Strategies for Managing Remote Employees Small Business Edition – Part II: Top 8 Best Practices
Embracing remote work has become a prominent trend in the modern workforce as we discussed in Part I. Many businesses are increasingly turning to virtual teams to access talent and foster flexibility. We already discussed the challenges that remote teams encounter. In this blog post, we’ll provide effective strategies to successfully mitigate those challenges and manage your remote employees.
1. Develop a Telework Policy
Develop and disseminate a telework policy that all remote employees will sign upon their hire date or before beginning a remote work arrangement. A telework policy should include:
A statement that telework is a privilege and not an entitlement.
A list of roles that are eligible for remote work, considering tax implications.
When telework is not allowed such as to caregive.
How to obtain approval to telework.
Equipment and technology required for remote work.
Requirements for ad hoc remote work arrangements such as when working at a location other than home.
A requirement to adhere to all company policies.
Expectations for handling confidentiality of information.
Managers should schedule regular team meetings, one-on-one check-ins, and project updates to keep remote employees engaged and connected and keep tabs on their responsibilities.
2. Set Clear Expectations and Goals
Ensure that you clearly outline expectations and goals for remote employees that align with organizational objectives. These expectations should outline a work schedule, meeting requirements, job responsibilities, travel requirements, and before and after work hour responsibilities. The establishment of these expectations should be a dynamic discussion between your employees and managers. This critical step lays the foundation for building trust on remote teams so everyone knows what to expect.
3. Establish Regular Meetings and One-on-ones
Managers should schedule regular team meetings, one-on-one check-ins, and project updates to keep remote employees engaged and connected and keep tabs on their responsibilities. Incorporating face-to-face interaction in these meetings as much as possible is critical. These meetings provide an opportunity to discuss progress, address challenges, reinforce team objectives, and discuss job stressors. One-on-ones are especially critical when an employee first begins working. Establishing a great first impression sets the new employee up for success and provides the best chance at the employee adding value to your organization quickly.
Be mindful of time zones and accommodate flexible scheduling when necessary. One-on-ones should be used as an additional opportunity for managers to probe into an employee’s career path wishes, inquire into how their family and support system is doing, and get any other personal updates.
4. Embrace Technology and Collaboration Tools
Leverage technology to facilitate collaboration and streamline workflows within remote teams. Utilize a combination of tools such as video conferencing, instant messaging platforms, time-keeping software, and project management software to facilitate seamless communication. Explore cloud-based storage solutions and virtual whiteboards to enhance productivity and efficiency.
Establishing clear communication channels is paramount when managing remote employees. Encourage the use of video conferencing for face-to-face interactions and team bonding. Be sure to set expectations regarding response times and availability to ensure everyone is on the same page. Address any technology-related issues promptly to minimize disruptions.
5. Protect Technology Infrastructure
Technology required for the betterment of your remote workers makes your business digitally vulnerable. CPR recommends securing remote access software that allows you to monitor your remote employees’ activity remotely. Sixty percent of companies use employee monitoring software to monitor remote workers. These tools allow managers to gain insights on work patterns and workloads allowing them to adjust and prevent employee burnout and fatigue.
Cybersecurity is of the utmost concern when adopting technology for remote workers and protecting your technology infrastructure is critical. Ensure that you employ the use of multi-factor authentication, secure cloud-based storage, encryption, and VPN (Virtual Private Network) connections. Also, educate and train remote workers on phishing scams and how not to fall victim to these attacks. You can find other great tips here.
6. Promote Work-Life Balance
Acknowledge the unique challenges faced by remote employees, such as blurred boundaries between work and personal life, feelings of isolation, loneliness and disconnection as discussed in our last blog. A healthy work-life balance is fuel for remote work success. Seventy-one percent of remote workers said remote work helps balance their work and personal life. To ensure a balancing effort:
Ensure remote employees create a dedicated remote workspace.
Incorporate face-to-face interaction with remote employees such as for periodic lunch, team outings, and meetings. Celebrations for birthdays or service awards are great opportunities.
Promote flexible schedules with dedicated core hours and flexible start and end times. For example, you could require an employee to be available between 10am to 2pm Eastern time. But start and end times could be flexible as long as the employee works eight total hours in the day.
Set realistic deadlines to reduce unnecessary pressure and burden on remote employees. Use one-on-ones to monitor progress and provide feedback to remote employees.
Emphasize the importance of taking breaks, such as lunch breaks and mini breaks throughout the day.
Schedule a videoconference only if necessary. Be flexible in requiring employees to turn on cameras during videoconferences as well as this can impose undue hardship on some employees to be visually present.
Lead by example by disconnecting after work and while on vacation and respect an employees' time off.
7. Consider a Hybrid Work Arrangement
Not all remote workers are successful with being fully remote. This can be for different reasons: inability to focus, distractions at home, lack of a supportive environment, or importance of meeting with others face-to-face. A hybrid work arrangement provides the best of both worlds if an employee is in close proximity to your office or an office location. A hybrid work arrangement allows employees to work at home a portion of the week and in an office the other portion of the week. Nearly 90% of employees who have this option available would take it, so employees are quickly appreciating this work arrangement.
8. Celebrate Successes and Milestones
Recognize and celebrate achievements, milestones, and contributions made by remote employees. About 38% of people said they feel more confident when they feel seen and about 40% said their performance improves. Whether it's a virtual team outing, shout-outs during meetings, or sending personalized notes of appreciation, acknowledging efforts goes a long way in boosting morale and fostering a sense of belonging. Don’t let up just because employees are remote!
Conclusion
Managing remote employees effectively requires a combination of clear communication and setting expectations. By implementing these strategies, startup and small business owners can create a supportive and productive work environment for their remote teams, maintain business success and innovation.
Disclaimer: The information provided on this website does not, and is not intended to, constitute legal advice; instead, all information, content, and materials available on this site are for general informational purposes only. Information on this website may not constitute the most up-to-date legal or other information.
