The 21st Century Workplace: A Leadership Guide on how to Lead Remote Teams

Citation preview

THE 21ST CENTURY WORKPLACE

1

THE 21ST CENTURY WORKPLACE

ALL RIGHTS RESERVED. No part of this report may be modified or altered in any form whatsoever, electronic, or mechanical, including photocopying, recording, or by any informational storage or retrieval system without express written, dated and signed permission from the author. DISCLAIMER AND/OR LEGAL NOTICES: The information presented herein represents the view of the author as of the date of publication. Because of the rate with which conditions change, the author reserves the right to alter and update his opinion based on the new conditions. The report is for informational purposes only. While every attempt has been made to verify the information provided in this report, neither the author nor his affiliates/partners assume any responsibility for errors, inaccuracies or omissions. Any slights of people or organizations are unintentional. If advice concerning legal or related matters is needed, the services of a fully qualified professional should be sought. This report is not intended for use as a source of legal or accounting advice. You should be aware of any laws which govern business transactions or other business practices in your country and state. Any reference to any person or business whether living or dead is purely coincidental. Copyright © 2022 Bissonette Leadership Services

2

THE 21ST CENTURY WORKPLACE

Table of Contents Introduction

4

The Downside of Remote Work

6

The Upside of Remote Work

10

Good Practices for Leading a Remote Team

13

How to Avoid “Virtual Distance”

23

Online Tools to Help Organize the Workflow

29

The Takeaway for Remote Team Leaders

32

Resources:

34

3

THE 21ST CENTURY WORKPLACE

Introduction

2

020 was a year that brought in major changes as COVID swept across the world. People were sent to their homes, businesses temporarily shut down, and everyone had to adjust to a new way of doing things. Many businesses required their employees to work remotely. Programs like Google Meet, Skype, WhatsApp, and Zoom suddenly became vital to the workplace. People had to learn how to manage these programs, keep their homes running, and try to angle the camera so no one could see any real-life messes in the background. It was a huge adjustment, but it also led to a permanent change. Even when businesses were able to meet again in person, many realized they preferred to work remotely. Businesses also realized there were benefits to people working remotely, and they leaned into this new way of doing things. Although remote work was beginning to gain steam before the pandemic, Covid-19 put it into hyperdrive. People who had been commuting to an office for years were now able to work from the comfort of their homes.

4

THE 21ST CENTURY WORKPLACE

This sudden change didn’t give traditional workplaces a lot of time to keep up, and managers who were used to in-person workforces now had to learn to lead teams remotely. Working remotely can be extremely helpful to the workforce and the companies, but understanding how to lead a group of people is new territory for many. This eBook will discuss the pros and cons of remote work, best practices for leading a team remotely, how to avoid virtual distance, and some of the best apps for helping your remote team work smoothly. Let’s get started.

5

THE 21ST CENTURY WORKPLACE

The Downside of Remote Work

T

here are a lot of positive reasons to work remotely, but before we talk about those, let’s first touch on some of the downsides or potential downsides of remote work. This list will include some fears and concerns that a manager might have about a team that works remotely.

Consider these concerns: 1. Fear of isolation. Every person is made differently, and while some people would prefer to work remotely, for others it can be isolating. Their sense of community and teamwork can be greatly reduced when they’re not physically in the presence of other people. 2. Lack of motivation. Some people are awesome as independent workers, but others may struggle to get their work done when they don’t have the same accountability as they do in a work office. 3. The feeling that work is never done. Since people that work remotely can conceivably be reached at all times online or on the phone, it can make workers feel like they never leave their job. Even if they aren’t getting 6

THE 21ST CENTURY WORKPLACE

work calls, it can be difficult to mentally check out when a person has work to do and their work is in their home. 4. Remote workers may be in different time zones. If remote workers traverse the country or even the world, it can be difficult to set up meetings. 5. Distractions at home. When you go to a place of work you may be distracted by workplace drama, but you’re not going to be distracted by the home project you’ve been putting off for 500 days. You’re also unlikely to have children to watch or access to your favorite hobbies. ● That TV show you’ve been dying to watch or that book you can’t put down is also less accessible when you’re working in an office. 6. Technical challenges. Workers who were suddenly sent home to work remotely may not have the proper internet or resources to perform their job duties well. Internet connectivity may also go down, keeping team members from being able to work or contact others online. 7. Trouble corroborating or communicating. Workers may find it difficult to work as a team when they’re unaware of what their teammates are doing. This could lead to a breakdown of work if there isn’t clear communication. 8. Challenges with mental health. For some workers, working at home can trigger anxiety that they won’t be able to prove that they’re working hard when they’re

