8 top tips on managing and motivating a remote team
A challenge for teams now working remotely
Developing strong team dynamics
Webinar on May 20th 2020 11:00 -12:00 & June 4th 2020 14:00 - 15:00.
The current pandemic has brought about change to many workplaces at an unprecedented rate. Teams that once worked physically together are now working remotely and learning how to collaborate virtually. Fortunately, there are many tools and systems that can encourage remote collaboration.
However, remaining focused and productive can be a challenge for teams who are unaccustomed to working remotely and miss the social aspect of office life. Equally, for managers used to sharing an office with their team and seeing them face-to-face on a regular basis, providing effective management remotely can be difficult. Managing and motivating a remote team requires the development of strong team dynamics. Here are our top eight tips on how your team cannot only survive but thrive in the current environment.
Work towards a shared purpose. Think creatively.
1. Revisit and communicate your team’s purpose
A common purpose unites a team, regardless of how geographically dispersed the members may be. The pandemic has created change and uncertainty not only in the way we are currently working but across all aspects of everyday life. If your team’s purpose has changed, now is the time to communicate this and update employees on what the new normal will look like. Everyone needs to understand the new focus and be working towards a shared purpose, behaviour and objective.
Work with your team to identify and understand short- or long-term project constraints.
Create a team charter as a "roadmap" to help paint a compelling picture of the future that will inspire team members to persevere. Not only will this motivate the team to look forward beyond the now, it will also provide clear decision-making guidelines for all members of the team.
Think broadly and creatively to spot new opportunities to pivot your team for future success.
Now more than ever it’s important to be transparent about the current situation, share what you know and if things are still unclear share this information too. Honesty and transparency will continue to engender trust between you and your team in these challenging times.
Learn about everyone. Understand they all have different needs.
2. Learn about every member of the team
Many of us leave our troubles at home when we head into work, however when having to work from home this option disappears. Remote working will prove challenging for all team members in one way or another. Some will have additional responsibilities such as childcare, home-schooling or caring and shopping for a vulnerable family member. Other team members may live alone and be battling loneliness. This is unprecedented times and being socially distant from our support networks is a struggle for all of us.
Lead the way by providing both practical and emotional support, but also encourage team members to be considerate to one another. This is an opportunity to reset or improve relationships.
Ensure team members have the support and equipment they need to work effectively. This includes any training they may need to use online systems and applications.
Has your company used psychometric tools such as INSIGHTS or MBTI to understand preferred ways of working? If so, encourage the team to revisit these in the context of the new environment so they can consider and share what helps them to work effectively.
Look for warning signs that employees may be struggling such as reduced output; short and abrupt emails; reluctance to engage in telephone calls or video conference calls; shortage of new ideas.
One of the most upsetting aspects of lockdown is an increase in domestic abuse, staying at home isn’t safe for everyone. If you are worried, check-in regularly with the team member so they know they are supported and provide details of appropriate professional help in their area.
Make sure you are available. Keep lines of communication open.
3. Be available for your team
Now more than ever, clear, honest and open communication is absolutely vital.
Send emails or post videos about your reasoning, intentions and expectations.
Encourage collaboration by making it easy for your team to know your thoughts and contribute their own.
Have a daily virtual huddle to keep connected as a team, to check-in on each other’s well-being and keep workflow on track. It needn’t be long, but regularity is key.
Keep the rhythm of regular one-to-ones going as these are the best place to help support your team and identify if they are struggling and need more support.
Role model the approach you want the team to take. As a leader, you control the weather. How you behave will influence how your team operates.
Manage team relationships. Keep them on task.
4. Manage team relationships
Managing relationships between team members can be challenging enough within a shared office space. With the team now working remotely, it creates a whole new dynamic and previous ways of working may no longer be applicable. The team may go through a new 'forming, storming, norming, performing' cycle as they learn how to work together remotely. Now is the time to consider which stage your team is in and develop practical steps to move them towards the performing stage. Productivity is not only good for business, it’s important for morale, we all want to feel like we are achieving something.
Encourage informal meetings, information sharing, and huddles between team members. This is not only a great way to brainstorm ideas but it also prevents feelings of isolation and any negativity from creeping in.
