How to effectively manage a remote workplace in uncertain times

With our world in the midst of a global pandemic, many organizations are temporarily moving to a remote working environment. A transition of this sort can be stressful and unsettling. As an entirely remote workplace, we’ve compiled our best tips on managing a newly remote workplace effectively and efficiently.

With staff and volunteers in 200 US cities across 39 states, and with branches in the UK, Mexico, and Japan, The Humane League (THL) collaborates on a daily basis with animal advocates all across the globe— working together to end the abuse of animals raised for food. However, this wouldn’t be possible without the right resources and a sensible approach.

At THL, we lead with trust and offer the autonomy that we feel is necessary to thrive in this type of environment. Staff are encouraged to set their own schedules (with the understanding they are generally available between normal work hours to collaborate with their teams) and make decisions about their workflow—provided that deadlines are met and they are readily available to join meetings and collaborate with others when needed.

It’s crucial for managers to find the right balance between flexibility and accountability. In a remote culture, it’s key to be goal-oriented and to focus on guiding people to final outcomes, rather than managing their daily tasks. Employees thrive on independence and a feeling of trust from their supervisors. The more that people feel empowered in their jobs—working at their own pace and in their own way—the more successful they will become.

Operating effectively in a remote environment also comes down to using the right tools. While it may not be feasible for all companies to invest in these at this time, they are helpful to consider and the concepts can still be applied in other ways. We find Asana and G Suite to be particularly productive project management tools, and we use Slack, Zoom, and Google Hangouts Meet for daily communications and meetings—which are all conducted on video.

It’s no secret that remote work can be lonely, and quarantine or lockdown protocols can exacerbate the feeling. A very important step to reduce this loneliness among staff and prioritize their wellbeing is to host all meetings via video. Although this will never compare to working together in person, the level of connection established is far superior to dialogue via phone calls or emails. For all meetings, it’s always important to have an agenda in place, thorough notes from the meeting, and action items assigned, so that the time spent together can be as productive as possible.

Working from home can be isolating and sometimes challenging for individuals, which is why allowing staff to break up their day for a walk, stretching exercises, yoga, or some other activity may encourage maximum productivity. Prioritize one-on-one check-in meetings on a weekly basis and ask your staff directly how they feel about their work/life balance.

One of the negative consequences of remote work and a flexible schedule is that staff are more likely to overwork, which is why it’s so important to set clear boundaries. Leading by example by working healthy hours will help set expectations for those you manage. Encourage staff to find a separate “office” space, where they only do work and can step away from at the end of the day. While everyone has different preferences and routines, it’s good to avoid working from the couch or bed, which is where you’ll want to retreat at the end of a long day!

When working remotely, we miss out on casual interactions like bumping into each other in the hall, eating lunch together, or going out for drinks after work. Therefore, we need to foster these connections very intentionally. As mentioned, one way we do this is by using video for all meetings so we can see each other’s faces. We’ve found that it’s valuable to begin meetings with casual conversation rather than jumping right into business. For some staff, this might be the first human connection they’ve had all day. These casual conversations could include an icebreaker or question of the week, or simply spending a few minutes catching up on each other’s personal lives. Every team meeting starts with a fun question that each attendee answers, and we host multiple, unstructured 25-minute “tea times” each week for staff to casually catch up, replicating the water-cooler talk that would happen in a brick and mortar workplace.

Ultimately, the wellbeing of your employees is what is most important, especially during these trying and uncertain times. Prioritize each person, and have compassion, while ensuring that deadlines are reached and goals are met. While we are hopeful that normal routines will be resumed soon enough, we’re here to support you during what can be a tough transition. After all, we are all in this together.

If you have a question about remote working, or a personal tip you’d like to share, please hop over to Facebook, Twitter, or Instagram, and let us know what’s on your mind.