Working Remotely: Thriving Teams (Part 2)
Originally Posted March 16, 2020
A team is made up of individuals with different needs – these differences are highlighted now more than ever. Don’t take for granted that because you know how each other functions in the office that you will know how they are when working remotely for long stretches of time. These tips are designed to alleviate dysfunction and set the foundation for team success.
> Design an Alliance: This is probably the most important and most overlooked aspect of a team working remotely (or even in the office). How will you work together despite being apart?
This alliance design creates a container that holds the team inside of it regardless of the physical separation. The conversation lays the groundwork for a team that is compassionate, open, and understanding. It allows everyone to define what is being asked of them and the group. As the manager, kick off a collaborative group conversation that is transparent, candid, and supportive to get to the core of what the team expects from each other. Everyone is in this together. If some people will have their children at home because schools have closed down, understand what that means to them for meeting times. If you used to work out in the evening but will now do it during lunch, let your team know so they can plan accordingly.
> Ensure remote capabilities are up to snuff: We’ve all been on the call or video conference where the line has static, the video freezes, the other person drops, etc. This breeds a lot of frustration and is often the default image we have when we think of teams working remotely. It doesn’t have to (and should not) be that way!
If you haven’t already, immediately make certain that everyone has the right computer and audio equipment (you can often arrange this with your company’s IT), is connected to high speed WiFi with the right VPN/secure login, has access to a high quality video conferencing platform like Zoom, Teams, Hangouts, or Skype, and has a printer if needed. Do a test email chain, video conference, and conference call as a team to check for any vulnerabilities. This is crucial for seamless digital communication that should function as if you were still sitting side by side. Also, keep a handy list of internal and external technical support so that if you do need something, you are one step closer to resolving the issue.
> Stay in touch: Select your communication tool for the situation. Instant messaging, the phone, and video calls should all be at your disposal. In addition, be sure to know what time zone everyone is in and mark it accordingly.
Be logged into your company’s messaging system, so colleagues can exchange quick messages; the equivalent of leaning over to each other at your desks for a brief exchange. For more extensive conversations, pick up the phone and/or turn on the video. If you would have dropped by someone’s desk to ask them something, it’s likely that a phone call or video with a screen sharing feature would be what you want.
If several people need to discuss something, set up a video conference for what would have been a meeting. It may feel unnatural at first (especially if you made the mistake of staying in your PJs), however it expedites the conversation, fosters an atmosphere of effective and clear communication, and provides that connectivity that the team needs to still feel like a team.
Being isolated and not seeing or hearing any co-workers may sound like a dream for a few days but keeping this distance for weeks or months on end undoubtedly leads to a breakdown in team communication and connection. This does not bode well for everyone’s return to the office, so keep the flow going even when you’re on your own at home.
> Ramp up direct and effective communication: There is a strange phenomenon about working remotely where people seem to think if you don’t see someone, they don’t exist. Everyone on your team is existing in their own isolation bubble, so reach out to each other even more than you would have during a normal office day. You may even want to create a list of names and photos to help you realize if you haven’t been in touch with someone.
Information continuity is crucial. Record virtual meetings, especially if someone is unable to attend. This is the time for overcommunication. What may not have seemed like a big deal to share while in the office needs to be conveyed so everyone is looped in. Make an extra point to be clear and direct in your communication, demonstrate trust and respect, and give your team the chance to articulate any confusion or uncertainty. Use compassion to express that these are dynamic circumstances, and everyone on the team has a voice, and the responsibility, to speak up. Working remotely will exacerbate any underlying communication issues within the team, so take this opportunity to rebuild what’s broken, strengthen ties, and recommit to effective communication.
> Utilize technology: In addition to the communication tools, take advantage of collaborative platforms like Asana, Confluence, Trello, etc. where you can jointly view and edit tasks and other items. This helps give the team an overall picture of what is being worked on, the state of progress, and if a team member’s attention is required. Working on these platforms supports overcommunication and enhances collaboration from afar while minimizing email traffic.
> Don’t treat this as temporary: It’s easy to view this time as a blip on the radar that just needs to be dealt with, but that would be doing your team a disservice. Problems will still need to be sorted, accomplishments should be celebrated, and timely feedback must be provided. In fact, this upheaval is really a chance to more permanently shift the paradigm of your team dynamics. Times of chaos often present great opportunity, so keep your eyes and eyes open for new ways of thinking and doing that can carry on upon the return to the office.
> Out with the old, in with the new: Along the same lines, the status quo has got to go. Maybe your team has “always done it this way” so there’s no chance of it changing. The fact of the matter is, it has to change, and as the manager, you must lead the way with being open to change, thinking creatively, and being resourceful. Don’t be afraid to test out some new things and see how they land. Convey to your team that your intention is to identify and implement how you all can thrive in this new environment and solicit ideas from them.
> Roll with the punches: Something will come up. There will be a time where someone loses WiFi, or children are popping up in the background of a video conference. When an interruption happens, own it and act in the moment to keep your calm, minimize the distraction, and show that you are a human being, not a work robot! What is more important is that the team is flexible and adaptable.
The drastic shift to working remotely for the foreseeable future doesn’t have to be filled with pain and tension. Take ownership in determining how your team will thrive. I am confident that you are someone who has compassion for your team and wants everyone to be successful individually and collectively. Use that strength to have the tough conversations and pave the way for an enjoyable and productive remote experience.