Managing a fully-distributed team has become more commonplace in recent years, with the rise of remote work and the need for companies to access a larger pool of talent. While there are many benefits to having a distributed team, such as cost savings and increased productivity, managing such a team can be challenging. In this blog post, we will discuss in detail the key characteristics and best practices for managing a fully-distributed team.
Communication
Effective communication is essential for any successful team, but it is even more crucial when managing a distributed team. Communication can be challenging when team members are working in different time zones and possibly different cultures. Managers must establish clear communication channels and protocols to ensure that everyone is on the same page. This includes the use of email, instant messaging, video conferencing, and other tools.
One best practice for effective communication is to establish a daily or weekly check-in with each team member to discuss their progress and any issues they may be facing. This allows the manager to stay up-to-date on each team member’s work and provide guidance and support as needed.
Another best practice is to encourage open communication and feedback. This means creating a safe space for team members to share their ideas and concerns without fear of retribution. Managers should also be open to feedback from team members and make changes when necessary based on that feedback.
Trust
Trust is a critical component of managing a distributed team. As team members are not physically present, managers must trust that they are doing their work correctly. To build trust, managers should set clear expectations and goals, provide regular feedback, and recognize team members’ achievements. Additionally, managers should ensure that team members have the necessary resources and support to complete their work effectively.
One best practice for building trust is to establish a culture of accountability. This means holding team members accountable for their work’s quality and timeliness and providing feedback when expectations are not met. It also means giving team members the autonomy to make decisions and complete their work in their own way.
Organization
Managing a distributed team requires excellent organizational skills. Managers must have a clear understanding of their team’s roles and responsibilities, project timelines, and deadlines. They must also ensure that team members have access to the necessary tools and resources to complete their work effectively. In addition, managers should establish a system for tracking progress and identifying potential issues before they become problems.
One best practice for organization is to establish a project management system that all team members can access. This system should include task assignments, deadlines, and progress tracking. Additionally, managers should establish a system for sharing documents and files, such as a cloud-based storage system.
Flexibility
Flexibility is another key characteristic of managing a distributed team. As team members are working in different time zones and possibly different cultures, it is essential to be flexible with schedules and work arrangements. Managers should encourage team members to establish a work schedule that works best for them, as long as they can meet their deadlines and deliverables. Additionally, managers should be willing to adjust project timelines and deadlines as needed to accommodate team members’ schedules and availability.
One best practice for flexibility is to establish clear expectations for work hours and availability. This means setting specific hours when team members are expected to be available for communication and collaboration. It also means being flexible with these expectations when necessary, such as when team members have family commitments or other obligations.
Technology
Technology is a critical component of managing a fully-distributed team. Managers must ensure that team members have access to the necessary tools and resources to complete their work effectively. This includes communication tools, project management software, and collaboration tools. Additionally, managers should stay up-to-date on the latest technological advancements to ensure that the team is using the most effective and efficient tools available.
One best practice for technology is to establish a technology budget for the team. This budget should include the cost of software and hardware, as well as any necessary training or support. Additionally, managers should encourage team members to share their knowledge of technology and tools and provide opportunities for learning and development.
Best Practices for Managing a Fully-Distributed Team
- Establish Clear Communication Channels
Clear communication channels are essential for managing a distributed team. Managers must establish protocols for communication, including the use of email, instant messaging, video conferencing, and other tools. Additionally, managers should ensure that team members are aware of the preferred communication method and are comfortable using it.
One best practice for establishing clear communication channels is to use a communication plan. This plan should outline the preferred communication method for each type of communication, such as email for updates and video conferencing for team meetings. It should also include guidelines for response times and expectations for communication.
- Set Clear Expectations and Goals
Setting clear expectations and goals is crucial for managing a distributed team. Managers must ensure that team members understand their roles and responsibilities, project timelines, and deadlines. Additionally, managers should provide regular feedback and recognize team members’ achievements to keep them motivated and engaged.
One best practice for setting clear expectations and goals is to establish a project charter. This charter should include the project’s purpose, scope, objectives, and deliverables. It should also include the roles and responsibilities of each team member, project timelines, and deadlines. Additionally, managers should provide regular feedback and recognition to keep team members motivated and engaged.
- Encourage Collaboration
Collaboration is essential for a distributed team’s success. Managers should encourage team members to work together and share their ideas and expertise. Additionally, managers should provide opportunities for team members to collaborate, such as virtual team-building activities and brainstorming sessions.
One best practice for encouraging collaboration is to establish a team culture that values collaboration. This means setting expectations for collaboration and creating opportunities for team members to work together. It also means recognizing and rewarding collaborative efforts and contributions.
- Establish Trust
Establishing trust is critical for managing a distributed team. Managers must trust team members to do their work effectively and provide them with the necessary resources and support. Additionally, managers should provide regular feedback and recognition to build trust and keep team members motivated and engaged.
One best practice for establishing trust is to be transparent and open with team members. This means sharing information about the project’s progress and any challenges or issues that arise. It also means being honest and upfront about expectations and feedback.
- Emphasize Results
Emphasizing results is essential for managing a distributed team. Managers should focus on the team’s results rather than the number of hours they work. Additionally, managers should establish clear expectations for deliverables and deadlines and hold team members accountable for their work’s quality and timeliness.
One best practice for emphasizing results is to establish a system for tracking progress and measuring success. This system should include metrics for each task and deliverable, as well as overall project success. Additionally, managers should recognize and reward team members for their contributions to project success.
Conclusion
Managing a fully-distributed team requires a unique set of skills and best practices. Effective communication, trust, organization, flexibility, and technology are key characteristics for managing a distributed team. Additionally, managers should establish clear communication channels, set clear expectations and goals, encourage collaboration, establish trust, and emphasize results. By following these best practices, managers can effectively manage a distributed team and ensure its success.