11 Lessons Learned From Managing A Team Amidst A Pandemic

Being a business leader, especially in the middle of a pandemic, is not an easy task — to say the least

The extent of COVID-19 has brought up extraordinary challenges for business leaders and managers.  While being in uncharted waters, we are facing the disruptions caused by the pandemic that is forcing us to adjust to different workflows and lifestyle.

Inside organizations, many employees are worried, and obviously employee safety should be the first thing we must focus on. On the other hand, if we want to ensure a good performance for our organization, the strategy should be extended beyond immediate priority. 

To address the challenge, we have asked 11 business leaders the following question:

“What Is The Biggest Lesson You’ve Learned So Far From Handling Your Team Amidst A Pandemic?” 

Here is what they advised us:

1.Explore New Technology

 Not sure I view it as a "lesson", but more as a time to adjust and refocus. It is so important for companies to focus on their employees and show them how important they are to the organization. Encourage your employees to better themselves during this time, and understand this is something to always encourage going forward. There are a lot of valuable online learning and workout resources. Support and encourage them to get in shape, stay in shape, and/or educate themselves during this time… learn a new skill, study history, write a book, learn to cook, or add to your cooking skills.

And from a business perspective, it’s a great time to try new things, such as exploring new technology. A friend suggested using private podcasts as a form of employee communication. Inter-office webinars and Zoom meetings have become the norm and are much more effective than in-person office conference room meetings ever were. All of a sudden, companies are being forced to try things that they knew were out there, but might have worried wouldn’t be effective, or would cost them some efficiency. They are trying them and finding that those fears were unfounded… and that in many cases they are substantially more efficient. When this is all over, a lot of companies are going to divest of office space and the endless, throughout the day, team meetings. I think many more companies will be open to letting people work remotely going forward. At Photofy, we have decided to let our office lease expire and all operate remote going forward... not only cost-effective, but our team is closer than ever before. Let your team know that all these things they have been trying and using will not be just for now, but if/when we discover a better, or simply alternative way, many of these practices will continue even after the crisis passes.

And last but certainly not least, ENCOURAGE your team to take care of themselves because it’s hard to help others unless you feed your own soul. Take the time to do things that bring you joy. If you’ve got a family pet, spend quality time with them. Work out at home. Break out that cookbook you haven’t had a chance to get into and make some new recipes. Drink lots of fresh water. Limit your screen time. Walk in nature or in your neighborhood if you can do so. Listen to your favorite music. Practice meditation or prayer. Do things that make YOU happy.

The bottom line is that we can and should take charge of how we react to what’s happening around us that is beyond our control. And the best way to do that is to concentrate on building positive relationships with as many people as possible starting with those closest to you and radiating out from there. Getting back into relationship building is what makes us human and helps all of us deal with crisis. We’re in this together, so let’s concentrate on finding more ways to help each other cope and come out on the other side of this as stronger human beings with stronger relationships.

So important to close with something I have been saying for years and wraps this all up nicely… *A Brand is what a business (or person) does, a Reputation is what people Remember and Share.*

Ted Rubin, Photofy CMO, and various Advisory Boards... Speaker / Author / Provocateur

2.Connect, Build and Invest in Your Team

 Working with my team remotely, I've learned that a well-driven, internally open, and communicative team can achieve wonders in any set of circumstances.

Surely, we missed each other and there were some challenges from time to time. But all hurdles are easily prevailed with a team that has strong bonds and respect throughout.

So I'd urge everyone to connect, build, and invest in their teams so every challenge, including prolonged remote work, is negligible.

Nikola Ko?uljevi?, Marketing Manager at ThreatMark 

3. It is Time to Revisit Your Messaging

 In a tough economy, it's a great time to revisit your messaging - not only what your reps say, but look right at the top of your website. A lot of companies’ messaging basically says, “We Will Help You Do Better at XYZ”. In these times, consider adapting your messaging to better resonate with your customers and tell them, “We’ll Help You Do More XYZ with Less.” Show your prospects how your product will help them to maximize their money — it could be in terms of money ultimately saved, efficiency of manpower, or a streamlining of resources.

I made this change at my company, Badger Maps, a routing app for outside sales, where pre-COVID our message was, “We’ll help you sell 20% more with your field sales team”. But in times of economic hardship, when customers are struggling with tightened budgets, team reductions, and lost revenue, the message evolved to, “With Badger Maps, your outside sales team will generate the same revenue with a team that is 20% smaller.” This is a subtle difference, but the second message resonates way more with our customers today. Look to do the same with your messaging.