Continue to build a learning team. Get everyone to sign up to a webinar and share their learning or invite someone from another team or a supplier or customer to share their expertise. This pandemic has driven an unprecedented change but in the long-term it can result in stronger relationships - across teams, supply chains and with our customers.
Aim for speed over perfection.
Trust your teams to make decisions and act on them.
5. Find a balance between speed and perfection
Most organisations do not have the systems and analytics necessary to deliver perfect information on how their business operations will be impacted by a global pandemic. There will be many unknowns and plenty of ambiguity. Learning to accept and adapt with imperfect information will be key to your team's success.
Counter balance the ambiguity by using creative thinking tools such as brainstorming, mind mapping or six-thinking-hats to generate possibilities. Then move swiftly into action by executing on your top three ideas.
Devolve decision making by encouraging your team members to take the initiative and trust them to develop creative approaches to problems or opportunities.
Focus on clarifying the objectives that matter and the lines that cannot be crossed to give your teams space to respond to the new normal and to innovate.
Give feedback and reward performance.
6. Give feedback and reward performance
Providing feedback is always important however in the current climate people are likely to be more sensitive if they’re feeling isolated or anxious.
Tailor your feedback, whether its praise or criticism, to take this into account when talking or writing.
Ensure you communicate regularly, not just when things go wrong.
Check your biases: Are you giving fair and honest feedback? Is your feedback too ‘soft’ because you want to be liked, or too ‘hard’ because you haven’t given clear instructions or provided the right resources?
Be specific, it’s rarely helpful to give vague or ambiguous feedback to remote workers, whether it’s positive or negative.
Let your team members know exactly what performance traits you want them to continue. “That report was really well researched and organised. It will help us understand which customers we need to contact immediately".
Ensure you are inviting two-way communication, this will help you understand if your feedback has been understood and accepted. A new perspective may help you to see things in a different light.
Here’s a fun exercise for teams to illustrate what it feels like when you are working blind and not getting any indication of how well you are doing: Pens in a Box.
Focus on goals not activity. Manage expectations.
7. Focus on goals not activity
It’s important to manage expectations and remain focused on goals when managing a remote team. Concentrate on what is being accomplished, rather than how working hours are being used. Trust your employees to work independently and hold themselves accountable for their work. If a situation arises where an employee isn’t performing, then you can consider increasing supervision.
Rather than expect your team to work 8 to 5, understand their constraints and allow them the flexibility of structuring their day as this will enable them to be more productive. One of the advantages of working from home is having the flexibility to work around commitments that are in conflict with an eight-to-five routine, such as childcare and home-schooling. Agree some overlapping time for meetings and accept any video calls may include the occasional child or pet!
Research suggests the stereotype of the laid-back remote worker lounging on the sofa, watching TV, gaming or surfing the internet are not only unfair but inaccurate. In most cases, remote workers are diligently performing and, in some cases, taking fewer breaks and switching off far later from work. So, focus on what your team is accomplishing in their new way of working and not any negative stereotypes.
Take care of yourself. Don't work day and night and keep to core hours.
8. Take care of yourself
You are the vital linchpin holding all this together, so take care of yourself! Your leadership, skills, knowledge and talent are vital to your team now more than ever, so ensure you prioritise your own health and wellbeing.
Be aware of working longer hours, decide on your core hours and stick to them.
Remember to ask for support when you need it. Maintaining the welfare and performance of your team is a huge responsibility so ensure you have a support network.
Look for people to learn from both within your organisation and outside of it. Talk to them, ask for advice, and listen carefully. Consider looking for a mentor or a coach.
Sorry … Blatant sales pitch from Treehouse 😊. We run tailored Executive Coaching courses – get in touch if you are in need of a boost!!
Look to the future
Many organisations have achieved the impossible by remotely enabling a workforce in just days. Managers and employees have stepped up and are performing in challenging times. Take a moment to congratulate yourself on getting this far, on adapting to a truly unique situation so quickly. Consider what has worked well for your team and what could be improved upon. Most importantly, keep in mind that the unique situation caused by the global pandemic will one day end. The result of all your efforts will be stronger more emphatic relationships based on mutual respect and trust.
Further Reading:
If you want tips on how to prioritise your time, set goals and work productively, why not read the Treehouse guide on How to stay focused working from home.