How to effectively manage your team while working from home

By the end of this article, you will have an answer to the question, "How should I keep my team effective and productive while we all work from home?"

I won't repeat everything that was said and reported about COVID-19. You're a responsible person, and you have probably over-dosed yourself with news and social media just like me. I trust you to keep yourself and your family safe.

The challenge is now how to keep leading your team with the new constraints that can be overwhelming? For that, I have compiled a list of steps you can take to regain control and even grow your team's effectiveness during this crisis. I will split the steps into two categories: Self-care & team care.

Self-Care

When we fly commercial (funny to talk about flying now, right?), in safety debrief, the aircrew asks you that in a case of an emergency, put the oxygen mask first and then help your kids. Why? Because if you don't care for your self, you won't be of any help to anyone else. So first, make sure to take care of yourself. How? I'm borrowing some tips from Merav Levine in this post and add some more.

• Designate a space in your home as an "office." Any area will do. Just that it's clean and has good light. And that... >>EVERYONE KNOWS IS YOUR SPACE (critical).<<
• Make sure your new "office" is set-up ergonomically. Google "Home office ergonomic tips". (Thank you Nick for pointing this out!). Contact your workplace ergonimics specialists for more tips and guidance.

• Set expectations with your family when you are working and when not. If you have kids let them know the hours you are not available. Stick to them. Tell them you are working (as opposed to them thinking you're just on the phone!). Let them know when a meeting goes well and thank them if they made sure to stay quiet.
• Plan quick breaks and move around. In the office we go to meetings, we walk to get lunch. Make sure you move at home.

Team Care

Now that you are ready to start working at home, it's time to set your team up for success.

• Set a 1x1 with each employee and check how they're dealing with the current situation. Some of them probably have kids and need to take care of them. Inquire if they have solutions for the kids and how many hours they can r work. If they can't work the same amount of time as others, I suggest to be flexible and support them at this hour of need. Caring for your employees goes a long way. They will remember how you cared for them when they were stressed and in need. Try to help them in any way possible.

This is, for example, my family's schedule for this week. I plan to join the sports part every day.

• Have a team meeting, preferred on video. Discuss together the situation and acknowledge your employees' need to take care of themselves and their families.
• Offer support. Discuss how the team can work together efficiently in these times and set ground rules. Examples: 1. Reach out for any problem. 2. Set preferred communication tool - skype, phone, zoom, or any other tool your company uses. 3. Set email response time to 3-4 hours as some would need to take care of their kids.
• Use video sprint hours. A time where all the team are online on video and doing their work. This step preserves the atmosphere of a team. It's a place to talk, share, work, and support one another. Feeling a part of a team goes a long way.
• Re-estimate work completion time. Test & adapt. After a week of work, re-assess the work rate and adjust plans accordingly. Don't add more pressure. People are stressed enough and worry about the future.
• Have 1x1 checkups with each team member every week. They look up to you!

Guiding principles

The above steps are helpful as there are human behavior factors we need to understand at this time of need.

We want certainty and safety.

When we face a situation that may risk our lives or puts our family in danger, we will immediately feel a threat and will try to reduce fear by consuming more data and take preventive steps.

Having some certainty gives us some relief.

This works well with everyone. Kids & adults. When you know what to expect, your anxiety reduced. Setting expectations on what we're going to do and what will be the schedule for the day creates a structure and reduces anxiety.

The underline principle that supports all others

Caring is the best strategy to help a team. When you care for your team, they will care back. When you set expectations and support them, they will work hard to meet the expectations while the structure you created for the new situation will help them create the structure for their family.

Bottom line

Care for yourself and others. We're all looking for someone to lead us and tell us what to do in times like this. You can be this person for your family and team.

I want to ask you for something

My partner Dammy & I have a goal - to build a community of managers who support one another and help create better work environments. I was hoping you could help us spread the word.

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If you want to read more articles, please head to our blog!

Thank you!

Nir Megnazi