Remote work has become an integral part of the modern workplace, and small and medium-sized businesses (SMBs) are increasingly embracing this trend. For SMBs, remote work offers significant advantages: access to a broader talent pool, reduced overhead costs, and improved work-life balance for employees. However, managing a remote team presents unique challenges, from maintaining productivity and engagement to fostering team cohesion.
In this blog, we’ll dive into best practices for managing remote employees in SMBs, helping you keep your team productive, motivated, and connected—no matter where they work.
1. Set Clear Expectations from Day One
A remote work setup requires clarity to minimize confusion and ensure everyone is aligned with the company’s goals. For new remote employees, set clear expectations regarding:
- Work hours: Specify core hours when employees should be available, especially if your team works across multiple time zones.
- Communication norms: Define the preferred channels (e.g., email, Slack, video calls) and expected response times.
- Performance metrics: Clarify how productivity and success will be measured. Setting tangible goals helps employees stay focused and know what’s expected.
Establishing these guidelines from the start fosters accountability and gives employees a structured framework to manage their work effectively.
2. Leverage the Right Tools for Collaboration
Investing in reliable, user-friendly collaboration tools is essential for managing remote teams effectively. Here are some categories and popular options that can streamline workflows and keep your team connected:
- Communication tools: Slack, Microsoft Teams, or Zoom for real-time communication and video meetings.
- Project management software: Tools like Asana, Trello, and ClickUp help teams track projects, deadlines, and individual responsibilities.
- File-sharing platforms: Google Workspace, Dropbox, or Microsoft OneDrive allow for seamless file sharing and document collaboration.
These tools not only simplify collaboration but also improve transparency and accessibility, enabling everyone to stay up-to-date on projects.
3. Establish Regular Check-Ins
Regular check-ins help managers stay connected with remote employees, identify any challenges they may face, and offer ongoing support. There are several ways to schedule these check-ins:
- Daily stand-ups: A quick, 15-minute daily call where each team member shares what they’re working on, any obstacles, and priorities for the day.
- Weekly one-on-ones: These are ideal for more in-depth discussions on progress, goals, and feedback. One-on-ones also give employees a chance to voice any concerns in a private setting.
- Team meetings: Weekly or bi-weekly team meetings provide an opportunity to discuss broader team goals, align on key projects, and celebrate accomplishments.
Consistency is key. Regular communication fosters a sense of connection and helps managers stay updated on both work progress and team morale.
4. Focus on Results, Not Hours Worked
Managing remote employees requires a shift from tracking hours to focusing on results. Emphasizing output over time spent encourages employees to work more efficiently and helps managers evaluate productivity based on deliverables rather than activity. Here’s how to make this transition:
- Set clear objectives and key results (OKRs): Define goals for each employee and ensure these goals align with team objectives.
- Provide feedback on outcomes: Praise employees for meeting or exceeding goals and offer constructive feedback on areas that need improvement.
- Trust your team: Allow your team members to complete their tasks on their schedules, as long as they meet deadlines and produce high-quality work.
This results-oriented approach empowers employees to manage their time and tasks independently, fostering both productivity and job satisfaction.
5. Foster a Sense of Community and Inclusion
One of the biggest challenges in remote work is keeping employees connected and engaged. Building a sense of community in a virtual environment takes effort but can lead to improved morale, teamwork, and retention. Here are a few strategies:
- Encourage team bonding: Organize virtual coffee breaks, happy hours, or team-building activities to help employees connect on a personal level.
- Celebrate achievements and milestones: Acknowledge birthdays, work anniversaries, and project completions to make employees feel valued and recognized.
- Encourage open communication: Create a safe space where employees can share feedback, concerns, and ideas. An inclusive environment promotes trust and engagement.
Creating opportunities for employees to interact and bond, even virtually, helps build a strong team culture and keeps morale high.
6. Provide Opportunities for Learning and Growth
Remote work can sometimes feel isolating, which may hinder employees’ motivation and growth. Offering professional development opportunities keeps employees engaged and shows that you’re invested in their long-term success. Consider:
- Virtual training sessions: Provide skill development workshops or webinars on topics relevant to your industry or team.
- Online courses and certifications: Offer reimbursement for courses on platforms like Coursera, LinkedIn Learning, or Udemy.
- Internal knowledge sharing: Encourage employees to share their expertise with teammates through regular knowledge-sharing sessions or presentations.
When employees see that their growth is a priority, they’re more likely to stay motivated and committed to the company.
7. Support Mental Health and Well-being
Remote work offers flexibility, but it can also blur the boundaries between work and personal life, leading to burnout. It’s essential for SMBs to prioritize employees’ mental health and well-being:
- Encourage work-life balance: Remind employees to take regular breaks and set boundaries between work and personal time.
- Offer wellness benefits: If feasible, consider providing wellness stipends, access to mental health resources, or virtual fitness classes.
- Check in on well-being: During regular one-on-ones, ask employees how they’re managing their workload and work-life balance. Encouraging open conversations about mental health reduces stigma and shows employees that their well-being matters.
Prioritizing well-being helps employees feel valued and supported, which ultimately contributes to a healthier, more productive team.
8. Conduct Periodic Reviews of Remote Work Policies
Remote work policies should evolve as your SMB learns what works best for your team. Periodically review your remote work policies to identify areas that need adjustment. Key aspects to consider include:
- Employee feedback: Survey your team to get their thoughts on what’s working and what could be improved.
- Policy updates: Modify policies to reflect new practices, tools, or changes in the work environment.
- Performance metrics: Review productivity levels and team engagement to identify any challenges or areas for improvement.
Adapting your policies based on employee feedback and performance insights helps you maintain a productive and engaged remote team.
Managing remote employees requires a thoughtful approach to communication, collaboration, and engagement. By setting clear expectations, focusing on outcomes, and fostering a sense of community, SMBs can create a productive and supportive remote work environment. Investing in the right tools, encouraging growth, and supporting employee well-being are essential to keeping your remote team motivated and connected.
Remote work offers SMBs flexibility and opportunities for growth, but it’s up to managers to implement best practices that ensure success. By following these strategies, you can turn remote work into a competitive advantage that attracts top talent, boosts productivity, and enhances employee satisfaction.