3 Ways Leaders Can Engage Employees Even Without Physical Presence

Leaders have been used to the model of managing/ leading people who are physically present in the same location. Leaders have been trained to engage with their teams within the framework of proximity. Phrases such as “pat on the back/ shoulder”, “give them a hand”, “he did it under my nose” indicate that leader behavior is associated with being present on site, “within an arm’s length” away from employees.

In my webinars the past months, I’d often hear leaders say, “It’s challenging to motivate/ connect with/ engage people nowadays... we are not physically beside them”. Before, it’s so easy for leaders to spot a teammate who needs help, who deserves on-the-spot praise/ recognition.  It was easy for leaders to just bump into a teammate along the corridor, in the pantry, running to and from meetings and have a great brief unplanned interaction. Leaders can easily use the power of nonverbal communication to convey a welcome, affirmation, approval through glances, gestures and facial expressions. That was before.

For the past 12 weeks, leaders faced a distributed workforce set-up, which is extended for most organizations as some roles are given the discretion to work-from-home. For some companies, it’s turning out to be a hybrid approach (some go to the office, some don’t). Indeed, how can you engage people during the working day when you can’t see them and they can’t see you?

In this new normal, we have to make do with what we have. 

Leaders need to reinvent their styles, tactics & routines. Here are 3 practical tips:

Tip # 1: Be INTENTIONAL with your CHECK-INs. 

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‘Check-ins’ are leader conversations. You may call them other names - from simple chats to ‘one-on-ones’ to ‘pulse-checks’ to ‘touch-base’ coaching/ counseling. The intention is to CONNECT, not to micromanage, not to convey mistrust, not to invade on personal privacy. The goal is still to speak with people, listen to their stories during this new normal, get to know how we can better support them to be more productive and engaged.

Pre-COVID, you see someone walk-by and CREATE a conversation with the person. Do the same thing now - CREATE a conversation. Because they’re ‘out-of-sight’, we need to INTENTIONALLY CREATE conversations.

Plan your interactions with EACH of your employees EVERY DAY.

Schedule 1-on-1s weekly, even for 15-30 mins per person, you may not need the entire time if there are no concerns. 

Of course, employees are different. Some need daily check-ins, some need 1-2x a week.

Plan even your occasional IM/ Viber/ WhatsApp messages/ greetings/ questions - that’s a show of presence! 

Before your day ends, check if you missed interacting with someone from your team - catch up with a quick ‘Hi, missed talking to you earlier today.  What can I do for you today or for tomorrow?”

Tip #2: Be PERSONAL with your approach.  

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Avoid the usual, “How are you?” or “Kumusta”. That’s bound to give you “Ok”, “Fine, thank you”. Generic, scripted approach. Generic, scripted answer.  No engagement.

ASK PERSONALIZED Questions.  

“What’s the best part of your day so far/ yesterday?” (You can also ask about the top challenge the person encountered.) 

“How’s your mom, is she feeling well already?” (Yesterday, she brought her mom to the hospital.)

“What keeps you busy and preoccupied after work?” (To someone who is alone in the house.)

“What’s for lunch today?” (You know she is a good cook too!)

There can be 101 Ways. But they all depend on how much you know your people.

Ask questions, raise topics which will spark that light in their eyes.  About something or someone they want to talk about. You want to engage them - so just do that, let them speak!

Tip # 3: Be ORIGINAL with ways to connect with and to connect your teammates with each other!

Come up with different ways to connect with them apart from calls. People get bored with the same stuff.

Send an Instant Message/ SMS. Send a GIF!

Like, love and comment on their social media post.  

Post Kudos to your teammates in LinkedIn and FB!

Involve your people - assign them to lead quick group conversations before, at the start and the the end of meetings.

Structure a buddy system where each one serves as a go-to person in case of ‘loneliness’ during this WFH set-up.

Recreate those light, informal social chats that happen by the “water cooler” or in the “pantry”.

My team had once-a-week virtual “Lunch Hour”, “Coffee Sessions” and once-a-month “Game Nights”, “Month-Ender Huddles”, “Birthday Celebrators/ Service Anniversaries for the Month”.

Your ceiling is only what you can imagine.

Yes, we leaders are missing out on chances to have spur-of-the-moment interactions.  We need to CREATE conversations.  Be INTENTIONAL.  Be PERSONAL.  Be ORIGINAL.

Which tip or line did you like most?