By Miki Ackermann, Culture & Talent Works
Working with a remote or hybrid team, where members are spread across different locations and work modes, can be both exciting and challenging.
Here are nine strategies to optimize collaboration and productivity in such environments:
1. Set up Clear Communication Channels
Pick the Right Tools: Utilize communication tools like Slack, Google chat, Microsoft Teams, or Zoom to facilitate seamless interactions. Train team members how to use these tools effectively.
Set Expectations: Define how and when different tools should be used (e.g., email for formal communication, chat for quick questions, video calls for meetings, and such).
Use Collaborative Tools: Use cloud-based platforms like Google Workspace or Microsoft SharePoint for real-time collaboration on documents.
Capture off-line communication: Determine what is off-line communication with the team (e.g., minutes of meetings, reports, discussion channels, forums, FAQs) and how this offline communication is best shared with everybody.
2. Establish Regular Check-Ins
Schedule Weekly Meetings: Schedule regular team meetings to align goals, share updates, and address any concerns.
Conduct One-on-Ones: Conduct periodic one-on-one meetings to understand individual challenges and provide personalized support.
Manage performance: Make sure you are consistently reviewing performance and outcomes, rather than attendance. Doing this more frequently, such as monthly or quarterly, allows for greater alignment around expectations and task completion.
3. Define Clear Objectives and Roles
Set Clear Goals: Ensure that everyone understands their responsibilities and how their work contributes to the overall company work or project.
Project Management Software: Implement project management tools or excel spreadsheets to track progress and manage tasks effectively.
Document Roles in Projects: Similarly, clarify tasks and deadlines using project management tools or adding them into your spreadsheet.
4. Foster Inclusivity
Be Mindful of Time Zones: Schedule meetings at times that accommodate all team members or rotate meeting times to share the inconvenience.
Encourage Participation: Create an environment where everyone feels comfortable contributing, regardless of their location. And design discussions, activities in such a manner that all participants can contribute – be mindful of introvert characteristics that may require warning ahead of time to share thoughts, or neurodivergent characteristics that may require adjustments.
5. Build a Strong Team Culture
Organize Virtual Social Activities: Organize online team-building activities to strengthen relationships and morale. Develop ice breaker activities / fun activities and assign team members to meet up and complete the activities. E.g., team trivia, book clubs, health and wellness challenges/activities (keeping diversity and inclusion in mind), crafting, cooking together, bingo, charades, painting, music challenges, online jeopardy, etc.
Celebrate Successes: Recognize and celebrate milestones, achievements, whether big or small, to keep the team motivated, either in team settings or verbally 1:1. Ask team members to share success stories about the team during team meetings. Promote peer recognition and appreciation via virtual kudos and shoutouts.
Provide opportunities for social online networking and chatting: Encourage “water cooler” chatting using communication tools. You can formalize this by adding it to the employee handbook and setting up an expectation that team members reach out to each other once a week for 15 minutes for online coffee breaks or chats to build relationships and get to know each other.
Encourage peer training: Encourage team members to train each other in micro-learning sessions of 5-10 mins. Consider adding online mentoring programs.
Make team meetings valuable: When managers ask the team to meet either in person or via a hybrid model, ask team leaders to draft a meeting that adds value to the team members. Sharing important updates, problem solving together, asking team members to bring forward ideas they wish to pitch or challenges that the team can work on together are examples of value-add meetings.
6. Provide Flexibility and Support
Allow Flexibility: Allow for flexible working hours to accommodate different time zones and personal preferences and lifestyles.
Technical Support: Ensure all team members have access to the necessary technology and support to perform their roles effectively, when away from the office.
7. Feedback and Improvement
· Draft a Team Charter: Develop a team charter with the team that outlines their commitment to working together, mission, objectives, and HOW they will work together (like an expectation exchange). Schedule quarterly team meetings to reset and ensure the team “charter” still makes sense.
· Solicit Feedback: Regularly ask for feedback on how remote and in-person work is functioning and be open to adjusting. Engage in proactive conversations with the hybrid or remote team about how they’re meshing, what’s working, how to better work together, and what can be changed.
· Do Continuous Improvement: Be willing to iterate on processes and tools to better meet the needs of the hybrid team.
8. Promote Transparency
Share Information: Keep everyone in the loop with important updates and decisions to avoid feelings of isolation.
Document Processes: Maintain clear documentation on procedures and decisions and keep in a shared file so that remote team members have access to the same information as those who are onsite.
9. Prioritize Well-being
Encourage Breaks: Remind team members to take regular breaks to avoid burnout, even at home. Reinforce solid ergonomic principles and provide training to staff regularly on how to remain safe.
Support Work-Life Balance: Respect personal time and boundaries to ensure a healthy balance between work and personal life.
By implementing these strategies, you can help bridge the gap between remote and on-site team members, fostering a more cohesive and productive hybrid work environment. Let us know how we can help.
NOTE: One last thing I often get asked: How do I deal with other staff who cannot work remotely or via a hybrid model?
We recommend having an honest and open conversation with the employees bringing this issue forward to gain insight into what they are feeling and thinking. Doing so will help identify root causes of the concern and allow opportunity to address these causes.
It may also help to explain how different jobs require onsite work, based on different tasks, responsibilities, customer interactions, and such. The reality is some jobs will never be open to remote or hybrid work.
Whenever possible, consider offering other flexibility options to onsite staff such as accommodation for appointments or family events and allowing staff to make up hours in other ways. Maybe there can be some flexibility in the hours of shifts. Or consider other benefits that make working onsite interesting and motivating.
If you need support with this or have other people questions, reach out. We are always ready to help!
For more information and tips, check out our blogs at www.cultureandtalentworks.com or contact Miki Ackermann at miki@cultureandtalentworks.com.