![\"The](\"https:\/\/www.teamly.com\/blog\/wp-content\/uploads\/2021\/11\/The-Trend-Toward-Distributed-Teams.png\")
<\/p>\n
<\/span>The Trend Toward Distributed Teams<\/span><\/h2>\nBefore jumping into how to manage distributed teams, it\u2019s a good idea to look at their history. It\u2019s not just the phenomenon of COVID-19 that introduced the workforce to this type of team, the pandemic simply accelerated its adoption.<\/p>\n
Simply put, a distributed team is one that\u2019s made up of employees who don\u2019t come together to work at one or several central locations. They can be spread around the globe or work in fairly close proximity.<\/p>\n
And don\u2019t be confused about remote teams or distributed teams. The difference is more than semantics. Just because they both work from a satellite office\u2014in this case, their home\u2014and they both work virtually; they are not the same<\/p>\n
A true remote team has members who work from their home office and members working from a physical headquarters. On the other hand, a distributed team has no physical office, and the members of the team can be spread near or far. Essentially, they\u2019re a hybrid model. And perhaps that\u2019s what makes them a challenge, leaving so many businesses wondering how to manage their distributed teams.<\/p>\n
We can look back as far as the 1950s and \u201860s for modern-day examples of distributed teams, which seems remarkable, given the lack of technology at the time. In the book Distributed Teams: The Art and Practice of Working Together While Physically Apart<\/em>, author John O\u2019Duinn stated that two companies, CompInc, which was founded in 1957, and Freelance Programmers, founded in 1962, were both distributed. Both were in the tech industry\u2014such as it was back then\u2014and part of their hiring process was ensuring that candidates had a working telephone in their homes.<\/p>\nYes, you read that right. A job requirement was having a landline at home.<\/p>\n
Since then, thanks to the technology that Industry 4.0 has brought us, there has been ongoing advancement in the adoption of such teams\u2014with a significant push in the last few years.<\/p>\n
![\"Distributed](\"https:\/\/www.teamly.com\/blog\/wp-content\/uploads\/2021\/11\/Distributed-Teams-are-More-Popular.png\")
<\/p>\n
<\/span>Distributed Teams are More Popular Than Ever<\/span><\/h2>\nLet\u2019s remove the pandemic from the equation. Yes, it\u2019s been a driving force in the push towards making and managing distributed teams, but even before then, they were becoming more mainstream. What started as something popular in tech was hopping industry boundaries.<\/p>\n
There are several reasons for their growing popularity.<\/span><\/p>\n\n- Regardless of where we are, we have the technology to instantly connect<\/li>\n
- Finding the right talent may mean looking beyond the city where a company has offices<\/li>\n
- Employee retention could involve offering them flexible work options<\/li>\n
- Competition is fierce in today\u2019s business environment. Distributed teams can be more agile, able to respond to customer and client demands faster than ever.<\/li>\n<\/ul>\n
However, despite such a long timeline\u2014from the 50s until today\u2014the question remains. How to manage distributed teams?<\/p>\n
Thankfully, the answer isn\u2019t shrouded in secret. The steps involved aren\u2019t all that different\u2014in principle at least\u2014then how any other team is managed.<\/p>\n
<\/span>11 Tips on How to Manage Distributed Teams<\/span><\/h2>\nUnderstandably, some leaders may have a hard time wrapping their heads around managing distributed teams. After all, as stated above, there are long-standing paradigms around how work should be carried out.<\/p>\n
Assuming someone didn\u2019t work in retail, at a fast-food joint, or the zoo, like good little drones, everyone filed into their office cubicle in the morning. And people wonder why America is dealing with the Great Resignation. Because that mindset just isn\u2019t working anymore.<\/p>\n
There\u2019s a new paradigm in town so it\u2019s time your company learned how to manage distributed teams.<\/p>\n
1. Find and Hire the Right People<\/h3>\n
All you need to do is look at the cross-section of workers who were forced home at the beginning of the pandemic. While some thrived, others began to die inside, missing in-person, human interaction.<\/p>\n
So part of your selection process must be choosing the right people<\/a>\u2014those who can and will be productive while working remotely. Also, understand that it takes self-discipline for employees to manage themselves at home.<\/p>\n![\"Find](\"https:\/\/www.teamly.com\/blog\/wp-content\/uploads\/2021\/11\/Find-and-Hire-Right-People.png\")
