How to Organize the Work Processes Between the in-office Staff and Remote Employees Efficiently?

24 May, 2019
6 min

Why videoconferencing is useful in an all-distributed team?

Employees are a key factor in the success of any company. At the same time, the presence of high-class employees in itself will not give you the maximum return on investment.

It is extremely important to efficiently organize the work of your team, use the capabilities and competencies of employees to the maximum, creating conditions where each employee can express himself in the best possible way.

How to effectively organize the work of full-time specialists along with the group of outsourced staff or remote employees?

Ask any venture capitalist on what is important at the beginning of the entrepreneur’s work, and he will say: the most important thing is to assemble the dream team! In order to attract highly-qualified specialists, it is necessary to be able to create a competitive, motivating working environment.

The professional skills and experience of each new team member are important, but it is not the only thing that is.

Immediate supervisor

One of the important factors for shaping the psychological climate for a particular employee is the identity of the immediate supervisor. A long-term relationship with the heads of departments is an effective way to avoid turnover.

The most important thing here is to correctly and intelligently combine personalized approach in specific conditions, at a specific stage of development of your business, taking into account your company’s capabilities.

Cooperation with Remote part of the Team

An eMarketer research called “The Future of Work” tells us how remote work changes the global work market. It begins with the words: “ We are at the heart of a paradigm shift. Today’s labor markets are undergoing fundamental change: we are facing less a job crisis than a work revolution. “

Indeed, given the trends in the labor market, the processes of informatization and globalization, as well as the needs of starting a business, we can surely say that high-quality work with the remote staff has become an equally important part of the business as working with in-office staff.

Various online tools, such as social networks, video conferencing solutions, and web-based communication platforms help to solve these problems. They help bring the specialists working on a project together. The effect of real-time collaboration must remain. Colleagues who do not meet in person to discuss workflow tend to not share the understanding necessary for the project’s success.

Since this is an important condition for creating a favorable atmosphere within the team we suggest a few tips – 6 tips, in fact, to organize the effective work process for remote employees.

It often happens that due to the nature of duties an employee can work from outside the office, from home for instance. While being able to work from home is a serious motivating factor (due to family circumstances, the remote location of housing, non-standard sleeping hours, family, etc.) and will suit a bunch of your colleagues; it may also cause a substantial amount of effort to try and manage a distributed team effectively.  

To work effectively in such cases, we recommend using 6 practical tips on how to organize effective work in remote teams.

1. Invest funds (money, time) in an online resource, where participants will be able to maintain constant communication, a web conference as a service

One of the main problems of the remote employees is the impossibility, due to physical remoteness, to meet other team members and find out what contribution each of them makes to the project.

Using online tools, such as web conferencing solutions, allows them to learn a lot about each other, can help.

The communication platform that is accessible at all times will create an environment of instant interaction and joint cooperation as if it was real time proximity.

This will help members of your team that work remotely and relatively independently, track each other’s progress when they wish to. It will help find better ways to solve current problems and understand, what other employees are doing. The benefits of this approach are obvious. In practice, few people use it. This can be your competitive advantage.

2. Find “communicators” and try to make them at least 15% of the team

“Communicators” are people who, as a result of their individual abilities, skills or previous work, have many connections with useful people outside the team.

At Nokia, for example, the need to perform a wide variety of tasks encourages employees to expand personal relationships. As a result, each employee constantly communicates with at least 10 people outside his unit.

3. Split the project work into stages

This trick will remove the pressure off your employees and will help you timeline the progress better.

Virtual team has the potential advantage to become round-the-clock work on the project.

If the team in your company is big and largely distributed, it may mean that half of your employees will work their shift during the time you sleep.

Coordinating workflow can turn into a permanent problem. But if you are a wise manager who is used to working in an agile environment, it may not be so much of a problem to you, but a challenge.

Many teams get stuck in the task bottlenecks and are forced to remain waiting while others to complete their part.

Considerate management is key in such a situation. Avoid sharing the same task between team members in different parts of the world.

4. Encourage frequent communication among team members

Members of successful teams often communicate with each other. In this case, the method can be very different: from a program like ICQ to voice or email. In order not to litter each other’s mail, BP has established certain rules: who should receive what letter, who is in the copy and how long it takes to respond.

Similarly, a few simple rules can be applied to team fees. To gather the participants at the right time, sometimes a lot of effort is required. This can be avoided if the team will reign an atmosphere of trust and goodwill, which is created, including with constant “electronic” contact of participants.

5. Assign mainly those tasks that are important and stimulating.

Since the activities of remote employees or entire teams are often not monitored hourly, the tasks assigned to them should encourage them and challenge them, otherwise, there is a risk that the remote team will collapse under the weight of disinterest in work.

6. When building a whole virtual team, look for as many volunteers as possible.

Virtual teams thrive when they consist of volunteers with valuable skills, people who, by their willingness to join the team, have already proved their interest in the project.

The use of elements of remote work applied correctly, reduces the overhead cost spent per employee, as well as the necessary office space by about 30 percent.

The introduction of Proficonf for remote business cooperation

Let’s ponder together: how much time do you think your key employees spend in traffic?

And how much time and money do you and your colleagues spend on business trips around the country?

Have you thought that a simple web-based solution could solve some of those issues for your company?

Proficonf is one of the most popular and simple programs in the world for business communication online.

Let’s take a closer look at the capacity of the platform:

  • 24/7 calls around the globe
  • a powerful sharing demonstration center
  • whiteboard for your diagrams and other doodles
  • video search console right in the conference room
  • HD video at all times
  • impeccable sound quality
  • accessibility, you will not have to download or install
  • strong usage security thanks to WebRTC technology implemented in code
  • expandable storage capacity
  • chat option
  • participant management
  • autostart
  • video recording
  • automatic link mailing.

What are other things that may help keep my team happy?

Use these few tips to help maintain a working mood and solid workflow:

  1. Regular real-time outings
  2. Transparency of time, plans, tasks of employees
  3. Building employee motivation
  4. Selective control measures.

A devastating piece of statistics on virtual meetings says that only one-third of those surveyed claimed their conference call meetings with in-office teams to be effective.

As we have now gathered from the article, there are ways to go about effectiveness, motivation, work quality and overall job satisfaction.
Implementing your personal management skills, modern technology along with proper personnel recruitment mechanism will save you a lot of nerve and quite some money for your company.

Tatiana Romanova
Content Architect at Proficonf