For many businesses, a remote workforce is a dream come true. It keeps costs low, saves commuting time, and allows team members to work on their own terms.
However, there’s more to it than that.
Talk to any remote worker about their work conditions, and you’ll likely hear some common challenges and complaints from all of them. Issues with communication, connectivity, technical difficulties related to device management, security concerns, and problems with psychological well-being and motivation are among the most frequently mentioned challenges of a remote workforce.
In this blog, we’ll explain what remote workforce management is, and then talk about its benefits and challenges. We will then provide some tips and practices on how to manage a remote workforce properly.
What is Remote Workforce Management?
Managing a remote workforce is quite different from managing an in-house team. Remote workforce management refers to all practices managers should do to maintain a functional and productive team of remote workers.
The main challenge in managing a remote workforce is that the team is dispersed across different places and possibly different time zones. So the ultimate challenge of remote workforce management is coordinating and synchronizing team efforts.
There are different areas to take care of here:
- Communication and collaboration among team members.
- Device and technology management.
- Suitable policies and practices to ensure compliance (legal and security).
- Employee engagement and wellbeing.
Practically, a remote team faces different challenges in each of these areas. We’ll discuss these challenges later in the article and suggest some best practices to properly manage and motivate a remote workforce.
Benefits of Having a Remote Workforce:
Before we jump to the challenges that a remote workforce faces, it’s nice to indulge in its benefits to see why it’s all worth it.
- Reduced Costs: with a remote workforce, you don’t need to rent an office and pay for its equipment and energy costs. Team members can cut the costs of commuting to work as well.
- Larger Talent Pool: with a remote workforce, you have the option to hire anyone from anywhere in the world as long as they can be equipped with the right tools. So you have a larger talent pool to hire from.
- Employee Autonomy: remote team members feel more freedom to manage their work-life balance. Taking control of your work hours is a privilege, especially in some special circumstances.
- Increased Productivity: some studies show that remote workforces could be more productive than in-house teams. Obviously, this depends on how well the remote team is equipped, trained, and managed. We’ll get back to this later in this article.
Challenges in Managing a Remote Workforce
Remote work has become common since the COVID-19 pandemic. It certainly makes it possible for people to work on their own terms, but it brings unique challenges for managers and businesses. These challenges can affect communication, productivity, and security. Here are the five major challenges of managing remote teams:
1. Communication Gaps
Walking over to a colleague’s desk or having impromptu meetings is easy in an office. For a remote workforce, these spontaneous interactions are challenging, if not impossible.
For 27% of remote workers surveyed by Hubspot, difficulties with communication and collaboration between teams are considered the top connectivity problem.
Remote communication relies heavily on emails, chats, and video calls. This can lead to interruptions and misunderstandings. Time zone differences can also delay responses and slow down decision-making processes. These issues, along with others, create communication gaps among team members, ultimately decreasing their productivity.
2. Security Risks
Employees working remotely often use personal devices and home networks, which may not have the same security measures as office devices. This increases the risk of data breaches and cyber-attacks. Companies must protect sensitive information and maintain compliance with regulations and data protection trends. A great way to achieve this is by maintaining control over employees’ devices and network security. We’ll talk about this in the next section.
3. Tracking Productivity
In an office, managers can observe employees and gauge their productivity by seeing them work. Remote work, however, requires different methods for tracking productivity, such as employee monitoring, regular check-ins, and setting clear milestones. These methods can sometimes feel intrusive to employees and may not accurately measure and monitor their performance, particularly for those working flexible hours.
4. Technical Issues
Remote work depends heavily on technology. In a survey by AnyDesk, over 35% of respondents report experiencing IT issues, such as internet problems, software glitches, or hardware failures.
Unlike in an office setting where IT support is readily available, remote workers may need to troubleshoot problems independently, which can be time-consuming and frustrating.
5. Maintaining Engagement
Another challenge for a remote team is keeping team members engaged and motivated. Without the social interactions of an office environment, remote workers might feel disconnected from the company’s goals and culture. Managers need to find ways to keep employees motivated and involved. Some of these ways are giving regular updates, recognition of achievements, and virtual team activities.
If any of the five challenges explained so far are a source of inconvenience and trouble for your remote team, go over the next section. We’ll discuss some techniques and tools to manage your remote workforce and improve its productivity.
Top Tips and Best Practices to Manage Remote Workforce
Managing a remote workforce requires thoughtful planning and the right tools. In this section, we have divided the strategy for optimizing your remote workforce into three parts (although you will see that they’re all very connected to each other):
1. Taking Advantage of Mobile Device Management Solutions
Mobile Device Management software, is a tool used by organizations to manage, monitor, and secure mobile devices such as smartphones, tablets, and laptops. This software enables IT departments to control and protect data across a fleet of devices, ensuring they are used safely and effectively within the company.
Mobile device management (MDM) solutions can help you manage your remote workforce in multiple ways:
- Better Security: MDM helps protect company data on all devices, regardless of location. If a device is lost, you can erase the data remotely.
- Easier Device Management: With MDM, your IT team can handle all company devices from one place. This makes things like updating software or adding new apps much simpler.
- Equipping Team Members: MDM ensures everyone has the right apps and tools to do their jobs. It can also block distracting websites or apps, and it is handy when working from home.
- Reducing Costs: When you can fix most device problems remotely, you spend less on IT support. Plus, when devices work well, people can keep working without interruptions.
- Following Compliance Rules: If your industry has strict rules about data protection, MDM software can help you follow them, even with a remote team.
You need to choose a suitable MDM solution to take advantage of these benefits. To do that, you need to keep these two tips in mind:
A. What MDM Solution Is Ideal for You?
Start by doing your homework when you’re setting up an MDM solution. Look for a system that works well for your company. Think about things like:
- Will it work with all your devices?