<\/p>\n
The home office can have as many distractions as the corporate office\u2014they\u2019re just different distractions. You need to know that distributed team members can withstand the temptation of the TV, those mid-afternoon naps, or mornings when it\u2019s impossible to get out of bed. Or accept they can work around their distractions and still get their work done.<\/p>\n
How do you find these people? Look to their past. Have they proven they can be productive from a home office? Can past employers or clients testify to their output despite the TV, the bed, or even the laundry? Then you\u2019ve found your unicorn\u2014except these people aren\u2019t as hard to find as that mythical beast. They\u2019re everywhere.<\/p>\n
2. Define Your Expectations<\/h3>\n
Don\u2019t be vague and most certainly don\u2019t expect your employees to somehow read your mind. Miscommunication at work<\/a> is already a problem when speakers are face to face. It\u2019s further exacerbated when communication is via email.<\/p>\nTake into consideration the diversity of your team\u2014 for instance, their work experience or cultural background. Some will have worked from home in the past, but it may be a completely new scenario for others. Be sure to make allowances\u2014at least in the short term\u2014for that, but everyone on the team needs to know what\u2019s expected of them.<\/p>\n
It\u2019s up to you to set deadlines and measurable goals along the way. Failure to do so can result in poor performance and projects that veer off-path. In this case, less isn\u2019t more. The reality is, you\u2019ll likely need to over-communicate team goals\u2014when you onboard and again, every time you review team performance and lay out your next steps.<\/p>\n
![\"Communication](\"https:\/\/www.teamly.com\/blog\/wp-content\/uploads\/2021\/11\/Communication-Collaboration-Tools.png\")
<\/p>\n
3. Select Appropriate Communication & Collaboration Tools<\/h3>\n
Gone are the days of the pioneers of distributed teams. Those companies back in the \u201950s and \u201860s that only had a single landline to communicate with.<\/p>\n
Don\u2019t assume that once you\u2019ve provided your team with a means to communicate with each other\u2014perhaps a company smartphone\u2014you have done enough. If you want to know how to manage distributed teams, know this. The lack of software or even the wrong software can have a huge negative impact on their ability to be productive. That really shouldn\u2019t be too surprising.<\/p>\n
And realize that communication and collaboration are two different things. A radio announcer can read out a PSA which you hear but can\u2019t respond to and it counts as communication. Collaboration involves more than a speaker and a listener. It\u2019s multiple parties who come together collectively to accomplish a goal.<\/p>\n
The tools<\/a> you use should make that possible.<\/p>\n4. Hold Regular Meetings<\/h3>\n
In line with the above-mentioned need to communicate your expectations, regular meetings are essential. And this means meetings with the entire team as well as one-on-one.<\/p>\n
Make sure you prepare for your meetings\u2014meaning have an agenda and stick to it. Meetings without a purpose or goal simply waste time and damage productivity.<\/p>\n
Use this time to actively listen to any concerns and try to find solutions.<\/p>\n
5. Make Sure Your Team Has Some Fun<\/h3>\n
While you may want to incorporate a little fun into your scheduled meetings, plan for some non-work interaction.<\/p>\n
Depending on how spread out the team is, you may be able to bring them together for social activities. If possible, make this happen because it\u2019s an important step.<\/p>\n
When you manage a distributed team, you need to provide them with something like a water cooler or breakroom where office staff congregates and chats. So use the collaboration tools you already have and give your team time to socialize and to build team spirit.<\/p>\n
This type of interaction that isn\u2019t related to work can help build strong teams.<\/p>\n
![\"Don\u2019t](\"https:\/\/www.teamly.com\/blog\/wp-content\/uploads\/2021\/11\/Dont-Fall-Back-on-Email.png\")
<\/p>\n
6. Don\u2019t Fall Back on Email<\/h3>\n
Yes, email is convenient. Certainly, not the breakthrough in communication that it was decades ago, but it has its use. Just keep email in its place because, in reality, it is one of the worst forms of effective communication. In fact, it might not be too much of a stretch to say it isn\u2019t effective at all.<\/p>\n
As a collaboration tool, email is a complete fail. Even if you use a program that allows you to sort \u201cconversations\u201d into threads where you can nest them together, email wasn\u2019t designed for collaboration. Email is just the digital form of snail mail.<\/p>\n