7

THE 21ST CENTURY WORKPLACE

home. They may also feel like they have no one to reach out to when they have questions, which can exacerbate anxiety. ● Those that feel isolated working from home may feel more depressed working alone as opposed to in an office with others. 9. Managers feel overwhelmed. Managers who were used to working in an office space may feel overwhelmed by trying to manage a team of remote workers. Many of the things they learned to do as a manager will be different without physically meeting with teammates. ● Also, for many managers, the effective use of technology may not come as quickly as it does for younger people who were raised with technology. 10. People don’t get to know each other on a social level. Workers who only see each other on Skype meetings miss out on the opportunity to have company picnics, to hang out after work, or to have “water cooler” talk. ● These organic moments to develop personal relationships may not be as easy when working digitally. ●

8

THE 21ST CENTURY WORKPLACE

There could be other difficulties with working from home, but these are some of the most often cited issues with working remotely.

9

THE 21ST CENTURY WORKPLACE

The Upside of Remote Work

W

hile there are problems or potential drawbacks to remote work, there are also a lot of benefits to having teams working remotely. Let’s get into some of the positives of having remote workers.

Consider these benefits: 1. More flexibility at work. One of the top things that millennial workers want is flexibility. They want to be able to choose the hours they work and where they work. ● They may choose to work from home, but they may also work in a coffee shop or park. A flexible schedule means they can work the same number of hours but work them when they choose to. 2. Workers can work from any location. Figuring out a time for meetings may be difficult with workers working around the world and with different schedules, but it also means you can collect a dynamic team of workers. You can find the best fit of employees, rather than ones that are only local.

10

THE 21ST CENTURY WORKPLACE

3. Workers can live where they want. Another benefit is that workers can live in areas that are less expensive without having to sacrifice a good job. They may not be able to afford to live in a city or expensive area, a hurdle they won’t have to overcome to land a potential dream job when working remotely. 4. Less overhead cost. When teams work remotely, the overhead is less expensive for both a business and the employees. Employees won’t have to spend money on commuting costs, and employers will save money on other overhead costs like office space, travel allowances, and cleaning services. 5. Increased mental health. For some workers, working at home can lead to feelings of loneliness, but for others, it can help with mental health problems. Some people find working at home to be far less stressful than commuting to an office each day and physically working with colleagues. 6. Increased productivity. There’s a common conception that working from home may lead to lazy unmotivated workers, but the reality is often the opposite. According to a study released from Stanford: ● “Home working led to a 13% performance increase, of which 9% was from working more minutes per shift (fewer breaks and sick days) and 4% from more calls per minute (attributed to a quieter and more convenient working environment). Home workers also reported improved work satisfaction…”

11

THE 21ST CENTURY WORKPLACE

12

THE 21ST CENTURY WORKPLACE

Good Practices for Leading a Remote Team Running a team remotely can be difficult. There are many advantages to remote work, but for someone who is not experienced managing a team at a distance, it can also be very challenging. There are certain leadership qualities that are effective whether you’re working in person or working remotely. These leadership qualities are: ● Good communication skills ● Ability to connect well with team members ● A clear vision and the ability to convey those goals and expectations ● Being both confident and humble ● Staying curious and continuing to learn ● Willingness to be critiqued ● Taking smart risks ● Having emotional intelligence ● Being strategic and innovative

13

THE 21ST CENTURY WORKPLACE

All of these leadership qualities are important whether you’re leading a team in an office or leading a team remotely. The question is: How can you transfer these leadership skills to a remote team when you’re used to leading a team in person? Or, if you already lead remote teams, how can you improve your skills as a remote team leader? Below is a list of things that you can do to strengthen your remote leadership skills and smoothly run a team of remote workers.

