Building a Thriving Remote Workplace: Strategy and Governance

When I started The Administration Agency, I envisioned capturing an often overlooked market of employees—primarily mums who had successful careers but now needed greater flexibility. Very often, they would come up against misconceptions about remote working, and by creating The Administration Agency, I wanted to show that utilising the skills and expertise of a remote team isn’t the “second” option but instead can be the FIRST option for business owners! Remote work has transformed the modern workplace, offering flexibility and new opportunities for businesses and employees alike – taking advantage of the skills of qualified staff regardless of geography is a game-changer.?

However, this shift also brings unique challenges that require strategic planning and governance to ensure success. Understanding how to create an environment where remote employees can thrive is key. Let’s look at some factors that can contribute to a thriving remote working team.?

Governance Policies for Remote Work

?

Establishing Clear Policies

Having clear, documented policies is crucial for remote work success. These policies set the foundation for expectations and help maintain consistency across the team.

• Working Hours: Define standard working hours and flexibility options. For instance, outline core hours when all team members must be available for meetings and collaboration while allowing flexibility around these hours to accommodate different time zones and personal commitments.
• Communication Protocols: Specify preferred communication channels and response times. Clearly outline which platforms (e.g., email, Slack, video calls) should be used for different types of communication, and set expectations for response times to ensure timely and effective communication.
• Productivity Expectations: Outline performance metrics and daily responsibilities. Define what constitutes productive work and how it will be measured, such as completing specific tasks, meeting deadlines, and achieving set goals.

Compliance and Security

Data security and compliance with legal requirements are paramount in a remote setup.

• Data Security: Implement strong cybersecurity measures and regular training. This includes using secure passwords, enabling two-factor authentication, and providing training on recognising phishing attempts and other cyber threats.
• Legal Compliance: Stay updated with relevant regulations and ensure all practices comply. This may involve adhering to data protection laws like GDPR, ensuring proper classification of remote employees, and complying with local employment laws.
• Security Tools: To protect sensitive information, use VPNs, encryption, and secure access controls. Ensure that all remote employees have access to these tools and understand how to use them correctly to maintain security.

Performance Management

Effective performance management ensures that remote employees remain productive and engaged.

• Clear Metrics: Set specific, measurable performance goals. These goals should be aligned with the overall business objectives and provide clear benchmarks for employees to aim for.
• Regular Reviews: Conduct periodic performance reviews and provide constructive feedback. Schedule regular check-ins to discuss progress, address any challenges, and provide feedback on performance to keep employees on track.
• Addressing Challenges: Be proactive in identifying and addressing performance issues early on. Create a supportive environment where employees feel comfortable discussing difficulties and work together to find solutions.

“The Administration Agency provides exceptional services that can enhance and transform the way your business operates. You don’t realise how much you need high-level support until you engage Louise and her services. I have found the level of dedication and support exceptional.”

Lisa Coletta – Director, The Governance Collective

Tools for Collaboration

Communication Platforms

Robust communication tools are essential for maintaining connectivity and collaboration among remote teams.

• Essential Tools: Platforms like Slack and Microsoft Teams facilitate real-time communication. These tools allow instant messaging, video calls, and file sharing, making it easy for team members to stay connected.
• Best Practices: Encourage regular check-ins and use video calls for more personal interactions. Regular team meetings and one-on-one check-ins help maintain communication and build relationships, while video calls add a personal touch to interactions.

Project Management Software

Project management tools help keep tasks organised and teams aligned.?

• Importance: Tools like Asana and Trello streamline task management and tracking. These tools allow teams to create, assign, and track tasks, ensuring everyone knows what they need to do and when.
• Choosing the Right Tool: Select software that fits your team’s needs and integrates well with other tools. Consider factors like ease of use, customisation options, and integration with other tools your team uses.

File Sharing and Document Collaboration

Efficient file sharing and collaborative document editing are critical for remote work.

• Collaborative Tools: Use Google Workspace and Dropbox for seamless collaboration. These tools allow multiple users to work on the same document simultaneously, making it easy to collaborate in real-time.
• Secure Practices: Ensure all file sharing is conducted through secure, company-approved platforms. This helps protect sensitive information and ensures that all documents are stored and shared securely.

Maintaining Company Culture Online

Team Connectivity

Building a sense of community is vital for a cohesive remote team.

• Team-Building Activities: Organise virtual events and activities to strengthen bonds. This could include virtual happy hours, online games, or team-building exercises encouraging interaction and teamwork.
• Regular Interaction: Encourage informal interactions through virtual coffee breaks or social channels. Create opportunities for team members to connect on a personal level, fostering a sense of camaraderie and support.

Encouraging Open Communication

Open communication fosters transparency and trust within the team.

• Regular Channels: Establish channels for continuous feedback and discussions. Encourage open dialogue through regular team meetings, anonymous feedback forms, and dedicated communication channels.
• Encouraging Feedback: Create an environment where team members feel comfortable sharing their thoughts and ideas. Recognise and value contributions, and be open to new ideas and suggestions.

Recognising and Rewarding Achievements

Acknowledging the efforts and achievements of remote employees is crucial for morale and motivation.

• Recognition Programs: Implement virtual recognition programs to celebrate successes. This could include shout-outs in team meetings, recognition in company newsletters, or digital badges and awards.
• Celebrating Milestones: Mark important achievements and milestones with virtual celebrations. Organise virtual parties, send personalised messages or gifts and create opportunities to celebrate as a team.

Supporting Employee Well-being

Promoting the well-being of remote employees is essential for a healthy work environment. I wrote about this in the blog 5 Self-Care Tips for Working From Home.

• Mental Health Support: Provide resources and support for mental health and well-being. Offer access to counselling services, mental health days, and resources like webinars and workshops on stress management and self-care.
• Work-Life Balance: Encourage employees to maintain a healthy work-life balance and offer flexibility when needed. Promote the importance of taking breaks, setting boundaries, and balancing work with personal life.

Building a thriving remote workplace requires strategic planning, effective governance, and a strong focus on maintaining company culture. Businesses can create a successful and thriving remote work setup by establishing clear policies, utilising the right tools, and fostering a supportive and connected team environment. Implement these strategies and watch your remote team flourish, achieving individual and collective success.