Remember point # 3 above about choosing the right collaboration and communication tools.<\/p>\n
7. Track Results, Not Hours<\/h3>\n
Some of you wanting to learn how to manage distributed teams may be micromanagers, so this one is going to be hard to choke down.<\/p>\n
Unless you\u2019ve somehow added spyware to your team member\u2019s computers or had cameras set up around their homes without their knowledge, you don\u2019t know what they do with every hour of their workday.<\/p>\n
You don\u2019t need to know what they do every hour of their workday. You may need to repeat that over and over again like a mantra before it sinks in, but you need to learn and accept it.<\/p>\n
Results are the end-game. If your team is productive and meeting deadlines, don\u2019t focus on where they are and what they are doing during \u201cnormal working hours.\u201d Their normal hours may not be the standard 9 to 5 of the corporate office crowd.<\/p>\n
![\"Response](\"https:\/\/www.teamly.com\/blog\/wp-content\/uploads\/2021\/11\/Response-Time-Rules.png\")
<\/p>\n
8. Set Response Time Rules<\/h3>\n
This may be a bit more difficult for teams spread across time zones, but you should have some sort of asynchronous communication rules in effect.<\/p>\n
Everyone has a guideline around how much time can pass before you respond to a message\u2014no one is expected to reply at once.<\/p>\n
This doesn\u2019t mean you\u2019re asking your employees to be available 24\/7, it simply means that if a message is sent via one of the teams\u2019 usual channels there are expectations around when to expect an answer.<\/p>\n
For example, there may be a guideline that team members should be checking for messages at least every two hours during the workday. This means that what is meant by \u201cworkday\u201d needs to be established and those boundaries need to be respected.<\/p>\n
How does this benefit everyone?<\/p>\n
Members of the team can focus on work without constantly checking their communication tools. Fewer distractions translate to increased productivity.<\/p>\n
9. Establish Clear Workflows<\/h3>\n
Clear workflows will be especially essential when you have teams spread across time zones.<\/p>\n
One of the positives of having teams in different parts of the world can mean quicker response times. But it can also slow down a team as one member in one time zone waits for a task to be completed that\u2019s in the hands of someone a time zone behind.<\/p>\n
To keep a project on time and every stage of it in sight, use workflows and the appropriate project management<\/a> tools.<\/p>\n10. Schedule Regular Check-Ins<\/h3>\n
In the physical office, managers and team members have the opportunity to walk into someone\u2019s office when they have a question or see something that could potentially be an issue.<\/p>\n
In a distributed team, it will be necessary to create those moments. This isn\u2019t a meeting or social time, and it\u2019s not hovering or micromanaging. It\u2019s a way to stay connected, share feedback, and build rapport.<\/p>\n
![\"Celebrate](\"https:\/\/www.teamly.com\/blog\/wp-content\/uploads\/2021\/11\/Celebrate-the-Wins.png\")
<\/p>\n
11. Celebrate the Wins<\/h3>\n
They don\u2019t need to be big, end-of-project wins. They could be milestones met along the way, whether individual or corporate.<\/p>\n
Even if they\u2019re just shout-outs, celebrating wins brings a team together, fosters team spirit, and helps members feel invested.<\/p>\n
Yes, you read that right. A job requirement was having a landline at home.<\/p>\n
Since then, thanks to the technology that Industry 4.0 has brought us, there has been ongoing advancement in the adoption of such teams\u2014with a significant push in the last few years.<\/p>\n
<\/p>\n
<\/span>Distributed Teams are More Popular Than Ever<\/span><\/h2>\nLet\u2019s remove the pandemic from the equation. Yes, it\u2019s been a driving force in the push towards making and managing distributed teams, but even before then, they were becoming more mainstream. What started as something popular in tech was hopping industry boundaries.<\/p>\n
There are several reasons for their growing popularity.<\/span><\/p>\n\n- Regardless of where we are, we have the technology to instantly connect<\/li>\n
- Finding the right talent may mean looking beyond the city where a company has offices<\/li>\n
- Employee retention could involve offering them flexible work options<\/li>\n
- Competition is fierce in today\u2019s business environment. Distributed teams can be more agile, able to respond to customer and client demands faster than ever.<\/li>\n<\/ul>\n
