Adapt your processes to remote work and document them
This is time consuming and an initial overhead but it will streamline inefficient processes that you’ve probably lived with for decades, reduce the dependence on individuals, bring new staff up to speed faster and facilitate continuous improvement in how you work. There are a number of ways of achieving this, but I’d recommend looking at using Lean Six-sigma as a means of both documenting and optimising processes.
Change the way you communicate
The least productive feature of office working is the meeting culture. As I once saw scribbled on a white board in a meeting room ‘Why work when you can go to a meeting’. Many companies have simply transferred this culture to remote work where it’s an even worse idea than doing it in the office. Remote work offers the unfortunate opportunity to run back-to-back meetings all day with no time wasted walking between meeting rooms. By the end of the day your head throbs, your ears are hot from hours of wearing a headset and your brain has gone to mush. I can’t stress this enough…this culture is bad and needs to stop. If you want to develop successful remote work then remote workers need to make more use of asynchronous communication – text and video messaging – to get to the point where shorter, less frequent meetings are used to resolve the big issues and make final agreements.
Emphasise the human connection
This is something all good businesses are doing already. You must hold weekly 1:1s with your direct reports. These are sacrosanct, don’t delay or cancel them. You must hold monthly all staff meetings and make these meetings as interactive as possible.
Get information out there. A lot of time and effort can go into drafting and re-drafting written updates so managers need to make use of tools which allow you to produce short videos quickly and easily.
You must thank people and make sure their efforts never go unnoticed. Silent hero awards at your monthly all staff meetings are good but also think about sending out the odd bottle of wine or box of chocolates to say thank you. Make people feel valued and trusted and give them clear goals as to what is expected of them.
This isn’t revolutionary, it’s just good management. The real issue is that proximity in offices has been compensating for poor management for decades.
Encourage social interaction
Offices work socially because of the Propinquity Effect effect. The more people meet each other the easier it is to build relationships. You need to work a little harder to replicate this when people are remote. Try a coffee channel on your instant messaging app where people can meet to talk things over or try interest channels where people can discuss common pastimes. Try a wall of fame where people can post photos of themselves and stuff about what they do outside of work. Organise remote social activities. Organise working meet-ups.
Organise Working Meet-Ups
Meet-ups are the best way to encourage social interaction and counter feelings of isolation and loneliness. The hybrid model for remote work is the one most people believe will be the future of the office – 3 or 4 days remote and one day in the office. I really don’t believe this works, I would get rid of all offices and substitute them with regular work based meet-ups in hired spaces. Staff then substitute daily commutes for a drive/train ride/flight to a monthly meet-up. Meet-ups are purposeful, diarised and can encourage creativity and you don’t end up with people going into offices one or two days per week to just host video conferences with people who are remote.
Use the right tools
There are a huge number of productivity, collaboration, project and task management, knowledgebase and communication tools on or coming on to the market. See our Reviews section.