Steven Benson, CEO & Founder of Badger Maps

4.Ensure Your Processes are Documented

The biggest lesson I've learned is that flexibility continues to be important, and to ensure that your processes are documented! My team (currently a team of 4 including myself) and I all work remotely, across time zones and countries, and without the concept of 9 to 5 hours. Sometimes we'd hit project delays because of needing to get to a grocery store at a certain time due to COVID restrictions, electricity outages, things like that. I have always been a big believer in flexibility so that was never a big deal. I think it really just underscored the fact that everyone is human, so flexibility should be number one.

The undocumented processes piece brought some pain (but also joy as I welcomed a new team member). I had turnover in my team during the early part of the pandemic, and there were certain routine activities that weren't documented. That caused additional time to be spent on my behalf in training others. So to be efficient and allow yourself to scale without interruption, document processes, especially the ones that are critical because it can be crippling when something like the pandemic hits, and it affects key team members.

Candace Spears, Life + Business Coach, Serial Entrepreneur, Investor, Podcast Host: Ambition, Honey & Hustle

5. Your Team Needs Psychological Safety 

The world has gone remote overnight. A development that was going to take 2-3 years, at the least, happened in a matter of months. Leaders of teams had to adjust instantly to remote leadership. And while basic human needs haven’t changed due to the pandemic, leaders require more effort to fulfill them in the remote workspace. 

What I have learned so far from leading teams amidst the pandemic is that I, and other remote leaders, must have psychological safety for our teams on the top of our agenda. Psychological safety, among others, is created by trust, intimacy, and a sense of purpose. The biggest killer of psychological safety is micromanagement, which now seems to become the # 1 remote work problem to solve 

To summarise, the biggest lesson for me is that my team needs psychological safety to thrive remotely, and it is my responsibility as a leader to lay the foundation for that. 

Leon van der Laan, CEO & Co-Founder at Remode, Remote Team Performance Expert

6.Hire the Right Balance of Personalities and Characters Into Your Team

There are many challenges involved in trying to maintain perfect team synergies during a pandemic. 

First and foremost, the wellbeing of colleagues is even more important than usual because it is a worrying time and they, through their wider circle of family and friends, may have been affected personally. Working in a team that already has an implicit level of trust and togetherness makes this easier, and on the practical level, it's important to be visible and available to colleagues who may want to speak on an individual basis.  

Team meetings become more important too, and sometimes just one line in a direct message makes a difference to someone who might feel isolated. Fortunately, I have always valued working relationships and team morale or spirit highly as a factor in getting the optimum from a person and team in terms of productivity and key results, so this didn't present too much of a problem. What it does emphasize is the importance of hiring the right balance of personalities and characters into your team in the first place, because this will make a difference in pandemic times.

Perhaps the biggest challenge is where the business has switched to fully remote working if certain key ingredients are overlooked. Again, having the right technology in place is just the first step, and Fintech businesses were already in a great position making the transition seamless.  

Beyond that, it's important to achieve the right balance of meetings versus non-meeting time, and pure business versus morale-boosting initiatives. A business has to trust its colleagues to get the job done and support them.  The most effective leaders recognize and support this culture during normal times and pandemic times. Culturally some colleagues will find they thrive as a remote worker, others require more support.

Communications and keeping the brand visible through appropriate marketing campaigns is vital because customers remember those businesses that get it right and stay in touch. We have seen some innovative and brilliant supportive marketing campaigns during the lockdown.  Keeping in touch with external partners and businesses can be overlooked in these pandemic times where the focus is on internal and customer communications. These relationships are also important. Linkedin has flourished as a business tool during COVID-19 for a whole host of reasons, whether to check-in with a wider network of contacts or offer words of encouragement or mentoring. It reminds us that the world of business can be a real force for good in the world, alongside us getting the job done and making a difference. 

Tom Newbould, CEO, Fintech Marketing Association & CMO, Goldex 

7.Focus on Communication and Patience 

The biggest lesson I have learned during this pandemic from handling my time would be to have strong communication and immense patience. When we talk about your team, they are your employees, colleagues, and also your investors who believed in your vision and invested in your organization. Strong communication with your team can eliminate certain unclear questions at times, increase solidity, and build trust.

We understand their struggle and make sure to overcome this hurdle with immense patience and strong fundamentals. As I always rightly say, “Change the plan not the goal".

Kaushik Paul, Managing Director at Acce Club 

8. Flexibility is Key 

Organizations across the globe are grappling with a host of novel challenges arising from the pandemic. Information and best practices change weekly so remaining flexible and being able to pivot quickly upon learning new information is crucial. 

Being flexible includes the ability to shift perspectives and modify actions in the face of unexpected events and new challenges. Being flexible during a pandemic can mean assuming additional responsibilities amidst furloughs and staffing changes and asking your team to take on extra work. Remaining adaptable while keeping a positive attitude can help drive performance and boost morale during these challenging times.

Balancing work and family while working from home amidst a pandemic also requires flexibility. Managing a team may involve scheduling issues and accommodating team members who are balancing work and children at home. Flexibility can bolster productivity, increase engagement, and empower your team to manage change effectively. 