Ensure That Your Employees are Fully Equipped With Resources One of the more challenging aspects to Covid-19 was the lack of preparedness that businesses faced. Companies weren’t given months of planning before workers were sent home to self-isolate. In some cases, workers were left without the proper equipment they needed to run their jobs. They may not have had a space to work in their home, a computer or laptop, or dependable internet service. In addition to these resources, there are also other technology-related things to consider with remote working.

14

THE 21ST CENTURY WORKPLACE

Your team members may not be well educated with how to use computers, apps, and programs needed for remote work. You may need to take some time to catch them up on these basic technology skills before you can dive into work productivity. Digital meeting platforms like Zoom were not utilized nearly as much before the pandemic, which meant there was a learning curve for using this program and ones like it. With current team members going remote for the first time, or new hires coming on board, developing a crash course to help them feel comfortable and familiar with the workflow of online work can be most beneficial both for the employer and the employee. Don’t expect them to know everything about remote work technology before they’ve had a chance to learn!

15

THE 21ST CENTURY WORKPLACE

Have Scheduled Meetings to Get Everyone on the Same Page Remote workers must be skilled in self-motivation, but it’s also essential that teams meet frequently enough to be on the same page. Thirty team members working very hard can still be extremely dysfunctional if they have no idea what the other team members are doing or what’s happening at the company level. These are just a few examples of things employees could be made aware of so they can work together more effectively: ● Things change in the market. ● There may be a higher or lower demand for something. ● Brand identity may change. ● There may be new employees or a shift in management. ● Companies may have new goals or may want to retire old ones. It’s important for all of these things to be addressed in regular meetings. Tsedal Neely, author of the book Remote Work Revolution, calls these “launch” or “relaunch” meetings. The purpose of the meetings is to keep teams aware of important changes in goals or tasks associated with their jobs individually and as a team.

16

THE 21ST CENTURY WORKPLACE

Neely states that these meetings are “period appraisals of how well the group is faring [in] four key areas.” The areas he believes are most important to cover are: 1. “Share goals that make plain and clear the aims that the team is pursuing.” Sharing goals and creating a plan is when employees and team members work out the best options for reaching a goal they choose together. ● A leader will explain the needs of a company, but the team member will have some say in how they can fill those needs. 2. “Share understanding about each member’s roles, functions, and constraints.” Who will be in charge of certain tasks to help reach a goal? 3. “A shared understanding of available resources, ranging from budgets to information.” This could mean tangible resources, but more importantly, it’s an opportunity to share knowledge. ● In an in-office workspace, you would probably have a good idea of what other people are doing and how they might affect your job. If you need information about budgeting, for example, you might walk down to accounting. ● In a remote situation, workers may not be aware of what’s happening elsewhere in the company. These “relaunch” meetings give them a chance to talk with other team members for a fuller picture of the puzzle.

17

THE 21ST CENTURY WORKPLACE

4. “Shared norms that map out how teammates will collaborate effectively.” ● Norms in office space may mean that you don’t take someone else’s lunch or that you refill the coffee if you’re the one who finishes it. ● Remote work also has a set of norms based on the preferences of the team members, such as making sure everyone has the same apps to work with, or that people aren’t leaving others out of collaborations.

Have One-On-One Meetings Teams need time to work on things together, but a good leader will also take the time to meet with their employees on an individual basis. This is an opportunity for a leader to find out what’s happening with their employee, and for an employee to voice concerns or thoughts honestly and openly. Companies are filled with employees of all different personality types and demeanors. Some people are going to open up and talk a lot in a group meeting, while others will be quiet and reserved in a group setting. That’s one reason why one-on-one meetings are so imperative to a strong team. Elizabeth Grace Saunders, the author of How to Invest Your Time Like Money, is quoted saying, “One-on-ones

18

THE 21ST CENTURY WORKPLACE

are one of the most important productivity tools you have as a manager.” She says, “They are where you can ask strategic questions such as, are we focused on the right things? And from a rapport point of view, they are how you show employees that you value them and care about them.” Try these tips for a successful one-on-one meeting:

