Managing Remote Teams the Agile Way

In the post-Covid world, managing remote teams is a skill that most managers need to master. A modern manager uses Agile methodology which emphasizes face-to-face sessions and communication. We need a few twists to make Agile teams work smoothly even when working remotely.

Let’s explore some common ways to ensure your teams perform at optimum levels even from remote locations:

1. Prepare and Communicate

1.1 - Provide clear guidelines about the communication and collaboration processes

Remote Agile teams must be clear about the process. Ensure that all team members are aware of Agile and Scrum terminology, process, and designated tools so they communicate and function well at each stage. 

1.2 – Clearly define individual accountability 

Even if face-to-face communication is not possible, use daily stand-up remote meetings to track accountability. Ensure every team member updates their status regularly. This becomes more important when someone is lagging behind the schedule.

1.3 - Clearly define tools for communication and collaboration

Team members always have their personal preferences when it comes to tools. It becomes more of a hotchpotch if everybody uses their own tools with no coherence. It is upon the manager or the company policy to ensure that the company provides a clearly defined set of tools along with proper access to team members. Whether your use Box or OneDrive, SharePoint or Jostle, Zoom or Webex, Slack or Yammer, just ensure that you have all the team use the same set of tools.

2. Tips for Working Remotely with an Agile Team

2.1 – Prefer open-to-all communication over individual emails or chats

Minimize use of one-on-one emails or chats, and prefer open-to-all communication tools. E.g. use SharePoint Online list to manage issue tracking system alongside Yammer to smooth out team communication. This enables every member of the team to be aware of what other members are doing. Great, when it comes to ensuring if a specific person or team is lagging behind.

2.2 – In meetings, call people by their names before you say something to them

While in face-to-face communications we can see when someone is addressing you, but in remote conferences this becomes difficult. The solution is simple, call people by their names to get their attention first, then say what you want to say.

2.3 – Ensure that people have their breaks on time

Believe it or not, when working from home a lot of people get so engrossed in work that they are forgetting to take their lunch break on time. To ensure your team’s better health, you should ensure that your team is not overly burdened on daily deadlines and have time to take a lunch break around noon. Better to add a reminder in everyone's calendar for a lunch break.

2.4 – Ensure engagement in remote meetings 

It is easy to get off the topic during remote meetings. Keep meetings to the point, have all relevant people attend the meeting, call them by their names, ask relevant questions, stay on course, and respect the time to ensure team members are engaged. 

2.5 – While documenting, keep remote teams in mind

The Agile methodology emphasizes documenting only when it adds value to a project. Keep in mind that with remote teams you may need a bit more documentation. 

3. Common Challenges for Remote Agile Teams, and How to Overcome Them

3.1 – The balancing act across different time zones

Ensure you keep other time zones in mind while scheduling meetings. From my personal experience, 8 am PST works as a sweet spot for several time zones including teams in the East Coast, Europe, and several Asian countries. With your team, you can check with their start time, lunch schedule, and end of the day.

Be sensitive to any DST changes.

3.2 – Mind the cultural gap and holidays of remote teams

Ensure you know about your team’s holidays and other cultural celebrations. So you can plan your project and greet everyone accordingly.

3.3 - Managing conflicts: 

Identify issues fast and act quickly. The aim should always be a win-win resolution. Ensure you have a process for handling conflicts and mediating conversations. A good manager would know when to involve HR. In case of doubt, it is better to involve HR rather than not.

3.4 – Lack of community feeling and how to manage this

Remote teams often have fewer ways to build a community feeling because of the lack of traditional face-to-face chats and unplanned gossip sessions that just used to happen.

Plan virtual get-togethers and fun sessions regularly. Having a Zoom meeting with a beer or a slice of pizza is the way to go during these fun sessions when your team talks about anything but work.

I hope this article is useful. Please do provide any feedback or suggestions to improve upon this list, and share your experiences. Let me know what challenges you faced with remote teams and how did you overcome them.