However, despite such a long timeline\u2014from the 50s until today\u2014the question remains. How to manage distributed teams?<\/p>\n
Thankfully, the answer isn\u2019t shrouded in secret. The steps involved aren\u2019t all that different\u2014in principle at least\u2014then how any other team is managed.<\/p>\n
<\/span>11 Tips on How to Manage Distributed Teams<\/span><\/h2>\nUnderstandably, some leaders may have a hard time wrapping their heads around managing distributed teams. After all, as stated above, there are long-standing paradigms around how work should be carried out.<\/p>\n
Assuming someone didn\u2019t work in retail, at a fast-food joint, or the zoo, like good little drones, everyone filed into their office cubicle in the morning. And people wonder why America is dealing with the Great Resignation. Because that mindset just isn\u2019t working anymore.<\/p>\n
There\u2019s a new paradigm in town so it\u2019s time your company learned how to manage distributed teams.<\/p>\n
1. Find and Hire the Right People<\/h3>\n
All you need to do is look at the cross-section of workers who were forced home at the beginning of the pandemic. While some thrived, others began to die inside, missing in-person, human interaction.<\/p>\n
So part of your selection process must be choosing the right people<\/a>\u2014those who can and will be productive while working remotely. Also, understand that it takes self-discipline for employees to manage themselves at home.<\/p>\n<\/p>\n
The home office can have as many distractions as the corporate office\u2014they\u2019re just different distractions. You need to know that distributed team members can withstand the temptation of the TV, those mid-afternoon naps, or mornings when it\u2019s impossible to get out of bed. Or accept they can work around their distractions and still get their work done.<\/p>\n
How do you find these people? Look to their past. Have they proven they can be productive from a home office? Can past employers or clients testify to their output despite the TV, the bed, or even the laundry? Then you\u2019ve found your unicorn\u2014except these people aren\u2019t as hard to find as that mythical beast. They\u2019re everywhere.<\/p>\n
2. Define Your Expectations<\/h3>\n
Don\u2019t be vague and most certainly don\u2019t expect your employees to somehow read your mind. Miscommunication at work<\/a> is already a problem when speakers are face to face. It\u2019s further exacerbated when communication is via email.<\/p>\nTake into consideration the diversity of your team\u2014 for instance, their work experience or cultural background. Some will have worked from home in the past, but it may be a completely new scenario for others. Be sure to make allowances\u2014at least in the short term\u2014for that, but everyone on the team needs to know what\u2019s expected of them.<\/p>\n
It\u2019s up to you to set deadlines and measurable goals along the way. Failure to do so can result in poor performance and projects that veer off-path. In this case, less isn\u2019t more. The reality is, you\u2019ll likely need to over-communicate team goals\u2014when you onboard and again, every time you review team performance and lay out your next steps.<\/p>\n
<\/p>\n
3. Select Appropriate Communication & Collaboration Tools<\/h3>\n
Gone are the days of the pioneers of distributed teams. Those companies back in the \u201950s and \u201860s that only had a single landline to communicate with.<\/p>\n
Don\u2019t assume that once you\u2019ve provided your team with a means to communicate with each other\u2014perhaps a company smartphone\u2014you have done enough. If you want to know how to manage distributed teams, know this. The lack of software or even the wrong software can have a huge negative impact on their ability to be productive. That really shouldn\u2019t be too surprising.<\/p>\n
And realize that communication and collaboration are two different things. A radio announcer can read out a PSA which you hear but can\u2019t respond to and it counts as communication. Collaboration involves more than a speaker and a listener. It\u2019s multiple parties who come together collectively to accomplish a goal.<\/p>\n
The tools<\/a> you use should make that possible.<\/p>\n4. Hold Regular Meetings<\/h3>\n
In line with the above-mentioned need to communicate your expectations, regular meetings are essential. And this means meetings with the entire team as well as one-on-one.<\/p>\n
Make sure you prepare for your meetings\u2014meaning have an agenda and stick to it. Meetings without a purpose or goal simply waste time and damage productivity.<\/p>\n
Use this time to actively listen to any concerns and try to find solutions.<\/p>\n
5. Make Sure Your Team Has Some Fun<\/h3>\n
