Remote work has become a popular option for many employees and employers in the modern world. However, working from home also poses some unique challenges and requires careful planning and management. To ensure a productive and harmonious remote team, HR professionals need to create and implement effective remote work policies that cover aspects such as communication, collaboration, performance, security, and well-being.
In this article, we will share some tips on how to design and enforce remote work policies that can help you build a successful and happy remote team.
1. Understand the Working Conditions
As an HR professional, you know how hard it is to lead a remote worker team. Remote work can affect your team’s motivation, productivity, and well-being differently, depending on their individual preferences, needs, and styles of working. As Olivia Rutman, Founder & CEO at Kids Care Finder, explains, “To create effective remote work policies, you need to understand the working conditions of your remote employees and how they impact their performance and satisfaction.”
To create effective remote work policies, take these steps.
Analyze the Current Situation
Identify the pros and cons of remote work, the opportunities and threats it poses, and the gaps and challenges it creates for your team and your organization. Assess the readiness and suitability of your team and your organization for remote work, and the resources and support they need.
Apply Right Policies and Practices
Create remote work policies and practices that are aligned with your organizational goals and values, and that address the specific needs and preferences of your team. William Westerlund, SEO Expert at Tradeit.gg, says, “Communicate and educate your team about the benefits and expectations of remote work, and the roles and responsibilities they have. Provide your team with the tools and training they need to work effectively and efficiently from home.”
Collect and Analyze Data
Collect and analyze data and feedback from various sources. Identify and celebrate the successes and achievements of remote work, and also recognize and address the problems and issues that arise. Make adjustments and improvements to remote work policies and practices as needed, and keep your team informed and involved in the process.
2. Establish a Good Communication
Communication is the key to successful remote work, as it helps relay information, build relationships, and create trust among your team. However, communication can also be challenging when working remotely, as you have to rely on technology and overcome barriers such as distance, time zones, and cultural differences, shares Michael Hess, Tech Expert at Code Signing Store.
To ensure effective communication with your remote team, you should establish clear and consistent communication practices that suit your team’s needs and preferences. Here are some steps you can take to establish effective communication practices.
Choose the Right Communication Tools and Channels
There are many communication tools and channels available for remote work, such as email, phone, chat, video conferencing, collaborative software, etc. Each tool and channel has its own advantages and disadvantages, and may be more or less suitable for different types of communication, such as formal or informal, synchronous or asynchronous, one-to-one or one-to-many, etc, explains Josh Matthew, Marketing Expert of Laptop Reviewers.
For example, you can use email software like Brevo for formal and asynchronous communication, chat for informal and synchronous communication, video conferencing for meetings and presentations, collaborative software for project management and document sharing, etc.
Set Communication Expectations and Goals
Communication expectations and goals are the guidelines and standards that define what, when, how, and why you communicate with your remote team.
Jonathan Rosenfeld, Founder & Attorney at Rosenfeld Injury Lawyers LLC, shares, “You should set communication expectations and goals for your team, and communicate them clearly and regularly to your team. You should also make sure that they are aligned with the overall organizational objectives and values, and that they are realistic and achievable.”
For example, you can set communication expectations and goals such as the frequency and duration of communication, the response time and quality of communication, the tone and style of communication, the communication roles and responsibilities, the communication outcomes and deliverables, etc.
Encourage Communication and Collaboration
Communication and collaboration are the processes and activities that enable your remote team to share information, ideas, and opinions, and to work together to achieve common goals.
You should encourage communication and collaboration among your team, by creating opportunities and incentives for them to interact and cooperate with each other. Anna Haris, Marketing Manager at Online MFT Programs, adds, “You should also involve your team in the decision-making and problem-solving processes, and solicit their feedback and suggestions on how to improve the communication and collaboration experience.”
For example, you can encourage communication and collaboration among your team by hosting and facilitating virtual events and activities, such as team building, ice breakers, quizzes, trivia, etc., to foster camaraderie and fun among your team.
3. Promote Accountability and Transparency in Remote Work
As an HR professional, you know that accountability and transparency are the principles and practices that ensure that your remote team is responsible and honest in their work. They help build trust and confidence among your team and your managers, and also improve your team’s performance and quality, explains Martin Seeley, CEO of Mattress Next Day.
Here’s how you can promote accountability and transparency.
Clarify Team Roles and Responsibilities
You should clarify and communicate the roles and responsibilities of your team, such as who does what, when, how, and why. You should also make sure that your team understands and agrees with their roles and responsibilities, and that they are aligned with the overall organizational objectives and values. Lisian Ajroni, Marketing Specialist at The Greene School, shares, “You need to provide your team with the necessary guidance and support to fulfill their roles and responsibilities, such as training, coaching, mentoring, etc.”
