[Last updated 5/3/2023]
We know you’re working hard to support your remote and in-house employees alike. After all, employee success shouldn’t differentiate where your team is located. After conducting in-depth research and surveying several remote work experts, we’ve created a comprehensive list of the top tips and best practices to help your company succeed when going remote. As you make the transition, consider these 8 tips and share them with your team.
If you help your team acquire all these abilities, your company will be remote work-ready!
These tips and best practices are useful to all remote workers but are specifically for HR/People Ops Professionals who want to support their remote teams better.
A best practice for running any team, this one is especially important when you have a remote team. When working from home, you can’t turn around and tap a colleague on the shoulder whenever you have a question, so you must incorporate more intentionality around your communication processes. By helping your remote team succeed with this tip, you are preventing problems that may arise from miscommunication.
Clear and constant communication is all about being purposeful, prepared, and building in a process on what, when, and where people can get the information they need to succeed. This allows everyone in the team to be heard, so everyone feels just as important from home as they would in the office.
Use communication frameworks
Two excellent communication frameworks that can help ensure clear and constant communication include the “clarify and verify” method, as well as the time-test technique of repeating the content that matters.
Clarify and verify:
This technique is used by many people, from top CEOs to career coaches, and it helps to ensure that the message which was sent to the listener was heard and understood. Each time you communicate something to another person, ask them to repeat back to you what they heard. The same goes for the opposite direction.
Repetition:
To make sure the most important information makes it through and sticks, we need to repeat ourselves regularly. Whatever information is important, say it until you feel like you’ve repeated yourself too much, then say it again.
Make small talk with the team:
By inspiring your team to build rapport with every member of the team through small talk, each member will begin to build trust with one another. Having this strong communication also works by getting to know the complete person, not just talking about work. One big problem of working from home is loneliness, so combat that by building a strong community through communication. You should also try to have a team reunion at least once a year to continue to build your company culture.
Set up tools to help people communicate:
Use video as much as possible! The technology for this has never been better, and seeing someone’s facial reactions helps you understand the situation much better than just through audio or chat. You can use this technology by having longer one-on-ones with remote employees. Take time to talk about what they are liking/not liking about working remotely, their daily routine, if they feel included in team decisions, and if they think anything could be changed for the better.
Develop a process to create “bursty” communication:
Async all the way doesn't work -- while the majority of remote work should be able to happen asynchronously, it's critical to remember there are moments where hopping on a video call are essential, specifically when giving feedback.
Leah Knobler People Ops for Help Scout
In a remote team, being as organized and streamlined as possible when managing can be the difference between success and failure. Within a distributed team, you want to ensure that your off-site employees are just as in the loop as your in-house employees. This, coupled with clear communication, creates an environment of balance so that no employee feels lost.
Balance in-house and remote:
The trick is to make remote employees feel just as important as those in-house. You can do this by creating a habit throughout the company of adding people on calls. Like how you would randomly invite a coworker into a meeting, this allows the right people to feel included in conversations they should know about.
Shift brainstorming to digital:
Because you can’t really create a physical mood board or ideate with post-it notes, tools like Miro or Whimsical can help capitalize on ideas from all team members. This will keep the juices flowing throughout the company and strengthen employee bonds.
Offer perks to everyone:
[Are you trying to support your remote employees but having trouble? Talk to one of our HR experts in a 15-minute consultation about your remote strategies and how to give them the perks they need to succeed. Schedule a call here.]
“Remote works for some and not others because many companies focus mostly on the technology for remote employees instead of the process for performance. Yes, the technology will result in improvements, but it's essential to return to the fundamentals of work: communication, coordination, and culture. Companies and teams which want remote work to be successful must form clear processes that support these three core principles.” (Sean Graber)
“When you switch from an in-house to a distributed team, you must be intentional about benefits, wording, and how inclusive you are with the group. Know going in that you are going to be battling two cultures and keeping the same isn't possible, but can be intentional. Adjusting benefits and talking about the perceptions and differences is crucial.” - Remington Begg, the Chief Remarkable Officer at Impulse Creative, where 60% of the team is remote
“Consistency is key to building a successful distributed team. No matter where a team member is located, they need to feel like they have the information, direction, benefits, compensation, and care of the organization in a manner that is in line with any folks working out of a headquarters office.” -Amy Spurling, CEO of Compt, which is a fully remote company since 2020.
“Hire people who you trust and that align with your company's values--this will make the jump to remote flexibility much easier and increase overall perceived reciprocity. Say no to candidates who are not a "strong yes" in culture fit.” -Liz VanZandt, Lead Recruiter at Pana, which has a few remote workers and allows WFH flexibility
Talk to one of our experts about your perks program and how you can give your employees the things they want and need.