While you may want to incorporate a little fun into your scheduled meetings, plan for some non-work interaction.<\/p>\n
Depending on how spread out the team is, you may be able to bring them together for social activities. If possible, make this happen because it\u2019s an important step.<\/p>\n
When you manage a distributed team, you need to provide them with something like a water cooler or breakroom where office staff congregates and chats. So use the collaboration tools you already have and give your team time to socialize and to build team spirit.<\/p>\n
This type of interaction that isn\u2019t related to work can help build strong teams.<\/p>\n
<\/p>\n
6. Don\u2019t Fall Back on Email<\/h3>\n
Yes, email is convenient. Certainly, not the breakthrough in communication that it was decades ago, but it has its use. Just keep email in its place because, in reality, it is one of the worst forms of effective communication. In fact, it might not be too much of a stretch to say it isn\u2019t effective at all.<\/p>\n
As a collaboration tool, email is a complete fail. Even if you use a program that allows you to sort \u201cconversations\u201d into threads where you can nest them together, email wasn\u2019t designed for collaboration. Email is just the digital form of snail mail.<\/p>\n
Remember point # 3 above about choosing the right collaboration and communication tools.<\/p>\n
7. Track Results, Not Hours<\/h3>\n
Some of you wanting to learn how to manage distributed teams may be micromanagers, so this one is going to be hard to choke down.<\/p>\n
Unless you\u2019ve somehow added spyware to your team member\u2019s computers or had cameras set up around their homes without their knowledge, you don\u2019t know what they do with every hour of their workday.<\/p>\n
You don\u2019t need to know what they do every hour of their workday. You may need to repeat that over and over again like a mantra before it sinks in, but you need to learn and accept it.<\/p>\n
Results are the end-game. If your team is productive and meeting deadlines, don\u2019t focus on where they are and what they are doing during \u201cnormal working hours.\u201d Their normal hours may not be the standard 9 to 5 of the corporate office crowd.<\/p>\n
<\/p>\n
8. Set Response Time Rules<\/h3>\n
This may be a bit more difficult for teams spread across time zones, but you should have some sort of asynchronous communication rules in effect.<\/p>\n
Everyone has a guideline around how much time can pass before you respond to a message\u2014no one is expected to reply at once.<\/p>\n
This doesn\u2019t mean you\u2019re asking your employees to be available 24\/7, it simply means that if a message is sent via one of the teams\u2019 usual channels there are expectations around when to expect an answer.<\/p>\n
For example, there may be a guideline that team members should be checking for messages at least every two hours during the workday. This means that what is meant by \u201cworkday\u201d needs to be established and those boundaries need to be respected.<\/p>\n
How does this benefit everyone?<\/p>\n
Members of the team can focus on work without constantly checking their communication tools. Fewer distractions translate to increased productivity.<\/p>\n
9. Establish Clear Workflows<\/h3>\n
Clear workflows will be especially essential when you have teams spread across time zones.<\/p>\n
One of the positives of having teams in different parts of the world can mean quicker response times. But it can also slow down a team as one member in one time zone waits for a task to be completed that\u2019s in the hands of someone a time zone behind.<\/p>\n
To keep a project on time and every stage of it in sight, use workflows and the appropriate project management<\/a> tools.<\/p>\n10. Schedule Regular Check-Ins<\/h3>\n
In the physical office, managers and team members have the opportunity to walk into someone\u2019s office when they have a question or see something that could potentially be an issue.<\/p>\n
In a distributed team, it will be necessary to create those moments. This isn\u2019t a meeting or social time, and it\u2019s not hovering or micromanaging. It\u2019s a way to stay connected, share feedback, and build rapport.<\/p>\n
<\/p>\n
11. Celebrate the Wins<\/h3>\n
They don\u2019t need to be big, end-of-project wins. They could be milestones met along the way, whether individual or corporate.<\/p>\n
Even if they\u2019re just shout-outs, celebrating wins brings a team together, fosters team spirit, and helps members feel invested.<\/p>\n
- \n
- Regardless of where we are, we have the technology to instantly connect<\/li>\n
- Finding the right talent may mean looking beyond the city where a company has offices<\/li>\n
- Employee retention could involve offering them flexible work options<\/li>\n