19

THE 21ST CENTURY WORKPLACE

1. Ensure that technology is working ahead of time. Nothing can derail a remote meeting faster than dysfunctional technology. Before connecting online, make sure everything is functioning properly from your device to the meeting program. 2. Help employees feel comfortable by giving them time to talk. Many employees want to avoid meetings with their managers because they feel like they’re being reviewed or critiqued. ● One-on-one meetings for evaluation should be separate from meetings where an employee talks about their needs, goals, issues, or concerns. ● For example, an employee can be given the chance to share that they don't have the resources they need to finish a task that was assigned to them. They can also give a more thorough overview of the tasks they are accomplishing for the company. 3. Know what you’d like to discuss. Have some questions and thoughts prepared before the meeting. An employee may have different items to talk about, but this gives a framework for the meeting, so it isn’t filled with awkward pauses or unrelated conversations. 4. Talk about work-related things but also take the time to make a human connection. Being a leader means more than being a taskmaster. It also means caring for the well-being of an employee and taking a personal interest in them. 20

THE 21ST CENTURY WORKPLACE

● Workers will feel much more supported and cared for when a manager knows something about them and seems genuinely interested in who they are as a person. 5. Help your team members problem-solve. If your employee shares a problem they’re having, take some time to help them solve it. 6. Tell your employee how grateful you are for their work. A one-on-one meeting is one of those rare moments a leader has to personally recognize and thank their employees. Make this a priority in the meeting so they can feel appreciated and know that their work is being noticed. ● Remote workers can easily feel like the work they do is invisible, so this can go a long way in boosting their morale.

Allow Employees to Have Down Time One of the positives of remote work is that employees can have easy access to each other through phone calls, email, apps, or online meeting platforms. This can also be a downside because people often feel like they can’t get away from their work. It’s at home, and it’s accessible from every device. Remote workers often enjoy a flexible work schedule, but it’s also important for them to have times throughout their day and week when they aren’t

21

THE 21ST CENTURY WORKPLACE

expected to return emails or take phone calls. To help make this work smoothly, you can allow your employees to choose times when they will not be available to be reached. Specific meeting times would be mandatory, but there are many other hours and times throughout the week when employees can block off periods of time when they won’t respond to work emails and are officially off the clock.

Don’t Be Afraid to Make Changes It may take some time for you and your employees to get used to working remotely. Making changes, even major ones, doesn’t mean you’re failing. Continue finding new ways to help your team reach their highest potential. Drop apps that aren’t working, let go of goals that don’t make sense, and listen to the critiques of your workers. Be flexible and willing to completely upend the way things currently run if it will improve the quality of work and the wellbeing of your team.

22

THE 21ST CENTURY WORKPLACE

How to Avoid “Virtual Distance”

P

eople who work remotely sometimes struggle to work together as a team because they don’t have the time and accessibility that they would in a shared office space. People working in a shared office space are, for lack of a better description, forced to work together. In their time together they can pick up on each other's likes, dislikes, habits, and personalities. They can also learn about each other’s personal lives. Helping teams work together remotely despite the distance is a major challenge facing leaders today.

Missed Water Cooler Moments Coworkers who see each other day in and day out are given an opportunity to get to know each other. They have time to talk to each other between work activities in what’s called “watercooler moments.” The term “watercooler moments” refers to the times when people talk about something besides work, such as their favorite TV show, life at home, or even the weather.

23

THE 21ST CENTURY WORKPLACE

These brief moments bring employees closer together. They also result in greater work engagement and satisfaction.

What is Virtual Distance? In 2015, a woman by the name of Karen Sobel-Lojeski gave another name to the separation workers may feel when they don’t physically work together. In an article in Harvard Business Review called “The Subtle Way Our Screens are Pushing Us Apart” she describes this experience as “virtual distance.” She found that colleagues who suffered from “virtual distance” had issues with trust, innovation, collaboration, and overall success. They were also less likely to reach goals as a team and they were less satisfied with their jobs.

The Three Main Areas of Virtual Distance Sobel-Lojeski identified three main areas that contribute to virtual distance: 1. Physical distance. Physical distance is the literal geographical separation between colleagues. 2. Operational distance. This kind of distance is related to the way remote teams operate. This could mean miscommunications or technological problems such as dysfunctional apps or connectivity problems.

