Managing a Remote Creative Team: Making It Fun and Effective

Despite more companies requiring workers to return to the office, the benefits of working from home remain evident, especially for those with established routines. However, leading a creative team remotely still presents unique challenges. It's understandably difficult to replace the face-to-face connections and spontaneous interactions in an office environment.

At ZUM, we've worked remotely from the start. For over thirteen years, we've cultivated a creative environment that fosters remote connections among our team members. Here are some practices we've developed over the years to effectively manage a creative team remotely:

How to manage a creative team remotely:

1. Form your dream team

Our design team is small by design (haha). We've had many designers over the years, but those who have stayed share our company values. Their portfolios and experience matter, but their respect for the team and work ethic are what sets them apart. Remote work requires trust. During hiring, find people who genuinely care about the quality of their work and are accountable to themselves and their team. We are a team that cares.

2. Set Expectations

From day one, it's essential to set clear expectations. Define the hours you expect your team to be online and create a system for tracking tasks and deadlines. Our hours are 9-5 PM, during which the manager/director should be reachable via instant message, email, or calls. Sometimes, work extends beyond these hours, but we always keep our promises. If we promise to deliver on a Tuesday, we will deliver on Tuesday. Respecting your employees' time is crucial to keep them happy and willing to work extra when needed.

3. Create systems

• Project management: We use Asana to track projects and manage team workloads. Advanced custom searches can show what everyone is working on and their deadlines.
• File management: An organized filing system is crucial. Our team uses SharePoint/OneDrive and is meticulously organized with a specific naming structure to ensure everyone knows where to find files. Example: \Microsoft\Sam\24 04 Fun Project

Company -> Client First Name -> Year / Month / Project Name -> Archive Folder & Images Folder

4. Connection is key

Over the years, we've used various tools for daily discussions and meetings, like Lync, Skype, and now Microsoft Teams. These tools help us collaborate and stay accountable. Regularly scheduled meetings are also essential:

• Weekly company sync: A light, friendly meeting to catch up, discuss projects, celebrate successes, and identify gaps.
• Weekly 1:1 sync: A 30-minute meeting with each direct report to discuss work, life, goals, and feedback. These private conversations are invaluable.
• Bi-weekly design syncs: A meeting to discuss design trends and share our latest projects.

5. Make it fun

Remote work doesn't have to be boring. As a manager, you are responsible for keeping your team happy and satisfied. This can be as simple as sending funny GIFs or as complex as analyzing how your team's enneagram numbers work together. Continuously celebrate and encourage an open, rewarding environment for creativity.

Some acts of fun our team enjoys regularly:

• Respond to emails with funny GIFs (when appropriate).
• Celebrate birthdays and work anniversaries with treats or shoutouts.
• Highlight excellent work by sharing client feedback with the team.
• Hold show-and-tell segments in meetings to share projects.
• Host virtual escape rooms.
• Start a "Marbles" jar for team kudos and do something fun when it's full.
• Hold competitions using FitBit or Apple Watch for daily steps, with prizes for the winners.

Managing a creative team remotely doesn't have to be a chore. Sometimes, it can build connections that you wouldn't experience in a live environment.