Thriving as a Remote Work Company: How to Use Technology and Personal Skills Properly
Luis Carrasco-Cortes
North American Cloud Computing Leader, GlassHouse Systems | Only Interested in Remote - 100% From Home - Work
When your company uses a remote work model, proper use of technology is essential for success. Using the right tools, you can create a collaborative environment that allows everyone to feel connected and accountable for their work. This can be done by automating tasks, sharing documents that everyone can edit simultaneously, and communicating often to build trust. Having one version of the truth online is critical to maintaining accountability and keeping everyone on track. With the right tools and communication strategies in place, your remote work company can thrive!
But technology alone is insufficient. You also need to develop strong personal skills. Create a collaborative environment that makes everyone feel connected and accountable for their work. This can be done by communicating often to build trust and sharing documents.
In this article, I will share my experience from both perspectives of using technology effectively and what you must bring to the table in the form of your personal skills for all of this to work, like a superbly choreographed dance!
How to use digital tools and automation to make remote work easier
In today's business world, more and more employees are working remotely. While this can provide some advantages, such as increased flexibility and lower overhead costs, it can also create some challenges. One of the biggest challenges of remote work is staying connected and on the same page as your team members. Fortunately, there are several ways to use automation to make remote work more effortless. For example, you can record meetings and create transcripts that can be shared with everyone on the team. You can also use AI-powered tools to help organize information and ensure that everyone is working from the same version of the truth. Finally, shareable folders and document management systems can help keep everyone on the same page and reduce the risk of misunderstanding or miscommunication. By taking advantage of these automation tools, you can make remote work easier for yourself and your team.
The massive benefits of recording meetings
Meetings are a crucial part of doing business. They allow colleagues to collaborate, brainstorm ideas, and make decisions. However, they can also be time-consuming and frustrating. One way to improve the efficiency of meetings is to record them. Recording allows transcripts to be generated that can be reviewed later. In addition, AI can analyze transcripts and identify critical points. Because transcripts are time-stamped, they make it easy to find a vital discussion point in the video recording of the meeting.
For example, I find it very distracting to take notes, stay 100% focused on the conversation, and pay full attention to what the people in the meeting are saying. Therefore, recording the meeting is a lifesaver for me. Furthermore, listening to the meeting after the fact allows me to think about what was discussed in depth, allowing me to produce much better results for those I am accountable to. As a result, recordings can help slow down the meetings' pace and immerse the participants in the discussion. Ultimately, this can lead to more productive meetings and better decisions.
Of course, you can only record a meeting if you have permission. That said, I explain the value of the recording to everyone involved. I always share the recording with my audience, whether external or internal and most of the time, I do get permission to record from the participants on the call.
Turn on the camera in video calls to ensure complete sensory participation with others.
When we hear someone's voice, see their face, and watch their body language, we gain a much richer understanding of what they are saying. This is why video calls are so important for remote teams. They provide a level of connection that audio-only calls cannot.
In addition to the emotional connection that video provides, it also allows us to see the person's nonverbal cues. This is important because, often, the message we receive from someone's words differs from the message their body language is sending. For example, someone might say they are "fine" while crossing their arms and furrowing their brows. This would indicate that they are feeling frustrated or angry.
That said, I can only control the things I am in control of, and turning my camera on is one of them. Encouraging participants in my meetings to turn on their cameras has resulted in hit-and-misses as many do not turn it on, but I remain hopeful these people will get it... eventually.
Always use shareable folders and documents.
In any work environment, accuracy is vital. Everyone must work off the same facts, whether dealing with financial data, client information, or simply keeping track of your team's to-do list. That's why it's so essential to use shareable folders and documents.
Having one central location for all shared information means that there's only one version of the truth and that everyone is accountable for keeping the data up to date. It also makes collaboration much easier, as everyone can see what changes have been made and when. And if some team members are working in different time zones, using a shared document means that they can still stay on top of things even when they're not online at the same time.
In short, always using shareable folders and documents is a simple way to improve accuracy and efficiency in any work environment. Other SaaS-based tools like HubSpot, and SharePoint, for example, become the critical glue that keeps the team working together based on a single, real-time view of the business.
AI can turn all this content into competitive corporate capabilities!
Corporate capabilities are essential for any company looking to remain competitive in today's market. Thanks to advances in artificial intelligence (AI), it is now possible to turn all these meeting videos, transcripts, and shared documents into competitive corporate capabilities. By analyzing and processing this data, AI can help companies to generate new knowledge and insights, which can, in turn, improve productivity and accuracy. In addition, AI can also help companies automate tasks and processes, further reducing costs and increasing competitiveness. AI is quickly becoming a vital tool for any company looking to stay ahead of the curve.
Tips for collaborating online
In today's business environment, collaborating effectively online is more critical than ever. With so many people working remotely, staying connected and ensuring everyone is on the same page can be challenging. Here are a few tips for collaborating online:
By following these tips, you can create a more effective and efficient online collaboration experience for everyone involved.
Be ruthless about managing your availability in your calendar.
In today's fast-paced world, it's more important than ever to be ruthless about managing your availability in your calendar. By keeping your calendar up to date and blocking off both focus time and downtime, you can avoid the overwhelming feeling of being constantly "on" and maximize your productivity. Of course, there will always be unforeseen events that come up, but by proactively managing your availability, you can minimize the disruptions to your schedule. So take a few minutes to review your calendar today and ensure you're making the most of your time.
Once your time is blocked and you control your schedule, make it easy for people to book you into meetings. I have a link showing my availability at the bottom of all my emails. The link only offers my available time, so people can't book me when I'm busy. I have built 30 minutes of padding between meetings when people book me using the link, giving me a needed mental break, which allows me to be ready to focus entirely on that client or colleague.
