Freelancer to Agency: #11 How to Efficiently Manage a Remote Team

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Hi there! 

Welcome to the next edition of the Freelancer to Agency series. In last week’s newsletter, we spoke about How to Hire the Right People for Your Agency.

Today, we’ll talk about how to manage a remote team.

While hiring is just the first step to building a team, being able to efficiently manage a remote team is a skill that every agency owner needs to learn. 

And that takes time!

So here are some tips that will help you to manage your remote team effectively!

Set clear expectation

You cannot manage a remote team without setting clear expectations. As an agency owner, setting clear expectations helps to create shared expectations for everyone involved. 

These expectations should include everything from work hours to task management and any adjustments to project timelines. 

Let your team members know how exactly what you expect from them. 

But your expectations need to be realistic to avoid setting yourself and your team up for failure.

Set up communication channels

Picking the right communication channels is essential when your team is scattered around the globe.

Email won’t be enough as some type of communication is not suitable for email.

While Slack has emerged as the industry standard, there is also a range of other suitable messaging apps that can work in a company setting.

But you will probably have to try what works best for you and your team. Not everyone is responsive on Slack, and some people are strongly opposed to using private messaging apps like WhatsApp at work.

So find what works best for you and your team.

Utilize the right productivity and management tools

Project management tools like Notion, Trello, and Asana, virtual collaboration tools like Miro, cloud storage services like Google Drive, and screen capture software Loom will become incredibly useful for you and your team.

The right remote team management tools will allow you to delegate tasks, manage resources, monitor project progress, and keep you and your team organized. This way, you won’t be left confused about who in your team is doing what or when it will be ready to go out to the client.

Monitor performance and provide feedback

As an agency owner, it’s important to monitor your team’s performance and provide feedback to improve your team’s productivity.

Of course, to do this effectively, you need to set clear goals and objectives for each team member, as already mentioned!  

As with any feedback, always include positive feedback and areas for improvement.

Also, make sure to explore any concerns your employees raise, even if they are with you. After all, you’re part of the team, too, and if team members are having issues with how you manage things, you will want to hear them and likely adjust your management style.

Prioritize regular team check-ins

Yes, all those video calls and meetings can get annoying, but regular check-ins with your remote team are a must!

Team check-ins can bring employees together, albeit in a virtual setup, and ensure that everyone’s on the same page. 

Team check-ins also provide your employees with a space to share any ideas that they might have that can grow your business and highlight any issues they are facing. This can help you address and fix such issues before they escalate.

Have 1-on-1 meetings

1-on-1 meetings are an excellent way for you to strengthen your work relationship with your team members. 

Having individual 1:1 meetings not only provides a private venue to give and receive feedback, but they are also great for employee satisfaction and retention.

In one-on-one conversations, your team members can get the guidance they seek and feel that they are valued by the agency.

Resolve conflicts proactively 

As an agency owner, you need to resolve conflicts proactively to maintain a productive and positive work environment. You can do this by empowering your team members to resolve disputes among themselves.

But if that doesn’t work, have 1-on-1s which each party to hear all sides and then decide what the best way forward is to proceed.

Build a positive company culture

At the end of the day, work needs to be fun. 😊

And to make work more fun, you need to build a company culture that makes it enjoyable to work at your agency - both for you and your team.  

In many ways, your company’s culture is a reflection of you and how you like to do things. So you can decide what you want it to be like to work at your firm. That includes the perks you will give your employees, how many holidays they will get, and how hard/much you expect people to work.

What’s important is that you have a work culture that makes your team members feel appreciated, connected, and valued regardless of the physical distance. This can greatly impact your team’s productivity and give them a sense of ownership.

That’s a wrap for today. 

Looking forward to talking to you next week!

Alex

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