- Competition is fierce in today\u2019s business environment. Distributed teams can be more agile, able to respond to customer and client demands faster than ever.<\/li>\n<\/ul>\n
However, despite such a long timeline\u2014from the 50s until today\u2014the question remains. How to manage distributed teams?<\/p>\n
Thankfully, the answer isn\u2019t shrouded in secret. The steps involved aren\u2019t all that different\u2014in principle at least\u2014then how any other team is managed.<\/p>\n
<\/span>11 Tips on How to Manage Distributed Teams<\/span><\/h2>\n
Understandably, some leaders may have a hard time wrapping their heads around managing distributed teams. After all, as stated above, there are long-standing paradigms around how work should be carried out.<\/p>\n
Assuming someone didn\u2019t work in retail, at a fast-food joint, or the zoo, like good little drones, everyone filed into their office cubicle in the morning. And people wonder why America is dealing with the Great Resignation. Because that mindset just isn\u2019t working anymore.<\/p>\n
There\u2019s a new paradigm in town so it\u2019s time your company learned how to manage distributed teams.<\/p>\n
1. Find and Hire the Right People<\/h3>\n
All you need to do is look at the cross-section of workers who were forced home at the beginning of the pandemic. While some thrived, others began to die inside, missing in-person, human interaction.<\/p>\n
So part of your selection process must be choosing the right people<\/a>\u2014those who can and will be productive while working remotely. Also, understand that it takes self-discipline for employees to manage themselves at home.<\/p>\n
<\/p>\nThe home office can have as many distractions as the corporate office\u2014they\u2019re just different distractions. You need to know that distributed team members can withstand the temptation of the TV, those mid-afternoon naps, or mornings when it\u2019s impossible to get out of bed. Or accept they can work around their distractions and still get their work done.<\/p>\n
How do you find these people? Look to their past. Have they proven they can be productive from a home office? Can past employers or clients testify to their output despite the TV, the bed, or even the laundry? Then you\u2019ve found your unicorn\u2014except these people aren\u2019t as hard to find as that mythical beast. They\u2019re everywhere.<\/p>\n
2. Define Your Expectations<\/h3>\n
Don\u2019t be vague and most certainly don\u2019t expect your employees to somehow read your mind. Miscommunication at work<\/a> is already a problem when speakers are face to face. It\u2019s further exacerbated when communication is via email.<\/p>\n
Take into consideration the diversity of your team\u2014 for instance, their work experience or cultural background. Some will have worked from home in the past, but it may be a completely new scenario for others. Be sure to make allowances\u2014at least in the short term\u2014for that, but everyone on the team needs to know what\u2019s expected of them.<\/p>\n
It\u2019s up to you to set deadlines and measurable goals along the way. Failure to do so can result in poor performance and projects that veer off-path. In this case, less isn\u2019t more. The reality is, you\u2019ll likely need to over-communicate team goals\u2014when you onboard and again, every time you review team performance and lay out your next steps.<\/p>\n
<\/p>\n3. Select Appropriate Communication & Collaboration Tools<\/h3>\n
Gone are the days of the pioneers of distributed teams. Those companies back in the \u201950s and \u201860s that only had a single landline to communicate with.<\/p>\n
Don\u2019t assume that once you\u2019ve provided your team with a means to communicate with each other\u2014perhaps a company smartphone\u2014you have done enough. If you want to know how to manage distributed teams, know this. The lack of software or even the wrong software can have a huge negative impact on their ability to be productive. That really shouldn\u2019t be too surprising.<\/p>\n
And realize that communication and collaboration are two different things. A radio announcer can read out a PSA which you hear but can\u2019t respond to and it counts as communication. Collaboration involves more than a speaker and a listener. It\u2019s multiple parties who come together collectively to accomplish a goal.<\/p>\n
The tools<\/a> you use should make that possible.<\/p>\n
4. Hold Regular Meetings<\/h3>\n
In line with the above-mentioned need to communicate your expectations, regular meetings are essential. And this means meetings with the entire team as well as one-on-one.<\/p>\n
Make sure you prepare for your meetings\u2014meaning have an agenda and stick to it. Meetings without a purpose or goal simply waste time and damage productivity.<\/p>\n
