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October 30, 2021
4 Best Tips to Successfully Manage Teams Virtually and Shorten the Distance

With the recent global pandemic, it has brought one of the most dramatic changes upon leaders and employers: the work-from-home revolution.

With the recent global pandemic, it has brought one of the most dramatic changes upon leaders and employers: the work-from-home revolution. Going from face-to-face interactions to conference calls and virtual meetings on Zoom has caused a massive shift in the working environment. There is less personal contact, resulting in a demand for trust that managers have upon their subordinates. Whether you're managing a team short-term while the pandemic is still ongoing or if you have chosen to make these virtual interactions long-term, we have compiled for you how managers can effectively manage and lead teams virtually.

1. Define Work System and Standardize Communication Channel

It's essential to take note that different people have different ways of completing their tasks. Start by setting standards and defining repeatable work systems. Hence, it will clarify any confusion and help the team have a clearer head before jumping into a project. These should include how tasks are assigned, how projects are tracked, and how work is shared with the rest of the team. Keep in mind that they must be standardized to allow maximum effectiveness but tailored to allow the necessary freedom to give some wiggle room for each employee to complete a task at their best ability.

Communication is also an integral part of ensuring that your team is on the same page to avoid any overlap or miscommunication. This is the tricky aspect of virtual communication as in-person, you can read someone's body language, and it is easier to conduct formal or informal conversations. An important step you should take is by creating a communication system that includes a clear guideline. You can start by addressing when they should respond with an email, how phone calls or video calls should be informed beforehand and when they would need to create a more formal document. Don't forget to set expectations for each meeting by preparing the agendas and necessary materials. This is to maximize and respect everyone's time, which is crucial to building a strong and healthy work culture for virtual teams.

2. Schedule Workday Routines with Overlapping Work Hours

One of the benefits of managing your team virtually is the flexibility that everyone has when working. Trying to balance family and work responsibilities will no longer be an issue since everyone can set their own schedule, which will make your team members more productive and satisfied with their work. However, you must create a routine by scheduling briefings and meetings and ensuring some overlap in work hours for the entire team.

Schedule a daily or once every few days where you check-in on your team. Video calls are one of the best methods for this as they will recreate that sense of routine that remote teams are missing out on. Furthermore, it is recommendable to create at least three-to-four hours of every day where most of your team members are online, working, and available. Having this overlap in work hours will bring the team closer together and is the answer to any problem-solving situation your team might need.

3. Prioritize One-On-One Communication

To be a good leader, you must incorporate effective performance management. Coaching used to be a brilliant way to achieve that; however, it needs to be approached with a different set of methods when done virtually. One of them is to have regularly scheduled one-on-one meetings with each of your subordinates. This is key to coach and manage their performance and check on ongoing projects and offer feedback.

This will allow the team members to be invested and engaged with the team, feel connected to their leader, team, and overall organizational goals. With the pandemic causing this work-from-home phenomenon to continue, it is vital for a virtual leader to learn to recruit the most talented employees and meet their needs. At the same time, it also helps you stay flexible when managing either a small or a big team.

4. Value Their Opinions & Establish a Meritocratic System

Not everyone is cut out for remote work, especially when they are being thrust into this new working environment unwillingly. However, to make that transition easier for them, ensure that you are cooperating virtually and never make the mistake of neglecting any opinions or suggestions your employees give you. It is easy to disregard someone when you're only speaking to them virtually but remember that each of them is an integral part of your organization.

Hence, a good tip is to establish a meritocratic system that rewards your people and recognizes them based on their unique skills and abilities. A good reward system is a great way to stimulate your team members to work harder and more productively. This reward system can include providing them the opportunity for professional development through online courses of their choice, purchasing them online gift cards, or even a personalized message that details your appreciation towards them.

Create an Organizational Chart with The Best Software on The Market

With these four proven methods, all that is left for you to kickstart your virtual team is to create an organizational chart that conveys your company's internal structure in the most convenient way possible. Therefore, OrgEngine is the perfect software for all you leaders out there. This state-of-the-art organizational chart builder is not only free but is easy to use and perfect for those who are less tech-savvy. Make your life and your team member's daily work routine simpler today with OrgEngine.

Geena Meade

Compassionate writer | Independent thinker | Aspiring leader
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OrgEngine is born out of the necessity to simplify organizational management. As a new manager or CEO, you will find yourself wearing multiple hats, executing different functions at different times, leaving you overwhelmed. OrgEngine takes all the lessons and concepts in management books and implement them in a practical format for you to quickly execute.