Develop assertiveness to become an effective leader who can delegate
Anyone who wants to be an effective leader must first develop assertiveness. Assertiveness means being transparent, available to those you lead, and accountable for your actions. It also involves delegation - knowing when to delegate tasks to others and communicating what needs to be done. Assertive leaders can get the best out of their team by setting clear expectations and providing support when needed.
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Delegating doesn't mean passing the buck! - it's about allowing others to shine. When done correctly, delegation can help leaders achieve more than they ever thought possible. So, to be an effective leader, start by developing assertiveness. It's the key to success.
Be accountable for your work and take responsibility for meeting deadlines.
In any work environment, it is vital to be accountable for your work and take responsibility for meeting deadlines. This will build trust and confidence within the team. Deliver results that are of high quality and meet the agreed-upon deadline. Taking responsibility for your work shows that you are reliable and can be trusted to deliver what is expected of you.
There should be no surprises when it comes to your work, especially when you work remotely! - if there are issues or concerns, communicate these as soon as possible so that the team can make alternative arrangements. Everyone taking responsibility for their work results in a more cohesive and effective team. Nothing can be more critical in a remote working model than your personal currency, someone everyone can trust to deliver high-quality work on time!
Danger zone! Do not allow the endless email thread. Call for a meeting after two layers!
Email threads can quickly become a source of frustration and confusion. When too many people are involved, keeping track of the conversation can be challenging, and important information can get lost in the noise. In addition, email threads can create a sense of distance between colleagues, making it harder to build relationships. If you find yourself getting caught up in an email thread, take personal responsibility to break this waste of time by calling for a meeting.
A web meeting, rather than sending more emails, in person will allow you to clarify any misunderstandings and come to a resolution more quickly. In addition, it will enable you to connect with your colleagues on a more personal level. So next time you find yourself stuck in an email thread, don't hesitate to pick up the phone or use teleconferencing and call for a meeting.
Learn to say "No" professionally.
In a society that values productivity and achievement, it can be challenging to learn to say "No." We are taught to be able to do everything and be everything to everyone. However, this is not realistic, and it is not healthy. We are not machines; we cannot keep going non-stop without eventually burning out. Understanding your strengths and weaknesses and knowing when to say "NO" is essential for success.
If you're honest, you will know when you're taking on too much. Honesty is also important when saying "no" professionally. You don't want to make promises you can't keep or overcommit yourself. It's better to be upfront about your capabilities and limitations. When you learn to say "no" in a professional way, it shows that you're in control of your time and your life. People will respect you for it. And for those who don't, well, you know the answer, that is their problem, not yours.
When others are counting on you, especially in a fast-paced environment, believe me when I say they will thank you for only committing to what you CAN deliver.
Creating a system of accountability in a remote work company
In any work environment, it is crucial to have a system of accountability in place to ensure that tasks are completed on time. This is especially true in a remote work environment, where there is potential for more significant miscommunication and a need for more oversight. One way to create a system of accountability is to use a calendar to track due dates and deadlines. This calendar should be accessible to all employees who agree to complete their work by the specified due date.
In addition, regular check-ins and meetings (weekly!) should be held to ensure that everyone is on track. If there are issues or concerns, they should be communicated early so they can be addressed quickly. Finally, everyone involved in the work should document all agreements and decisions to avoid confusion later (remember recording!). By taking these steps, you can create a system of accountability that will help your remote work company run smoothly.
The power of the template to get the team moving
In any situation where a team must come together to produce a document, the power of the template should not be underestimated. A well-designed template can help drive the response from subject matter experts and ensure that content is produced quickly and efficiently. At the same time, a template should be flexible enough to allow for modifications as the document evolves. By taking advantage of the template, the leader can help get the team moving in the right direction and ensure that the document meets all requirements.
The power of the daily touchpoint meeting when you and the team need to deliver a massively important outcome
A daily touchpoint meeting can be a powerful tool when you and your team must deliver a massively important outcome. It provides an opportunity to talk, rather than communicate via email, and review progress on the work from a shared document. This type of meeting also holds everyone accountable and ensures that everyone has editor access to the document to make the necessary changes. Hold the meeting for 15 minutes daily and run it for a week as you approach the due date. This will allow for last-minute emergencies while giving you enough time to prepare.
Combine this meeting with the template mentioned above, which everyone is working from and contributing to. These meetings can be very short in duration because the template shows a real-time, single version of the truth of the work accomplished, its quality, and who has not contributed.
Remember that remote work is asynchronous.
What is asynchronous work in the first place?
Asynchronous work is a term used to describe a type of work that subject matter experts can do independently without the need for face-to-face interaction. This work can be done in various settings, including a traditional office environment or from home. Asynchronous work is often conducted via email, telephone, or online tools. Once again, the template is the most effective way I have discovered to manage remote work and ensure productivity, quality, and accountability.
How to work most effectively using an asynchronous work model?
Most important is to not micro-manage. Instead, exploit the technology already available to us described in this article. We have already covered the personal attributes you need to thrive in this model.
This model works best when you have a high-performance, experienced team of professionals who can be trusted to deliver their piece of a project on time and with high quality. And remember the crucial role of assuming personal leadership to drive towards the objective while respecting the fact that quality takes time, within reason.
Conclusion
When running a remote work company, there are a few key things to keep in mind to ensure that you're using technology and personal skills effectively. First, automation can help to free up your time so that you can focus on other tasks. Second, collaboration is critical to ensure everyone is on the same page. And finally, accountability is vital to ensuring that tasks are completed on time. Keeping these things in mind can set your company up for success.
Do you have any tips on effectively using technology and personal skills in a remote work company? Please share them in the comments below!