24

THE 21ST CENTURY WORKPLACE

3. Affinity distance. Affinity distance is a basic lack of understanding about the members of a team and the values they hold. This is more of an emotional and mental separation in which coworkers have no personal relationship with their leader or other colleagues. The physical distance between people isn’t the main cause of virtual distance. It can exacerbate the problem, but people living remotely from each other can still maintain relationships and build trust and cooperation. This particular barrier is unlikely to be overcome for those who have workers scattered across the country or around the world. You won’t be able to meet up for coffee or hang out at a restaurant after work, but as a team leader, you can still encourage team members to get to know each other on a personal level. Operational distance can be improved by ensuring that workers have the right equipment, apps, and resources to get their work done. Affinity distance is the perhaps most pressing of the three types, and it can prove to be the most challenging to combat. Sobel-Lojeksi goes on to say that this type of distance is possible even in working environments where employees are physically in the same building but spend the majority of their time on screens.

25

THE 21ST CENTURY WORKPLACE

How to Improve Affinity Distance Improving affinity distance is imperative to helping your team grow, but how can you do this? Here are some tips that can help: 1. Use video calls. Video conferences or calls help establish communication better than email or voice calls. When people can visually see each other, it’s easier to pick up on body language and other non-verbal cues. 2. Integrate virtual team-building activities. You won’t be able to have a company retreat where you practice trust falls with your remote team, but you can still use teambuilding activities virtually. Examples might include: ● Online office games can be a great way to give people time to get to know each other while doing something fun and unrelated to work. ● Have a virtual break room where employees can log in during breaks and talk with each other to have those water-cooler moments. ● Have a friendly competition or challenges where teammates can compete to complete shared goals. ● Provide remote workshops or classes where team members can spend time together remotely learning a new skill unrelated to work. ● Shared workout sessions can get the good endorphins rising and build a sense of team. This can be done by watching a workout together on YouTube or having a

26

THE 21ST CENTURY WORKPLACE

lighthearted competition in which people try to get the highest number of steps in a day. ● Have a virtual book club where employees can discuss a shared book outside of office hours. This is a great way to learn about the thoughts, values, and interests of other team members. ● There are many other options for team-building activities, and as a leader, you can choose those that are most appropriate for your team. Try to pick activities that match their interests. You can also poll them to see which types of activities they would be interested in. 3. Talk about things besides work in meetings. Meetings are important to ensure that everyone is on the same page, understands their tasks, and knows how to reach a goal. But besides understanding tasks, meetings are also helpful for getting to know each other on a personal level. Try these ice breakers: ● Have employees introduce their pets to the team. Pets are likely to be coming in and out of virtual meetings and this is a good way to get people to open up. ● Similarly, team members can show pictures of their children or share their children's recent accomplishments if they would like to. ● Coworkers can celebrate their birthdays virtually and could even share in having something sent to their house to help celebrate, such as a tasty treat or a small

27

THE 21ST CENTURY WORKPLACE

gift. ● Team leaders can have a question of the day in which they ask silly or thought-provoking questions to get people’s brains working and loosen up the atmosphere. The main way to reduce virtual distance is to help your employees feel like they’re still part of a team, even if they’re not seeing each other daily in an office. Encourage your employees to get to know one another and find ways to help them share goals and see the value in each other. Don’t let a screen take away the humanity of your workers!

28

THE 21ST CENTURY WORKPLACE

Online Tools to Help Organize the Workflow

O

nline tools are a useful way to keep remote workers organized and productive. Fortunately, there are a lot of apps and online tools that can help leaders keep their teams on task. These tools help workers see what needs to be done, and it allows them to see what other team members are doing as well. This creates a more collaborative effort and reduces the chance of workers getting confused or accidentally doing the wrong tasks. Here are some of the top collaborative online tools available today: 1. Slack. Slack is an online communication tool that allows people to talk in group messages as well as private messages. With Slack, you can create different channels to talk to different teams or work on different projects. ● Slack can be used by Mac, PC, Android, and iPhone users and it syncs with other collaborative tools such as Google Drive and Google Calendar. 2. Basecamp. Basecamp is a collaborative tool that allows users to create boards for various projects or teams. The number one appeal of this online tool is that it keeps

29

THE 21ST CENTURY WORKPLACE

everything in one place, so you’re not searching for a lost email or random file on your desktop. ● You can always refer back to the project you’re working on to find important files or information. 3. Asana. Asana is a cloud-based, organizational tool that helps teams keep track of tasks and streamline group and individual projects. This tool can be used for small or large companies, and it’s simple to run, even for those who are not very tech-savvy. ● Asana can be used to track and manage projects. Team members can easily see everything that has been assigned to them, and they can check off work as they have submitted or finished them. They can also see any other project progress for items they are a part of. 4. Google Workspace. Google Workspace, formerly called G Suite, is a set of productivity apps that teams can use to collaborate on work on projects. The tools offered in Google Workspace are: ● Gmail ● Google Calendar ● Google Meet ● Google Chat ● Google Drive ● Google Sheets ● Google Slides ● Google Forms 30

THE 21ST CENTURY WORKPLACE

● Google Sites Google offers different premium plans based on needs, but some of the tools are free to use.