Sally Kane, Senior Business Development Manager, Reed Smith

9. Make Sure Your Cloud-Based Data is Protected 

The biggest thing I learned is the importance of making sure at all times our cloud-based data is protected from cyber-attacks. Unfortunately, during this pandemic, several of our cloud data storage files were hacked into by a third party/competitors. A lot of our customer data was stolen. I was initially devastated and had no idea how to handle a situation like this. However, since then, we have taken several measures to make sure something like this does not happen in the future. 

1. I have made sure that each of my team members saves all their logins and passwords in a safe password-protected vault in our G-suite account. Personally, I chose to go with LastPass. 
2. I have hired a cybersecurity consultant to do a thorough audit of all our information that’s hosted on the cloud and give us feedback on how we can further improve our security.
3. I have conducted a meeting with all my virtual employees to make them aware of what happened and had them install additional anti-spyware / antivirus software to make sure their personal systems stay protected from any malicious attacks.

Rafi Chowdhury, Founder of Chowdhury's Digital, Market Research Analyst, Online Marketing Consultant

10. Show Empathy for Those Around You 

There are lots of different lessons learned over the last 6 months or so, and personally speaking, I’ve learned that I'm quite adept at running from room to room in my flat in a bid to out manoeuvre my twin 3-year-old girls without skipping a beat on a conference call.

In terms of handling a team, it’s been a ‘learn on-the-go’ process for everyone. It’s not like there is a precedent or rule book of “pros and cons of management in a pandemic” so everything is iterative and you try to adapt as best as possible to a very uncertain and ambiguous environment. 

One of the key things that sticks out to me, and what is probably a common theme to everyone in a leadership position, is having a good deal of empathy for those around you. Each individual’s response to the pandemic, the impact on their day-to-day working environment, and their personal lives is unique to that person and if we can’t empathise with one another then it creates a massive emotional disconnect between team leaders in those in their charge, which is the last thing you want in a situation like this.

Empathy creates a stronger bond between people and enables you to better understand someone else’s circumstances and then how to respond to them in a way that is productive. This experience will shine a light on those who can lead and those who are simply “in charge” and post-pandemic (whenever that is) people will smell through the bullshit and find someone to work for who is not only competent but someone they want to follow and emulate.

Samuel Barrett MSc MPRCA, Director Of Business Development at Social Chain

11. Effective Communication is the Backbone of a Successful Team 

Good communication is just as stimulating as black coffee, and just as hard to sleep after.

- Anne Morrow Lindbergh

Effective communication is the backbone of every successful team. Being able to clearly communicate intentions, goals, results, achievements, and purpose helps the team to be on the same page. Best intentions or best ideas are worthless if they end up just in the head of the originator, this is why understanding how best to communicate with your team will go a long way to ensuring everyone is on the same page.

To effectively communicate, we must realize that we are all different in the way we perceive the world and use this understanding as a guide to our communication with others.

- Anthony Robbins

 When there is effective communication, transparency becomes really easy to notice. Transparency breeds trust and trust is one thing that serves as motivation for teams. When the team trusts that they are carried along with every important information as well as changes to company structure and goals.

Finally, understanding the best platform to use for effective communication is as important as the communication itself. During the pandemic, it was difficult to have physical meetings which is the best channel of communication since it involves body language, eye to eye contact and basic intonation analysis. Using the right digital tool to foster communication will also go a long way to ensuring that the team is really comfortable and is putting attention to the conversation with less distraction.

Communicate with your team as though the future of the company depends on it because it actually does.

Kelvin Chikezie, CEO and Co-founder at Digital Growth Boost, Director Startup Grind Helsinki, Digital Marketing Expert

My Take

DevriX has been founded as a remote-first agency and our digital background has been prepared for 100% distributed work whenever possible. I realize that the hospitality industry (along with other ecosystems) cannot afford to operate entirely remote due to the specifics of the business, but over the past decade, I've met thousands of entrepreneurs who made the shift and successfully persevered to the right point.

I still remember meeting Guy, a health consultant from France, a keynote speaker at medical events whom I met during a flight back from Boston. Guy was an expert in performing remote surgeries, and worked with a team of skilled medical professionals engaging in complex operations from all around the world.

Even though we built a strong local team over the past 3 years, this hasn't prevented us from shifting to home office for several months, ensuring that our clients are taken care of as best as possible during the time of crisis. Asana, Slack, our time tracking software, our home-brewed CRM system and monitoring tools were immensely helpful to keep the heartbeat on and communication at the same level as the in-office one. In any case, our on-site culture also requires maintaining documentation and onboarding documents that work remotely as well - and it's still an essential asset of our growth strategy.

What is your best tip for working remotely or managing a remote team during a pandemic? Let me know in the comments.