Managing Remote Projects is Suddenly Essential

By Lori Marra, Senior Consultant at RGI International

According to a study published by Regus, an international company that provides flexible workspace, prior to our now pandemic world, 54% of their global respondents confirmed that people were already working remotely 2.5 days a week or more. (regus.ca/work-canada/the-workplace-revoluttion) In our pandemic world, virtually everyone is working remotely, and this will most likely accelerate the acceptance of a more remote workforce in our post-pandemic world economy. 

How can we bring some order to this sudden surge of remote collaboration? Even more importantly, how can we successfully manage our projects when they have suddenly all become remote projects?

Seamless remote connections help PMs

Projects managers must manage a given set of resources to complete a project. In recent years, remote teams have been a part of these resources but not exclusively. Today, and for an unforeseen future, virtually all of our teams are remote. So, remote collaboration and communication take on increased importance. Project managers manage people, activities and costs to complete a project. This article focuses on the people side of this equation and also addresses how to create a professional image in a remote environment.

Through seamless remote communication methods, leaders can:

• get people to work well together, even though they are apart,
• create collaborative work environments that are open to everyone,
• encourage people to share mistakes or unforeseen obstacles and,
• react quickly to issues even when we are apart.

Here are some approaches successful project managers have used:

1. Create common data shares using tools.
2. Agree upon standard protocols for remote communication, and ensure that people talk frequently and get to know one another.
3. Create collaborate work environments that are open to everyone.
4. Schedule informal remote gatherings such as lunch and learns, trivia gatherings, coffee chats, happy hours, and "open door" zoom check-ins
5.  Hold daily check-in meetings to review any issues.
6. Create a common, central log book for documenting items.
7. Show empathy and understanding when things don’t go as planned.
8. Agree on a common communication channel for emergencies.
9. Delegate authority to react with different people in different time zones.
10.  Allow brainstorming to develop accountability and shared solutions

Working remotely often means working from home and with that comes a much more relaxed persona. It’s important that you don’t become sloppy and create an unprofessional image.  Whether you are a leader or an individual contributor, be aware of

•  Cutting the background clutter
• Using nonverbal queues
• Being aware of your audience’s needs
• Learning the online tools and using the interactive features
• Communicating effectively

Cutting the background clutter

This doesn’t mean you don’t have anything behind you but make sure it is professional. Your audience will be distracted by looking at the “stuff” behind you. Position yourself so your face is in the middle of the screen.

Using nonverbal queues

Nearly 70% of communication happens non-verbally and our remote tools can help us or hurt us. Pay attention to the cues you are sending and watch for cues others may be sending.  

• Look directly at the camera. Eye contact instills trust and confidence. Consider using two screens so you can see other content if necessary.
• Smile! This creates rapport and fosters connection.
• Don’t move around. Use gestures but don’t reach for items outside of the image.
• Speak at a public speaking rate. This is typically slower than you speak when you are in a small group. 
• Eliminate the back and forth chit-chat because it ends up cutting others off.
• Warm up your voice before joining the remote environment. This will improve your voice quality.
• Be conscious of tone, inflection, pace, and please, get out those uhms.

Being aware of your audience’s needs

Although we are remote and often alone, we need to be conscious that there is an audience out there watching us and trying to interact with us.

• Keep your camera on.
• Wait for people to respond so you don’t “bump” into each other.
• Be a great listener.
• Be a good moderator: this is even more work than in person. Write down names and address people personally, especially if you want to go back to someone’s comment.
• Don’t multitask. Not only is it a waste of your time, but others will pick up on it and it is disrespectful. 

Learning the online tools and using the interactive features 

Take the time and make the effort to learn the capabilities and limitations of the remote platform and the interactive tools that can facilitate communication. Here are some examples: chat, mute, polls, hand raises, share screens, share files, whiteboards, direct screen views, practice mode, recordings, and breakout rooms.

Communicating Effectively

One major key to any successful project is communication. When it comes to remote projects, communication is even more important. Everything you communicate, in speaking and writing, must adhere to RGI’s three Cs: Clear, Concise, and Complete.

Be Clear

• Always use language that is appropriate and straight forward for your audience.
• Use simple words which are easy to read and listen to.
• Avoid vague, weak and ambiguous words that leave too much room for interpretation.
• Use eloquent words that say more: “perfect” rather than “good”.

Be Concise

• Extra words distract and clutter the message. Especially in remote environments, you need to say what you have to say and that’s all.
• Remember you are communicating technical information and not writing a 500-word essay for your English teacher.

Be Complete

Effective communication happens when you know who your audience is and understand what their interests and questions will be.  

• Answer only those and you will keep their attention and remain focused.
• Stick to “need-to-know” details and avoid the “nice-to-know” information.

These are just a few quick tips on how to better manage teams remotely. For an in-depth course, join us on May 13 for Leading Projects Remotely.  

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