and trust. This leads to more engaged employees and improved job satisfaction, and in turn, productivity.
Focus On Outcomes, Not Activity
HR leaders dealing with remote employees must focus on outcomes and not how activities are performed. Remote workers thrive best when employees are given autonomy to control their own work based on their own speed and schedule. Rather than tracking every single task, HR leaders must determine performance on the basis of results and quality of work attained. This results-oriented management not only allows the workers to work on their own but also creates a culture of confidence, where employees are accountable for work and willing to do their best.
Foster Regular Feedback and Appreciation
Feedback needs to be provided to maintain team morale and promote ongoing improvement. In a virtual setting, HR leaders must lead in creating regular feedback systems. This may include formal feedback sessions, and routine check-ins, to exchange challenges and success. Recognition of individual success and team success is also required in a remote environment. With virtual shout-outs during meetings, direct messages, or rewards, celebrating success confirms continuous motivation and gives a sense of belonging to a team.
Implement Strong Onboarding and Training Programs
Onboarding and training are essential parts of effective team management. With remote teams, it is more difficult because there is no face-to-face contact. But with efficient strategies, HR leaders can integrate new hires at home and convert them into members of the team from day one.
Onboarding Remote Teams
Successful remote onboarding is key to ensuring the new employees will succeed. It can include a series of video conferences, orientation sessions, and provision of guides like handbooks, video guides, and FAQ guides. It must also include conferences between the new employees and their managers and coworkers to help them get along with each other and learn about the values, culture, and norms of the company. HR managers must also install onboarding software like BambooHR or WorkBright to simplify compliance, training, and paperwork processing.
Continuous Learning and Development
Even post-induction, continuous learning and growth needs to be of highest importance. HR leaders can enable development among employees by providing online learning platforms such as LinkedIn Learning or Udemy, through which they can sign up for courses that complement their experience and knowledge. Encouraging a culture of continuous improvement benefits individuals to become professionally robust as well as makes the team industry trend- and best-practice aware.
Foster Team Cohesion and Engagement
Fostering team cohesion and engagement is likely to be the greatest challenge for HR leaders with remote employees. There is no face-to-face interaction, and therefore it is difficult for team members to develop close relationships that have a negative effect on teamwork and productivity.
Virtual Team-Building Activities
Team-building exercises are of the highest priority to create harmony and unison among the employees. Team-building exercises like online quiz competition, online virtual escape room, or online webinars can make the employees interact with one another and produce a sense of one-ness. Team-building exercises are an outlet from daily work and are a platform where the employees feel at ease in unwinding while conversing with the rest of the employees.
Social Interaction for Better Team Bonding
Encouraging social interactions between home workers is essential while creating team bonding. HR executives can do this by organizing online coffee breaks or "water cooler"; sessions where employees can casually chat about anything but work. Social interactions in this relaxed way give the same office-like social experiences, and these reinforce personal attachments as well as work culture in a positive way.
Conclusion
Remote management of teams requires action by HR leaders, and this action must be proactive and strategic. Utilizing the right tools, developing trust culture, and ensuring communication and collaboration are the keys to enabling HR leaders to maintain their teams working productively, being engaged, and remaining connected. By implementing these best practices, not only will the particular issues of remote team management be addressed, but also a work culture in which team members are valued and motivated to perform their best work will be established.