Track the Progress and Results
You should track and measure the progress and results of your team, such as their tasks, projects, deliverables, outcomes, etc. You can use objective and quantifiable indicators and metrics, such as time, cost, quality, quantity, etc., to evaluate your team’s work. Also, use online tools and methods, such as Microsoft Workplace Analytics, Toggl, RescueTime, etc., to measure and monitor the work patterns and behaviors of your team, such as their working hours, availability, communication, collaboration, etc.
Share Information and Feedback
You should share and report the information and feedback of your team, such as their progress, results, challenges, achievements, etc., with your team and your managers. Use online platforms and tools, such as Microsoft Teams, Zoom, Slack, Asana, etc., to facilitate communication, collaboration, and project management among your team and your managers.
4. Use the Right Technology Tools
Technology tools are essential for HR professionals who manage remote teams. They help facilitate communication, collaboration, performance management, employee engagement, and more. However, not all technology tools are created equal, and some may be more or less suitable. So, to use the right tool, you should follow these steps.
Match Tools with Requirements
Research and compare the features, benefits, and drawbacks of different technology tools, such as software, hardware, platforms, etc. Consider the compatibility, security, and reliability of the tools, and how they affect your team’s work quality and experience.
For example, you can use online platforms and tools, such as Microsoft Teams, Zoom, Slack, Asana, etc., to facilitate communication, collaboration, and project management among your team and your managers.
Travis Kliever, Global Business Development Advisor at RemotePad, explains, “You can also use online tools and methods, such as Microsoft Workplace Analytics, Toggl, RescueTime, etc., to measure and monitor the work patterns and behaviors of your team, such as their working hours, availability, communication, collaboration, etc.”
Evaluate and Update Your Tools
Regularly evaluate and update your tools to ensure that they are meeting your team’s needs and expectations. You should use various methods and metrics to assess the effectiveness, efficiency, and satisfaction of your tools, such as surveys, interviews, reports, etc. You also keep up with the latest trends and innovations in technology, and explore new tools that can enhance your team’s work quality and experience.
Integrate and Align Your Tools
You should integrate and align your tools with your team’s goals, values, and culture. You should ensure that your tools are consistent and compatible with each other, and that they support your team’s vision and mission. Ritika Asrani, Owner and Broker of Century21 St Maarten Real Estate, shares, “Create and maintain a common language and framework for your tools, and ensure that your team understands and follows them.”
Train and Support Your Team
Communicate and educate your team about the purpose and usage of each tool, and provide them with the necessary training and support, such as tutorials, manuals, guides, etc. Encourage your team to share their feedback and suggestions on the tools, and to report any issues or problems they encounter with the tools.
5. Embrace Diversity and Inclusion in Remote Work
As an HR professional, you know that diversity and inclusion are the values and practices that ensure that your remote team is respected and valued for their differences and similarities. They help create a positive and supportive work environment, where your team can thrive and grow. To embrace diversity and inclusion in remote work, you need to follow these steps.
Celebrate Team Diversity
You should recognize and celebrate the diversity of your team, such as their backgrounds, cultures, perspectives, experiences, skills, etc. Also, acknowledge and appreciate the benefits and challenges of working with a diverse team, and how they affect your team’s work quality and experience, says Chris Lippi, Chief Product Officer at FICTIV.
Implement Inclusive Policies and Practices
You should create and implement inclusive policies and practices that promote fairness, equity, and belonging among your team. You should also communicate and educate your team about the purpose and importance of these policies and practices, and the roles and responsibilities they have. Plus, provide your team with the necessary feedback and recognition to help them adhere to these policies and practices, such as surveys, interviews, reports, etc.
Foster Team Collaboration and Communication
Encourage and facilitate team collaboration and communication across different time zones, languages, and cultures. You should use various tools and platforms that enable your team to share their ideas, opinions, feedback, and knowledge. You should also create opportunities for your team to interact and socialize with each other, such as virtual coffee breaks, team-building activities, online games, etc.
Support Team Development and Growth
You should provide your team with the resources and opportunities to develop and grow their skills, knowledge, and career. Saba Mobebpour, CEO at SPOCKET, explains, “You need to offer your team access to online courses, webinars, podcasts, books, etc. that can help them learn new things and improve their performance. Plus, mentor and coach your team and help them set and achieve their professional goals.”
To Wrap it Up
After COVID-19, the rise of remote work increased. It offers many benefits such as flexibility, autonomy, and cost savings, but also poses challenges like communication, collaboration, and engagement.
HR professionals play a vital role in creating and managing a productive and happy remote team. They need to follow some tips and best practices, such as defining clear expectations and goals, leveraging the right technology tools, and embracing diversity and inclusion. By following these tips, HR professionals can ensure that their remote team is successful and satisfied in their work.