If your team is working from home, it is crucial that they have the same tools they would need to succeed if they were in the office. They can have all the skills they need, but if they are at a disadvantage with the proper equipment, then they won’t reach their fullest potential. And remote work may end up becoming a burden. This could be easily solved with the right technology and resources.
To make working from home successful, all employees who are telecommuting need everything in place they'd need as if they were in the office. Having the right tools in place affects productivity and communication. You can help your team do this by telling them to have things they need in stock (pens, paper, stapler). This makes sure they don’t waste time during work trying to find or buy things they’ll need.
There are many tools out there for remote workers to make life easier for them while working. Ensuring things like project management, communication, and document storage are working smoothly for remote workers is essential for productivity. For help finding the best tools for remote teams, read this blog post with our top picks.
“When working with distributed teams, it can be hard to feel heard if you aren't in the main office - If you're facilitating a meeting, take the time to make sure that appropriate tech is in place so remote employees can hear and be heard physically” -Allison Sproul, Head of Recruitment & HR at CozyKin where they have 4 fully remote distributed employees and employees work remote 2 days per week on average
“Buy yourself the best tools available. Even if you don’t like to spend money in your personal life, this situation is different. Don’t ever compare buying a $200 bottle of wine to a $200 piece of software. Those are two completely different things.” - Ionut Neagu
Remote employees deserve the human emotions they would otherwise receive in the office surrounded by people. By being transparent and holding each other accountable throughout the company, you can build trust throughout your business so the company culture stays strong. This can also work to make sure everyone is on the same page. And remember to keep those employees who telecommute feeling included in the team.
Make sure everyone is on the same page:
If everyone knows what is going on, everyone can focus on getting their work done. Through clear communication, you can make sure everyone is on task and not lost.
Transparency allows everyone on the team to work together towards their goals. Something that can make transparency really work is, at the end of meetings, having people repeat back to you what they have to get done. This way, you know there was no miscommunication, and they understand where their priorities should lie while working. Also, don’t be scared to ask multiple questions, some people might think they are explaining themselves well, but it might take longer for the other person to comprehend. It’s better to do/say things right the first time and take a little longer than to do it quickly and then waste time later having to repeat yourself or fix something.
Accountability & giving credit:
Something else worth mentioning on the note of transparency is the importance of accountability, especially in a remote team. If something is not working according to plan because of someone’s actions, it’s vital that someone talks to them about it. This way, that person can learn from the mistake and not repeat it in the future.
“The trick is to make it easy for others to see what you’re doing but not overwhelm or interrupt them. Two tools I find essential are an open and visible calendaring system and a threaded conversation platform.” -Bob Gower, Director of Process and Innovation Management at Citrusbyte
“Be intentional about the way you're including your remote team members! This could be something as small as making sure the phone microphone is closest to the person who's talking in a meeting so remote folks don't miss any details. It's these thoughtful moments that remind remote employees they're a valued part of the team! -Lexi Kantor, Senior People Operations Associate at Ovia Health, where about 1/3 of the team works remotely full time, and the other 2/3 are welcome to WFH when needed
“Involve your team when considering remote practices. Ask for their input every step of the way. Let them know their voice matters when figuring out workflows. And remember, it isn’t always for everyone. I have two pieces of advice for anyone thinking about going remote, and I will borrow from our client Basecamp for one of them: Start small. Take an afternoon a month and try it out. Another piece of advice is for owners: Know what you stand for, both as an individual and a company. It's so critical to know that even if you are alone in your thinking when you’re acting from that place of self-knowing and self-confidence, everything is ok, and you will be fine.” - Cathy Atkins, President of Metis Communications, which is 100% remote
The power of clear goal setting enforces a team’s missions and values. It allows a team to work cohesively toward a unifying sentiment. There are many types of goals, so making sure they are all understood throughout the company is crucial so that everyone is motivated on what they are working on.
Schedule meetings:
Keeping everyone on the same page about goals is much easier when meetings are implemented to develop ideas and ensure everyone involved fully knows what to work towards. You can have weekly or monthly meetings where you update on work progress, share new ideas, and create game plans to accomplish those goals. Schedule 1:1 check-in meetings, retrospectives, company-wide meetings, or whatever you need to connect on your goals, upcoming projects, and daily tasks. You can begin running meetings that POPPP to make your meetings more effective.
Share MITs:
As we do in Compt within smaller teams, you can institute daily MITs (most important tasks). These are the main tasks you must finish by the end of the day. It helps keep everyone focused on the most important job to be done so that if other things arise, as we know they will, employees still know what they have to get done. This keeps communication open, motivates employees to get their work done, and allows people to hold each other accountable if needed.
