The guide to managing remote workers
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The guide to managing remote workers

15th June 2020
By Tom Ladle

The remote reality: Working in (and managing) a remote team

Thanks to the pandemic the shift towards remote working has accelerated massively.

You or your company might not be ready to leave the office behind and rely on a team scattered around the world, but many businesses have decided that a 100% remote company works for them, due to their workforce proving that they can be just as productive whilst working remotely,

With this different working style comes challenges, as well as benefits. Things like communication, workload management and differences in perception and expectations as to what it means to work remotely all need to be tackled head on to make the transition work. Back in 2016 we spoke to some remote workers about challenges with remote working and how best to manage a remote team. Much of the advice is just as useful today as it was back then!

Caroline
Caroline Saunders of 4 C Marketing, a PR and marketing agency, suggests one of the main complications is separating home life and work life, particularly when there’s lots to be done around the house.

“The biggest challenge is distractions,” says Caroline. “When you work remotely, and particularly from home, the everyday tasks of washing, cleaning, ironing, and cooking surround you.

“You have to be really self-disciplined to manage those boundaries between work and home and ensure that both get the attention they deserve.”
Working alone, and relying only on yourself for motivation, means that setting personal boundaries is one of the biggest challenges of working alone. Working remotely as part of a wider team presents its own, often more complex issues, especially in an international business. For those living and working in a different time zones, choosing a schedule for work can be tough.

Barcelona-based James O’Neill works as Senior Director of Product at Legal Nature, a Los Angeles company that provides legal documents.
He says: “Although flex-working is great, it’s not without its challenges. If you work across multiple time zones, or have your headquarters based far away, you will always need to adjust your life somewhat.

James

“For me, there is a nine-hour difference between Barcelona and HQ, which quite often means late meetings and long nights when something comes up. Also, as your colleagues are used to you not being in the office, there’s always the expectation that you are contactable.”

Larissa from StudyPool, which offers online help with homework, also highlighted the difficulties of working in a team based across different time zones, noting that sometimes, no matter how hard you try, it’s hard to get a hold of people.

“Urgent things are a lot harder to deal with, since delivery times depend not only on you but the rest of the team involved,” she says, “and these people may have other priorities in a different time zone.

“If you’re someone who struggles with organising and planning ahead, being part of a remote team can be a challenge.”

While many remote workers are often freelancers, those who are working as part of a larger, permanent team will have a manager who is responsible for what the team delivers – which comes with its own concerns.

James Clark from advertising consultancy firm Colorful Studios suggests one of the most difficult elements is bringing the team together to celebrate successes, and Travis of online language tutoring site Langu has similar issues.

He offers: “The cons are that it’s harder to cultivate a rich company culture, and there is less spontaneous ‘magic’ resulting from experiencing things together.”

Company culture and communication are clearly the primary challenges of managing a remote team, but it is possible to make this arrangement work with consistent effort.

Rebecca Newenham, Founder and CEO of Get Ahead VA, a remote personal assistant service, says: “Managing a team of remote workers requires a particular set of skills. Communications skills through telephone and email really come to the fore, and social media is a key tool for us to engender a team spirit.

Rebecca
“We use a Facebook group to share ideas, as well as following and interacting with each other through Twitter and LinkedIn. This helps us to build relationships with each other and stay in touch, despite being physically distant.”

Social media, now a personal tool for long distance communication, is coming to the forefront of helping to manage the professional side, too. Coupled with instant messaging apps such as Slack, and teleconferencing software, teams that work in different areas clearly benefit from replicating the same level of communication you’d experience in the office, alongside of working from wherever suits your working style best.

Rebecca also highlights the importance of face-to-face contact – even if it’s only occasional.

“I organise an annual Christmas event where we try and get everyone physically together to celebrate the end of another successful year,” she says.

“It’s always a real highlight for me – watching the team grow every year and hearing our virtual assistants chatting with each other and talking about the benefits of remote working.”

Don’t forget to manage them

Whilst you might be confident in trusting certain members of your team to work well remotely, don’t forget about them and leave them to self-manage. Even the best of workers have problems, whether that relates to other team members, clients, family or health issues.

Double check that they have everything they need to do their job properly, and make sure they are not getting bogged down with work. Whilst good remote workers will be motivated enough to use the time they save commuting to get more done, if they become snowed under with work, they could become complacent and unmotivated.

Communicate with them regularly, stick to their appraisal dates and most importantly, be the type of manager they can approach when they’ve lost their focus.

Get them organised

On paper, working at your own pace in the cosy confines of your own may sound like a dream, but it can be hard to motivate yourself. Whilst making sure every minute of the day is set in stone and planned, defeats the purpose of remote working, certain things can be done to make sure the day runs smoothly.

Set mini deadlines with your staff so that they have goals to work towards, and try to have them come in to the office on the same days each week. Setting deadlines also mean you can monitor their work on an ongoing basis too, ensuring their productivity is not slipping away.
Replying to emails can take up the best part of a day at times, so try to have your team allocate themselves a fixed amount of time in the day to do this.

The realities of remote working, especially as part of a larger team, don’t always make things straight forward. It seems communication and team spirit are the biggest challenges faced by both managers and workers, but by utilising tools and apps, and ensuring everyone makes the effort to keep in touch, the benefits of remote working can shine through.