How to Manage Distributed Teams

As the sudden shift to remote working has stripped away the physical office, things like face-to-face meetings, lunch breakouts and team brainstorming sessions are no longer possible. This means that managers must apply a fresh approach to get the best out of their people, and help individuals grow and enjoy positive career development outside of the central workplace.

Here are the essential steps to taking control and providing support, assistance and mentorship to distributed teams.

Embrace video conferencing technology

Without face-to-face meetings, it can be difficult to communicate ideas, problems or concerns with colleagues. Experts believe that as much as 93% of all communication is nonverbal. This makes video conferencing tools invaluable to businesses that want to maintain those all-important bonds.

Additionally, video conferencing tools can save companies $11,000 annually per employee, and employees can save an average of $2,000-$7,000 by telecommuting. By helping to shorten project timelines, video conferencing can reduce overall project costs too, making it an economical solution, not only during the pandemic, but also for remote working in the future.

For distributed teams, feeling a part of a wider function is critical to having a sense of purpose. By adopting video technology, managers can touch base with individual staff members while also reestablishing the same in-office dynamics and team culture that everyone had access to before.

Make file sharing simple

It’s essential to have efficient file sharing in place. Collaborative working from multiple locations – or even time zones – requires smooth processes for the sending and storing of documents. 

An integration such as HelloSign, which is compatible with Dropbox and other major platforms, is the quickest and most secure way of creating legally binding signatures without receiving documents in person. For distributed teams, this means getting important agreements and contracts signed in an instant, without having to print, scan or post.

The add-on also allows you to send, sign and store documents without ever leaving Dropbox or other associated platforms, therefore never disrupting your workflow.

Make small talk a part of your day

Not only should video calls be a part of your everyday agenda, but other communication tools also need to be embraced. Messenger apps, collaboration platforms, voice calls and emails all have a place in your communications strategy.

When staff are remote, those ‘water cooler’ conversations don’t take place anymore. Without a physical hub to connect people, small talk becomes a thing of the past. But there are some huge cognitive benefits of small talk in the workplace, impacting on employee performance and morale.

Companies wanting to boost productivity and promote wellbeing should create convenient channels for teams to stay in touch. This needs to include one-on-one interactions as well as group chats that allow teams to socialize. The more distributed teams are allowed to bond (not only in their own department but with other departments too), the better they can collaborate on projects. Plus, a sense of belonging can help to improve their creativity, their output and their drive to achieve.

Our recent study, revealed that the majority of home workers are happy with their new setup. However, a small percentage (at least 21%) report feelings of loneliness.

Making small talk a part of your day isn’t just about improving collaborative working, but about improving mental health across your organization.

Be flexible but set boundaries

A UK survey found that professionals who have been working from home since the pandemic have been enjoying the benefits. This includes 74% reporting that they’ve saved time by not having to commute, 73% saying they’ve saved money, and 52% saying they’ve enjoyed the increased flexibility in how they work.

As organizations quickly adapt to the ‘new normal’ and get remote processes in place, it’s important to realize that not every employee is in the same situation. Many are parents who may have to juggle aspects of home life, and some may benefit from a more flexible schedule.

It’s also essential to note that not all industries and job roles will be affected in the same way. Certain industries where remote working is easy to implement should take a more flexible approach in order to optimize collaboration.

Managers who want to get the most from their staff should be prepared for some flexibility. However, setting boundaries is just as vital. By using a central hub for document storage, project management and communication, you can keep track of workflows and reinforce accountability for each worker.

There are many tools, such as time-tracking apps, that can help managers oversee employee efforts without being in the same office. And as distributed teams become more common, organizations will rely on technology to do the heavy lifting, while managers focus on the human element.

Even before Coronavirus, flexible working was on the rise and was considered a talent imperative by forward-thinking companies. As we move forward into a post-COVID era, businesses will need to make sure they invest in the right cloud-based solutions to support existing employees, as well as attract new talent with flexible contracts.