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Tips for Managing Your Team Virtually
CSSI Staff Post - May 13, 2020
On March 16th, I said goodbye to my colleagues, not knowing when we’d be working in the same office again. The next day we all had to learn how to work with each other virtually, as a team heavily reliant on in-person collaboration. This challenge was felt across the nation, as state after state instituted shelter-in-place orders in what we’ve come to know as The Great Shutdown.
How is managing a team virtually different than managing a team in-person?
One of the primary concerns I had about the shift to 100% work from home was maintaining team dynamics. No more hallway conversations, quick meetings or one-on-ones to provide quick support or coaching to the team—or to connect on personal career goals. It’s harder to see who is drowning in work and who has a little extra time and can support on another project.
How can remote teams stay connected?
There are a range of digital platforms available to keep your team functional and communicative. Our company uses Microsoft Teams, which we primarily leverage for phone and video calls, team meetings, presentations and instant messaging. The chat feature is especially helpful to ask quick questions, follow up on projects or simply check in.
No matter which platform your team uses, remember that it should improve—not undermine or complicate—your communication and workflow efforts.
What are your top recommendations for managing a team virtually?
1. Establish clear expectations.
Communication becomes even more critically important during this time, since you can’t gather around a computer to make sure everyone is aligned. Be clear and specific in defining expectations and include timing.
2. Keep a sense of normalcy.
Keep all previously scheduled status calls, daily/weekly check-ins and one-on-ones on the calendar. While you should be mindful not to overload anyone’s schedule with video meetings (which can be more draining than convening in person*), it’s crucial to continue hosting the recurring meetings you would have had in the office. This keeps projects moving and gives you the opportunity take the pulse of your employees.
3. Be available.
In an office, it’s simple: She’s either at her desk or she’s not. It’s trickier to determine availability when we’re not physically in the same space. Therefore, it’s more important to be responsive when needed, even if that means communicating, “I am in a meeting and will give you a call in 10 minutes,” to maintain the team connection and lines of communication.
4. Encourage boundaries.
On the flip side of being available during the work day, you should also communicate the importance of setting boundaries so employees maintain some semblance of work-life balance. The lines between work and home life can easily blur when the dinner table is also the work space, so make it clear that it’s perfectly acceptable to sign off at a certain time to attend to personal and/or family needs, whatever they might be.
5. Allow for fun.
A recent study, conducted shortly after The Great Shutdown, found that 65 percent of Americans feel their productivity has increased now that they work from home, while 66 percent miss working in the office. For nearly half of respondents, they miss socializing with coworkers.**
A huge part of team dynamics are those interpersonal relationships built while getting coffee or passing each other in the hallway. When working virtually, it’s hard to nurture that aspect of the team. Things like using the remaining time of a meeting to catch up on personal business, hosting virtual happy hours or connecting via an instant messaging platform are ways to maintain relationships and strengthen team dynamics.
A couple members of our team started Spirit Week, where we all take on a new “challenge” each day, from sharing our favorite family recipes to playing a guessing game with our baby pictures. We share photos, memories and other interesting facts in a “fun only” chat thread. It’s been a fantastic way to take a quick break and bond with our team, even while we’re all at home.
Can any of these recommendations be applied to traditional in-office dynamics?
While these ideas feel more critical during a mandatory work-from-home period, the reality is that they are important for when working together in the office, too. Keeping open and clear lines of communication, built on trust and respect, is always important to building a strong team.
*BBC Worklife, “The reason Zoom calls drain your energy,” April 22, 2020, by Manyu Jiang.
**Zapier, “Half of America just started working from home. So, how's it going?” April 6, 2020.
Carrie Sabourin
Director, Client Services
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