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How do you balance flexibility and structure in remote work arrangements?

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Remote work arrangements can offer many benefits for both employees and employers, such as increased productivity, flexibility, and work-life balance. However, they also pose some challenges for line managers, who need to ensure that their teams are aligned, engaged, and accountable. How do you balance flexibility and structure in remote work arrangements? Here are some tips to help you manage your remote team effectively.

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Kelly Nelson

Chief Executive Officer

1 Set clear expectations

One of the key factors for successful remote work is setting clear expectations for your team members. This includes defining the scope, goals, and deadlines of their tasks, as well as the communication channels, frequency, and format of their updates. You should also clarify the expectations for their availability, responsiveness, and collaboration with other team members and stakeholders. By setting clear expectations, you can avoid confusion, frustration, and micromanagement, and empower your team to work autonomously and efficiently.

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Kelly Nelson

Chief Executive Officer
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We use a KPI platform to establish baselines and expectations/goals. We use ninety.io. Each employee is required to keep track of their work goals via this platform. This way their hours are not necessarily tracked, but the work they accomplish is tracked based on the goals that the organization has set. This provides the employee flexibility and a deep understanding of what they need to accomplish in designated time frames. And then, of course, we train how to be as efficient as possible. The employees are then held accountable in our weekly mandatory meetings held via Zoom.

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2 Establish regular feedback

Another important aspect of remote work is establishing regular feedback mechanisms for your team. This means providing constructive and timely feedback on their performance, as well as soliciting their feedback on your management style, the team dynamics, and the work processes. You can use various tools and methods to facilitate feedback, such as online surveys, one-on-one meetings, peer reviews, and recognition programs. By establishing regular feedback, you can foster a culture of continuous learning and improvement, as well as boost your team's morale and motivation.

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3 Encourage collaboration

Collaboration is essential for remote work, as it helps your team to share ideas, solve problems, and learn from each other. However, collaboration can be challenging in a virtual environment, where you may face issues such as technical glitches, time zone differences, and cultural barriers. To encourage collaboration, you should use effective and reliable tools and platforms that enable your team to communicate, share documents, and work together in real time or asynchronously. You should also create opportunities for your team to interact socially and build rapport, such as virtual coffee breaks, team building activities, and informal chats.

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Kelly Nelson

Chief Executive Officer
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One thing that's worked for my organization is to have morning huddles via Zoom at a designated time every day. It is mandatory that every employee and director attend these quick 15-minute meetings to touch base, make sure everyone is on track and solve any urgent issues. We also have a mandatory review meeting via Zoom once per week on a pre-designated date and time. Every employee acknowledges in their engagement packet that they understand these two types of meetings are mandatory and require their attendance. All other time is flexible.

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4 Respect boundaries

While remote work can offer flexibility and convenience, it can also blur the boundaries between work and personal life, leading to stress, burnout, and reduced productivity. To respect the boundaries of your team members, you should avoid imposing unrealistic or rigid schedules, deadlines, or expectations on them. You should also respect their preferences, needs, and limitations, and accommodate them as much as possible. For example, you can offer them options to choose their preferred working hours, breaks, and methods of communication. You should also model healthy work habits and encourage your team to take care of their physical and mental well-being.

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5 Monitor progress

Monitoring progress is crucial for remote work, as it helps you to track the performance, output, and quality of your team's work. However, monitoring progress does not mean micromanaging or controlling every aspect of your team's work. Rather, it means using appropriate and transparent metrics and indicators that measure the results and impact of your team's work, not just the time and effort they spend on it. You should also use tools and systems that automate and simplify the reporting and tracking of your team's progress, such as dashboards, project management software, and analytics tools.

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6 Adapt and improve

Finally, remote work requires you to adapt and improve your management skills and practices constantly, as you may face new challenges and opportunities in a dynamic and evolving environment. You should be open to feedback, learning, and experimentation, and seek to improve your own and your team's remote work experience. You should also be flexible and responsive to changing needs, priorities, and circumstances, and adjust your plans and strategies accordingly. By adapting and improving, you can ensure that your remote work arrangements are effective, sustainable, and beneficial for your team and your organization.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How do you balance flexibility and structure in remote work arrangements?

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1 Set clear expectations

2 Establish regular feedback

3 Encourage collaboration

4 Respect boundaries

5 Monitor progress

6 Adapt and improve

7 Here’s what else to consider

Line Management

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