Working remotely in Information Technology can be challenging, especially when you need to collaborate with your team on complex projects. How do you maintain communication, coordination, and trust when you're not in the same physical space? Here are some tips to help you stay connected with your team and work effectively.
The first step to staying connected with your team is to choose the right tools for communication and collaboration. Depending on your needs, you might use different platforms for video conferencing, instant messaging, file sharing, project management, and code review. Make sure you and your team are familiar with the features and functions of each tool, and agree on the best practices and etiquette for using them. For example, you might decide on when to use video calls versus chat messages, how to share feedback and updates, and how to resolve technical issues.
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We have a daily 15-minute coffee talk (Teamsmeeting) that is optional for any team member. We don't expect you to attend, but you are free to do so. I personally attend from time to time, especially if we have specific topics or challenges we want to talk about, or if a team member has been away for a while.
Essential Tools for Remote IT Team Connectivity Collaboration Platforms: Utilize tools like Slack, Microsoft Teams, or Zoom for real-time communication, file sharing, and video conferencing, fostering seamless collaboration and information exchange. Project Management Software: Employ platforms such as Trello, Asana, or Jira to track tasks, assign responsibilities, and monitor project progress, ensuring alignment and accountability within the remote team. Virtual Whiteboarding: Leverage digital whiteboarding tools like Miro or MURAL for brainstorming, ideation, and visual collaboration, facilitating creative problem-solving and team engagement despite physical distance.
All of the following are ways I have stayed connected with my team when working remotely: 1. Use Microsoft Teams 2. Schedule regular meetings 3. Take a virtual coffee break 4. Schedule one-on-one check-ins with team members
Regular check-ins: Deliver regular check-ups with your employees to find out what is working and what needs to be improved in projects that are ongoing, provide solutions to the problems you didn’t see happening, and share updates. This can be achieved either by virtual team meetings or by individual video calls. Virtual team meetings: Arrange online team meetings a few times a week to discuss project progress, employees performance, and any current news. Providing this universal tool enables easy communication and makes sure that everyone is on the right track. Project management software: Ensure that at-task collaboration is made possible by using project management software like Asana, Trello or Jira to monitor and manage tasks.
Another important aspect of working remotely is to set clear expectations with your team and your manager. This includes defining your roles and responsibilities, your goals and objectives, your deadlines and deliverables, and your availability and working hours. By setting clear expectations, you can avoid confusion, misunderstanding, and conflict, and ensure that everyone is on the same page. You can also use tools like calendars, task lists, and status reports to track your progress and keep your team informed.
Communication is key to staying connected with your team, especially when you're working remotely. You should communicate regularly with your team members, both formally and informally, to share information, ideas, feedback, and support. You can use different modes of communication, such as video calls, chat messages, emails, and phone calls, depending on the purpose and urgency of the message. You should also communicate proactively and transparently, and avoid assumptions and ambiguity. For example, you should update your team on your work status, notify them of any changes or issues, and ask for help or clarification when needed.
Working remotely can make it harder to build rapport and trust with your team, as you miss out on the social and emotional cues that come from face-to-face interactions. However, you can still foster a sense of connection and belonging by engaging in some informal and personal conversations with your team. You can use tools like chat rooms, video calls, and social media to chat about non-work topics, such as hobbies, interests, family, and current events. You can also participate in some virtual team-building activities, such as games, quizzes, or challenges, to have some fun and break the ice.
Working remotely can also blur the boundaries between work and life, and affect your work-life balance. You might feel pressured to work longer hours, respond to messages at any time, or multitask between work and personal tasks. To avoid burnout and stress, you should respect your own and your team's boundaries and balance. You should establish a regular routine, create a comfortable and productive workspace, take breaks and exercise, and disconnect from work when you're done. You should also respect your team's preferences, schedules, and time zones, and avoid contacting them outside of their working hours, unless it's urgent.
Finally, working remotely can also be a great opportunity to seek feedback and improvement, both for yourself and your team. You can ask for and give feedback on your work performance, your communication skills, your collaboration methods, and your professional development. You can use tools like surveys, polls, or reviews to collect and analyze feedback, and use it to identify your strengths and weaknesses, and set goals and action plans. You can also share your feedback and improvement with your team, and celebrate your achievements and milestones.