Use Project Management Tools:
Expert advice:
“The importance of clear goals . . . we are still working on it, but having quarterly company-wide meetings has been a godsend.” -Sam Tilney, Director of Operations at BuySellAds
“If members of your team work in different time zones, then make sure that you have an overlapping period where everyone is working and organize your virtual meetings during these times.” - Time Doctor
“Who is responsible for X should be obvious to everyone. When it's unclear, you end up having more meetings, calls, emails, and conversations than you should. This is a recipe for disaster.” - David Fernández, Co-founder of Readsmart (20 Way of Working Tips for Remote Working)
The following tips are more specifically for remote employees. As an HR pro, you can help your team learn these skills to be more successful with their work.
Understanding how you work best becomes even more important when you consider working by yourself because you won’t really have anyone else who you can copy their habits. Maximizing your efforts without burning out is the crucial balance necessary when working remotely. This can include the right environment, timing, and mentality for focus. By sharing this information with your team and helping them find their working style, you will support them in reaching their fullest potential.
Find the right environment:
You now have the power to work from anywhere you want; take advantage of that! You need to find the right environment to concentrate. There are places you could work from to create the perfect space for you. One idea is to create a special space at home, maybe in the guest room. It is important to keep your bedroom as your own sanctuary, so we don’t recommend working from there. Instead, find a place where you will be free of distractions and can get your work done! Other options include co-working places and cafes/coffee shops.
Work during your best hours:
“It will help you reevaluate your efforts and will give your mind a break from life at home. If you can, try working from somewhere that has a lot of natural light … exposure to natural light increases workspace productivity tremendously.” - Tucker Schreiber at Shopify
“Build your calendar in a way that supports the way you work. Control your own schedule and block off time accordingly. Whether that is time to actually get work done, work out, take care of yourself, etc. Make sure you build it into your calendar so others don't unknowingly take that important time away from you. -Samantha Anderl, Co-Founder of Interimly (20 Way of Working Tips for Remote Working)
“Whatever it is you do, I guarantee there are some aspects of the job you enjoy more than others. My advice is to do those things in the morning. Schedule preferable tasks in the afternoon.” - Stephen Key
Pay attention to your habits and design your day around your peak productivity. -Sarah Daily, Digital Marketing Programs Manager at GitLab (20 Way of Working Tips for Remote Working)
People choose to work remotely for various reasons, many of which are highlighted by Goremotely’s graphic below. It’s important to remember why you and your team have chosen this work style to stay motivated and productive with that reasoning in mind.
Remembering the luxury of working from home can help you and your employees stay happy and engaged as telecommuters. Let your employees know they can take the opportunity to travel while working, it’s something so many people would love to do. They can also use the flexibility to work on things that make them happy and even attend networking events. And if you give them the ability to pick which hours work best for them, then tell them to work the hours when they are the most productive. All of these apply to all remote workers, including you.
“Working remotely allows you to be there for the ones you love and be more available for them. It allows you to see more places without ever having to commute. On top of that, working remotely removes almost every distraction.” - GitLab’s The Remote Manifesto
Although working from home can seem like the best option for many people, it can become out of hand if not administered correctly. For example, make sure you or your employees are taking sufficient time off. As studies show, 52% of remote workers are less likely to take time off, even when sick (GoRemotely, 2019). So even though it may seem like the perfect choice, make sure to use this power wisely and in a healthy manner.
Know when to stop working:
When you can’t see your co-workers walking out of the office to return to their personal lives, it can be tricky to know when to draw your own line between work and play. Especially when working from home, this line can become pretty blurry. You and your employees must know when to stop working and have a division between when you are and aren’t working. Make sure to make this clear to your employees, so they can feel valued because you care about their health. This is where taking advantage of (or offering) a company phone, laptop, equipment, or email can help.
Have a process for sick time:
As mentioned above, many remote employees don’t take the necessary time off, even when they’re sick. It’s important to put in a process to ensure remote workers don’t work when sick. This should also be included in employee onboarding so that every hire can understand the importance of their health and know that you also care.
Have a Health & Wellness Stipend:
"Use the flexibility of remote work for good, not evil. Good: Getting up for a sunrise hike. Taking your dog for an afternoon walk. Getting out of the house for lunch. Scheduling time for networking. Traveling while working, if that suits you. Evil: Using all of your time - from waking up to going to bed - to work. Not leaving the house for days. All signs point to burnout, but you just keep going. Use the power of remote work for good, not evil." -Marie Prokopets, Co-founder of FYI, which is a fully-remote team
How many of those best practices do you and your distributed team already accomplish? Just imagine what your team could accomplish if everyone took all 8 of these tips seriously.
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