A guide to managing complex projects remotely
Managing projects remotely is nothing new – project teams have been working effectively and collaborating seamlessly in remote settings well before the COVID-19 pandemic. However, to be successful there are a few important guidelines that team members must adhere to. These are especially key for teams moving to remote collaboration for the first time.
Communicate accurately and often.
Team and project leads must keep accurate information flowing. Any breakdown in communication will have a catastrophic effect on team success.
Everyone must respect the scheduled meetings.
With project team members working remotely, sporadic hallway conversations that naturally occur in traditional brick and mortar settings no longer take place. As a result, 100% attendance of scheduled meetings is important.
Adapt communication methods in the remote team environment.
Working remotely means less eye contact and the ability to read body language during conversations between team members. Here are some techniques to allow effective communication:
Try to avoid asking questions that can be answered with a simple yes or no.
Have a team member repeat a concept/request/directive in their own words to ensure understanding.
Have clear agenda for a meeting and follow it.
Encourage all team members to participate; especially those with a solid understanding of the topic but are apprehensive to share.
Summarize agreed upon actions or deliverables before ending meetings.
Follow-up verbal requests in written form.
Utilize team-oriented social media applications such as Slack or Microsoft Teams.
In lieu of water cooler or break room conversations, applications like Slack or Teams help maintain spontaneous connections between team members. These platforms have mobile companion apps allowing team members to connect in real time.
Utilize reliable and secure online meeting applications.
We recommend Zoom or GoToMeeting. Whatever you decide, ensure that all team members have access.
Establish a secure and reliable medium for file sharing/collaborating.
Once you select a medium in which to collaborate, such as Google or Microsoft 365, set specific ground rules regarding its use.
Ensure that all team members have secure and reliable internet connections.
Expect some troubleshooting up front. Team members new to working remotely may require VPN access credentials from client/employer IT department.
Set team member expectations.
Just because team members are working remotely, proper work etiquette shouldn’t be ignored. Below are a few of the expectations we’ve set at MRC:
Don’t forget to say hello/good morning before blasting your team member with a problem or crisis. There are still real people behind the screen!
Always keep your status updated in Teams or Slack. There nothing more annoying than pinging someone who looks to be available and not getting a response. It’s equally annoying to have your Teams message pop up in the middle of a presentation.
Don’t SCREAM or YELL at your team members by using all caps.
Minimize the use of highlights unless it is absolutely necessary. Same with emojis.
Write in complete sentences.
Pick up the phone or dial into your online meeting app and call whenever possible.
Though you’re working remotely, get dressed and ‘go to work.’ Going through a morning ritual, including putting on “work clothes,” helps you get in the right mindset for the workday.
Have a designated home office area. Your bed or couch is not a very good home office.
Set expectations appropriately with other members of the household regarding interruptions during work hours.
Take breaks, especially for lunch.
Leave the laundry, dishes and any other distractions until after work.
End your workday.