I’ve worked in a dispersed remote team for about 4 years now, managing 5 employees over 3 different countries.
There’s a lot to learn in the best way to structure the team and ensure communication is effective whilst keeping productivity levels high.
Over that period, these are my top remote work collaboration solutions that I’ve incorporated to help foster a collaborative environment.
1) Regular Check-ins
Both team and individual check-ins on at least a bi-wekkly basis I find are crucial to keep the team engaged and provide a platform for idea sharing and project development.
In remote teams, workers can easily feel siloed, especially if they’re not in regular communication with their team and wider department.
A consistent meeting schedule is the easiest way to keep them engaged, informed and accountable.
Team meetings where employees feel comfortable sharing their ideas and providing feedback are ultimately going to drive a good degree of collaboration.
Giving team members the option to contribute in the meeting or provide notes beforehand is a useful way to cater to those who have different, or preferred communication methods – making them feel comfortable giving input.
2) Encourage Feedback
This should be bi-directional, not just giving feedback to direct reports.
To create a harmonious team structure there should be a feeling of openness and everyone should feel comfortable expressing themselves. This is the best way for us all to improve.
Most HR departments will schedule quarterly or 6 month performance reviews, but there’s no point waiting, potentially sitting on a good idea to improve the way your team can collaborate.
Create a platform for idea sharing and feedback so that quick, instantaneous improvements can be made to collaboration.
3) Remote Work Collaboration Training
I’ve not witnessed this, although as I’ve been in my role for over 5 years, I’ve not been onboarded to a remote team yet.
If the HR team doesn’t include this as part of the onboarding programme, it might be worth asking if it can be incorporated as it has the potential to offer a huge amount of value to remote team collaboration.
The lift doesn’t have to be huge, taking in feedback company wide can help crowdsource the best ideas and document what new staff should be trained on so that collaboration and clear communication is back of mind throughout their tenure.
4) Promote Transparency
Again, this comes down to creating an equitable environment where employees feel comfortable sharing feedback and ideas in the first place.
As a manager you can take the lead to help encourage your team to share their thoughts with you and amongst their peers.
Informing them on what you’re working on, department results, why you think the business is making certain decisions; even a few top level parts about your personal life and what you’ve got going on.
The aim is to be open and make others feel comfortable sharing too.
Creating a feeling that anything can be shared, no matter whether it’s business related or otherwize humanizes the communication loop and fosters a more collaborative environment.
5) Multiple Collaboration Tools
I feel that in today’s age, providing budgets allow, all companies should have one comms tool that enables instantaneous collaboration.
For example, Slack has its pitfalls, it can make us feel like we’re constantly connected to our work 24/7.
What it does do though, is give employees a platform for instant idea sharing, asking for feedback, following up on work and driving productivity.
Having access to an instant messaging tool, email and video conferencing provides platforms to cater to different types of communication.
It’s not as clear cut as this every time, but as a rough guide, it covers all bases for communication and can lead to more effective collaboration and avoid time wasting.
6) Virtual Team Building
Virtual team building can be a useful way to help teams blow off some steam, get to know their colleagues a bit better and feel more comfortable amongst them.
Some activities incorporate aspects of collaboration and effective communication as part of their outcomes. Virtual escape rooms being one example.
Focus on virtual team building that’s inclusive and not over strenuous mentally to make sure it caters for the entire team feeling comfortable and engaged.
7) Celebrate Successes
Celebrating and sharing success helps build remote work collaboration through elevating others and encouraging them to share their good work.
Too often staff can be too modest or don’t realise the value of the work they’re doing through a lack of positive feedback.
When you promote their work it can boost their confidence and encourage them to share their ideas, thoughts and feedback more often to benefit the team by opening up productive conversations.
Remote Work Collaboration Conclusion
Each team is different so be agile when it comes to your approach to remote work collaboration.
This article on Building Successful Virtual Teams might also be useful.
James Waite
Founder of Remoteopia, James has worked in remote roles for 6 years. After a stint in recruitment, he now works as a director of website strategy in tech.