31

THE 21ST CENTURY WORKPLACE

The Takeaway for Remote Team Leaders

R

emote work offers unique challenges in the working world, but there are many advantages that can be overcome through a good team with a competent leader. Some of the biggest considerations when leading a remote team is whether or not your team has the right tools, equipment, and resources, if they understand what is expected of them, and if they feel connected to their colleagues. Remote workers can be kept up to date about their work expectations, and it’s also possible to help encourage bonds between workers even when their main connection is through a screen. Be available to your team of workers and create times and spaces for them to get to know each other on a personal basis. Take time to evaluate how well things are working. If something isn’t working for your team, scrap it and try something new. Your team may not be interested in taking remote classes together, but they may love playing online games together. Some online tools may be very popular but may not be so helpful or intuitive to

32

THE 21ST CENTURY WORKPLACE

your team. Test out online tools to figure out which works best for your team. Keep experimenting and listen to your employees. They will give you some of the best and most useful feedback you need for improving the remote work experience.

33

THE 21ST CENTURY WORKPLACE

Resources: • •

•

https://www.forbes.com/sites/brentgleeson/2020/08/26/13tips-for-leading-and-managing-remote-teams/?sh=5d59ba0e577b https://www.shrm.org/resourcesandtools/hrtopics/technology/pages/building-leading-high-performingremote-teams.aspx https://www.ventureharbour.com/remote-work-challengessolutions

•

• • • • • • • •

•

https://www.forbes.com/sites/forbesbusinesscouncil/2021/07/2 2/5-common-problems-plaguing-remote-workers-and-what-to-doabout-them/?sh=4397244c57f0 https://www.hrmorning.com/articles/problems-with-remotework/ https://friday.app/p/remote-work-challenges https://nbloom.people.stanford.edu/sites/g/files/sbiybj4746/f/wf h.pdf https://www.greatplacetowork.com/resources/blog/remotework-productivity-study-finds-surprising-reality-2-year-study https://www.tonyrobbins.com/career-business/are-you-a-leaderat-work/ https://hbr.org/2016/08/how-to-make-your-one-on-ones-withemployees-more-productive Remote Work Revolution by Tsedal Neeley https://www.forbes.com/sites/heidilynnekurter/2019/03/18/the -benefits-of-employee-one-on-ones-and-3-ways-to-get-the-mostout-of-them https://www.forbes.com/sites/forbestechcouncil/2021/04/22/fo ur-ways-to-spark-watercooler-moments-for-your-remoteteam/?sh=190b84264d7b

34

THE 21ST CENTURY WORKPLACE

• • • • • • • • • •

•

•

https://www.sciencedaily.com/releases/2020/12/201202095156. htm https://hbr.org/2015/04/the-subtle-ways-our-screens-arepushing-us-apart https://instapage.com/blog/remote-collaboration https://blogs.poly.com/the-effects-of-virtual-distance/ https://www.radical-inclusion.com/dealing-with-distance-invirtual-collaboration-en https://www.strategy-business.com/article/li00026 https://www.linkedin.com/pulse/how-reduce-distance-whenworking-virtual-team-nadine-castle https://www.cbsnews.com/news/remote-teams-dont-have-tosuffer-from-virtual-distance/ https://www.queticocoaching.com/blog/2020/5/4/gettingunstuck-a-conversation-with-karen-sobel-lojeski https://www.forbes.com/sites/forbesbusinessdevelopmentcouncil /2021/01/14/are-your-employees-getting-enough-downtimelessons-learned-in-2020/?sh=1792609b49a2 https://10to8.com/blog/best-software-for-managing-remoteteams/ https://www.cloudwards.net/best-virtual-team-software-tools/

•

35