- Does it have robust security features?
- Is it easy for everyone to use?
After you pick one, make a plan for rolling it out. This includes creating user accounts, setting up devices, and training employees on how to use the MDM platform.
B. How to Configure the MDM Solution:
When configuring the MDM, set it up to match your company’s rules and security needs. This means:
- Determine how devices can be used.
- Select which apps are allowed.
- Setting up security features like encryption and passwords.
Don’t forget to keep your MDM settings up to date. New security threats always pop up, so staying on top of updates is important.
When your team works remotely, good communication becomes even more important. Let’s look at some remote communication techniques and tools to keep everyone connected and on the same page.
2. Communication Strategy and Tools for Remote Workforce Management
When teams work remotely, they lose the natural physical interactions in an office setting. No more impromptu discussions at the water cooler or quick desk-side chats. This makes intentional remote communications even more important. Good communication helps prevent misunderstandings, keeps everyone aligned on goals, and maintains team morale.
Here are some tips to enhance communication among remote team members.
A. Video Conferencing
Video conferencing is great for remote face-to-face meetings, even when you’re not in the same room. They allow for:
- Team Meetings: Schedule regular team meetings where everyone can see and hear each other. This helps maintain a sense of unity and allows for real-time discussions.
- One-On-One Check-Ins: Managers can use video calls for personal check-ins with team members. This provides a space for more in-depth conversations about work progress, challenges, and personal well-being.
- Presentations and Demos: Video calls are ideal when showing something visually. You can share your screen to walk through a new process or present results to the team.
- Virtual Social Events: Host online team-building activities or casual hangouts. This could be a virtual coffee break, an online game session, or a team quiz.
Tips for Conducting Effective Video Calls
- Set an agenda and share it beforehand.
- Use the mute button when not speaking to reduce background noise.
- Encourage everyone to turn on their cameras when possible.
- Record important meetings for those who can’t attend.
B. Project Management
Project management tools provide a central place for organizing and tracking work. They help with:
- Task Assignment: Assign tasks to team members and set due dates.
- Progress Tracking: See at a glance what stage different projects are at.
- File Storage: Keep all project-related documents in one accessible place.
- Collaboration: Comment on tasks to discuss details or provide updates.
Tips for Using Project Management Tools
- Break down large projects into smaller, manageable tasks.
- Use labels or tags to categorize tasks (e.g., urgent, in progress, blocked).
- Regularly update task statuses to keep information current.
- Integrate with other tools like calendars or instant messaging for seamless workflow.
- Process is more important than tools, and there is plenty of free project management software available to start.
C. Instant Messaging
Instant messaging tools recreate the quick, casual conversations in an office. They’re great for:
- Quick Questions: Instead of sending an email for a simple question, team members can get fast answers through chat.
- Team Updates: Share brief announcements or updates that don’t require a full meeting.
- Informal Chats: Create channels for non-work discussions to help team members bond.
- File Sharing: Quickly share documents or images related to ongoing work.
Tips for Using Instant Messaging Effectively
- Create separate channels for different projects or topics.
- Use status updates to let others know if you’re available or busy.
- Agree on response time expectations (e.g., respond within 2 hours during work hours).
- Use threads for longer discussions to keep channels organized.
3. Training and Supporting Remote Employees
The right training and support help remote employees do their best work and feel connected to the company. Let’s look at some key areas:
A. Onboarding New Remote Employees
Starting a new job remotely can be tricky. Here’s how you can make it smoother.
- Create a Welcome Package: Send new hires a digital welcome pack with all the info they need about the company, their role, and the team.
- Virtual Office Tour: Set up video calls to introduce the new person to different team members and departments.
- Buddy System: Pair the new employee with an experienced team member who can answer questions and offer support.
- Spread It Out: Don’t cram all the training into one day. Space it out over a week or two to avoid overwhelming the new hire.
B. Ongoing Skill Development
Team training is at the core of digital transformation among companies these days and shouldn’t stop after onboarding. Here are some ways to keep skills sharp.
- Online Courses: Offer access to platforms like Coursera or LinkedIn Learning for ongoing education.
- Webinars: Host regular online workshops on relevant topics.
- Skill-Sharing Sessions: Encourage team members to teach each other new skills in short, online sessions.
- Virtual Conferences: Support online industry event attendance to stay current with trends.
C. Mental Health and Wellbeing
Working from home can be isolating. Here’s how you can support your team’s wellbeing.
- Regular Check-Ins: Have managers do one-on-one calls to see how team members are doing.
- Encourage Breaks: Remind people to take regular breaks and step away from screens.
- Virtual Social Events: Organize online team-building activities or casual hangouts.
- Wellness Resources: Provide access to online mental health resources or counseling services.
- Hybrid Work Schedule: This would allow local team members to enjoy hanging around each other if they feel a bit distant and lonely.
D. Technical Support
Remote work relies heavily on technology. It’s important to invest in the right digital transformation platforms and make sure your team has the right support.
- IT Helpdesk: Set up a way for employees to get help with tech issues quickly.
- How-to Guides: Create simple guides for common tech tasks and tools.
- Regular Check-Ins: Have IT staff check in with employees to address ongoing issues.
- Equipment Support: Have a clear process for requesting and replacing equipment when needed.
Conclusion
Managing your remote workforce and optimizing their performance is more challenging than it seems. The end goal is to create a culture of meaningful collaboration and communication, and there are various challenges along the way.
This guide provides you with the right tools and best practices to tackle different aspects of remote workforce management from communication gaps all the way to employee engagement. Make sure you follow these steps carefully to create a productive remote workforce.
