How To Effectively Collaborate With People On The Other Side of The World
Remote teams listen up…
Imagine a future where children gather around a campfire, asking their parents, “Daddy, what’s an office?”
This scenario may sound far-fetched, but with the rise of remote work, the traditional concept of an office is rapidly evolving. We now find ourselves collaborating with colleagues from around the world, leveraging our skills alongside the best in our respective fields.
The key to success lies in team productivity, as the most productive teams often reap the greatest rewards. In this article, we will explore effective strategies for distributed workforces to become super collaborators, taking their productivity to new heights.
Embracing Asynchronous Communication
At first glance, increasing productivity and promoting asynchronous communication may seem contradictory. After all, how can team members working and sleeping at different times contribute to enhanced productivity?
The idea of reaching out to someone who might be unavailable can be akin to a game of tag or Whac-A-Mole. Coordinating work across time zones can indeed present challenges, but there is evidence that it can significantly boost productivity.
When we recognize the inefficiency of traditional office meetings and how distributed teams have fewer meetings and more individual and independent work, the benefits of diverse time zones become apparent.
Remote work allows employees to manage their time effectively, working during their most productive hours and producing their best work. It also reduces burnout, fosters work-life balance, and minimizes interruptions — all of which favor distributed teams.
However, it’s crucial for remote teams to address the challenges of virtual collaboration through effective communication via messages and emails, as disorganization and dysfunction can easily emerge.
Getting Communication “Right”
Crystal-clear communication is vital for both office and remote teams, but it becomes even more critical in remote work situations.
Endlessly exchanging emails can be frustrating and a waste of valuable time and resources, leaving you feeling like you’re falling behind. Ironically, to achieve clear communication, remote teams must minimize unnecessary communication.
This means reducing instances where team members wait for instructions or struggle with unanswered questions. An efficiently running team operates like a well-oiled machine. To reach this state, two essential elements must be established early in the collaborative effort.
Firstly, clearly define roles, expectations, and deadlines. Although this requires initial discussions, explanations, and examples, it ultimately minimizes back-and-forth communication and waiting time. Establishing clear-cut boundaries and assigning specific responsibilities helps everyone understand their part in the bigger picture.
Clearly defined handoff points prevent any ambiguity regarding who is responsible for each task. Team members should also grasp how their work impacts others and how delays can disrupt the entire system. Strict adherence to deadlines and work quality is crucial.
Secondly, establish standard operating procedures (SOPs), templates, and checklists. When policies and procedures are well-documented, team members no longer need to wait for instructions because they have already been provided.
Once a remote team establishes an effective workflow, the focus shifts to optimizing and increasing speed and efficiency.
Increasing Speed and Improving Efficiency
When a team finds a system that works, the next step is to maximize its benefits. Achieving increased speed and efficiency often involves three key actions:
- Automation: Identify repetitive and routine tasks that can be automated, thus accelerating the workflow. For example, consider automating customer communications such as email reminders to free up time for more creative work.
- Utilize available tools: Take advantage of technologies, equipment, and third-party services that can enhance efficiency and make your business more robust. Proactively seek out and leverage these tools. The willingness to embrace and use available resources sets successful teams apart from their competitors.
- Optimize by subtraction: Streamline your operations by identifying activities that don’t add significant value to your product or service. Minimize or eliminate these tasks altogether. Focus on the 20% of efforts that generate the most value and contribute to your success. Applying the Pareto principle can help you prioritize and optimize your team’s efforts.
Team Maintenance
After optimizing their workflow, remote teams must remember that they consist of individuals who face personal challenges, health issues, and other life struggles. In any collaborative effort, it’s the people that matter most, not just the tools they use. Here are some practices that foster a healthy work-life balance within the team:
- Cultivate personal hobbies: Encourage team members to engage in activities they enjoy outside of work. Working remotely is a long-term commitment, and without a healthy balance, burnout is inevitable. Investing time and effort in hobbies provides much-needed relaxation and rejuvenation.
- Foster non-work-related discussions: During meetings or virtual gatherings, create opportunities for team members to share about their hobbies and personal interests. This humanizes the team and allows individuals to connect on a more personal level. Taking occasional breaks from work-related discussions boosts morale and team spirit.
- Encourage creativity: Remote work provides individuals with the freedom to express their creativity. Grant autonomy and trust to team members, allowing them to approach tasks in ways that align with their own aesthetics and beliefs, as long as it meets the agreed-upon quality standards. This empowerment increases motivation, productivity, and creativity within the team.
With these strategies, your remote team can become a highly productive and profitable force, pushing the boundaries of collaboration in the modern work landscape.