Use this time to actively listen to any concerns and try to find solutions.<\/p>\n
5. Make Sure Your Team Has Some Fun<\/h3>\n
While you may want to incorporate a little fun into your scheduled meetings, plan for some non-work interaction.<\/p>\n
Depending on how spread out the team is, you may be able to bring them together for social activities. If possible, make this happen because it\u2019s an important step.<\/p>\n
When you manage a distributed team, you need to provide them with something like a water cooler or breakroom where office staff congregates and chats. So use the collaboration tools you already have and give your team time to socialize and to build team spirit.<\/p>\n
This type of interaction that isn\u2019t related to work can help build strong teams.<\/p>\n
<\/p>\n6. Don\u2019t Fall Back on Email<\/h3>\n
Yes, email is convenient. Certainly, not the breakthrough in communication that it was decades ago, but it has its use. Just keep email in its place because, in reality, it is one of the worst forms of effective communication. In fact, it might not be too much of a stretch to say it isn\u2019t effective at all.<\/p>\n
As a collaboration tool, email is a complete fail. Even if you use a program that allows you to sort \u201cconversations\u201d into threads where you can nest them together, email wasn\u2019t designed for collaboration. Email is just the digital form of snail mail.<\/p>\n
Remember point # 3 above about choosing the right collaboration and communication tools.<\/p>\n
7. Track Results, Not Hours<\/h3>\n
Some of you wanting to learn how to manage distributed teams may be micromanagers, so this one is going to be hard to choke down.<\/p>\n
Unless you\u2019ve somehow added spyware to your team member\u2019s computers or had cameras set up around their homes without their knowledge, you don\u2019t know what they do with every hour of their workday.<\/p>\n
You don\u2019t need to know what they do every hour of their workday. You may need to repeat that over and over again like a mantra before it sinks in, but you need to learn and accept it.<\/p>\n
Results are the end-game. If your team is productive and meeting deadlines, don\u2019t focus on where they are and what they are doing during \u201cnormal working hours.\u201d Their normal hours may not be the standard 9 to 5 of the corporate office crowd.<\/p>\n
<\/p>\n8. Set Response Time Rules<\/h3>\n
This may be a bit more difficult for teams spread across time zones, but you should have some sort of asynchronous communication rules in effect.<\/p>\n
Everyone has a guideline around how much time can pass before you respond to a message\u2014no one is expected to reply at once.<\/p>\n
This doesn\u2019t mean you\u2019re asking your employees to be available 24\/7, it simply means that if a message is sent via one of the teams\u2019 usual channels there are expectations around when to expect an answer.<\/p>\n
For example, there may be a guideline that team members should be checking for messages at least every two hours during the workday. This means that what is meant by \u201cworkday\u201d needs to be established and those boundaries need to be respected.<\/p>\n
How does this benefit everyone?<\/p>\n
Members of the team can focus on work without constantly checking their communication tools. Fewer distractions translate to increased productivity.<\/p>\n
9. Establish Clear Workflows<\/h3>\n
Clear workflows will be especially essential when you have teams spread across time zones.<\/p>\n
One of the positives of having teams in different parts of the world can mean quicker response times. But it can also slow down a team as one member in one time zone waits for a task to be completed that\u2019s in the hands of someone a time zone behind.<\/p>\n
To keep a project on time and every stage of it in sight, use workflows and the appropriate project management<\/a> tools.<\/p>\n
10. Schedule Regular Check-Ins<\/h3>\n
In the physical office, managers and team members have the opportunity to walk into someone\u2019s office when they have a question or see something that could potentially be an issue.<\/p>\n
In a distributed team, it will be necessary to create those moments. This isn\u2019t a meeting or social time, and it\u2019s not hovering or micromanaging. It\u2019s a way to stay connected, share feedback, and build rapport.<\/p>\n
<\/p>\n11. Celebrate the Wins<\/h3>\n
They don\u2019t need to be big, end-of-project wins. They could be milestones met along the way, whether individual or corporate.<\/p>\n
Even if they\u2019re just shout-outs, celebrating wins brings a team together, fosters team spirit, and helps members feel invested.<\/p>\n