Effective Ways to Manage a Remote Team in a Small Business

At last count, we had team-members, mostly freelancers, located in eight different countries. For us, remote work and the challenges that come with operating across multiple time zones is our daily routine. We’re not alone though, the world continues to embrace the trend of remote work. You might be considering hiring a team of remote workers for your small business. What we’ve found is that our team is a crucial aspect of running our business, and while remote work offers numerous benefits (like living in Croatia), it presents unique challenges that require a different approach to management.

So, let’s explore some strategies that we use (I would argue effectively) that could help you plan for (if you’re not already working with a remote team) and manage your remote team.

1. Communication is key

Communication is the key to success when it comes to managing a remote team. There’s two parts here, HOW you communicate and WHERE. Choosing the right tools can help you stay in touch with your team and ensure that everyone is on the same page. It can also create chaos if you do not have standards. Part of onboarding should include how you, as a company communicate. We try to use comms with the end-user in mind; how would they find what they need to do their job? We keep short comms in MS Teams using individual and group chats; anything that requires outside input or approval should be in an email; if it’s related to a task, keep it to the comments within that task so someone can follow the thread.

Our top five essential things to have in place are:

1.??????Email (We use Outlook, have dabbled with Zoho, Gmail, etc.)

2.??????Video conferencing (We use anything from Zoom, MS Teams, Google, Bluejeans, etc)

3.??????Instant messaging (We use MS Teams, Google Chat, and Slack)

4.??????Task tracking or project management software (Trello, Asana, Monday, Tasks by planner)

5.??????Storage (MS 365 OneDrive, Google Drive, etc)

2. Clear expectations

The second strategy is to set clear expectations and goals. It is crucial to outline specific tasks, deadlines, and the quality of work expected. Setting clear expectations and goals helps to ensure that everyone is working towards the same objective and can work efficiently and effectively. We scope every major project and include that scoping statement in the task tracking project so everyone knows what the broad goal is. We also draft a job description and SOP for each position within the organization and we make the org chart available, so everyone knows their role in the company. For accountability, I also ask everyone I interact with to request a deadline if I do not provide one.

3. Resources

The third strategy is to provide your team with the necessary resources. Remote workers need access to technology, software, and other tools required for their job. Providing the necessary resources ensures that your team can work efficiently and effectively, regardless of their location.

If someone on our team is struggling, I look back to see if they understand the task (Strategy 2: did I set clear expectations) and if I’ve given them the tools to do that task (Strategy 3: necessary resources) before I take any action.

4. Team

The fourth strategy is to create a sense of community. When managing a remote team, especially freelancers, it's important (though not easy) to create a sense of community and foster a team culture. We’re not exceptional at this; we don’t have happy hours or daily stand-ups. What I try to focus on is creating a sense of belonging and safety to build that shared culture. I openly encourage people to disagree with me, point out things I’ve missed, and defer to our experts. We’ve also got a ‘Random’ channel for people to post whatever’s on their minds. Creating a place where the team is encouraged to contribute and their ideas are heard and implemented is a great first step to building a healthy remote culture among Ronin.

5. Trust

The fifth strategy is to trust your team. Trust is crucial when managing a remote team. You can’t walk around the office to see if they’re playing Candy Crush. I’ll let you in on a secret: They are. And that’s fine, as long as they get the job done and track their time accurately. You must trust your team members to complete their tasks and work independently. This means giving them the freedom and flexibility to work in a way that suits them best, while still holding them accountable for their work. I trust that my team will either deliver on time or raise their hand for clarification or help if a task is at risk. These elements are written into our core values; if someone subscribes to the Douglas Adams school of thought on deadlines (Google it), then they’re probably not a good fit.

Another example: When asked about requiring the team to use the punch clock and disabling the ability to enter time manually, our response was, “It’s worth more to me to demonstrate trust in our people by leaving the manual time entry option on than it is to be 100% accurate on our time.” Again, if they abuse that trust, then they’re not a good fit and should go.

6. Feedback / Recognition

The sixth and final strategy is to provide feedback and recognition. Providing regular feedback and recognition is essential for managing a remote team. It helps to keep your team motivated and engaged, and it also provides them with the opportunity to improve their skills and performance. Providing feedback and recognition can be done through regular check-ins, performance reviews, and publicly acknowledging the achievements of your team members.

What’s the bottom line here?

Managing a remote team in a small business setting requires a different approach compared to managing an in-person team. Try incorporating the strategies above to manage your remote team and promote teamwork, collaboration, and success.

Thank you for reading, let us know in the comments if this was useful and how you use these strategies (or your own) when managing your remote teams.