Tips for managing remote employees

1. Communicate well. Make sure that the lines of communication stay open and that you speak on the telephone regularly. Look out for early warning signs that the arrangement may not be suiting the employee and take any remedial action. You may find it useful to speak on the telephone every day, at least initially, until you are sure that all is going smoothly. Don’t always rely on email. If you speak on the telephone or meet face-to face, you are more likely to pick up any underlying issues or concerns and it will also be easier for the employee to feel they can raise any concerns informally. Not every manager is a great communicator. If you think you need some guidance in this area, ask for training. Communication is the crucial skill to master if you are to make a success of flexible working.
   
   
2. Use technology to compensate for distance. Use frequent teleconferencing as a way of keeping the whole team working on a project in regular touch. You might also want to consider using Instant Messaging or similar applications to help people chat with each other in an informal way.
   
   
3. Train people for flexible working. Some employees will be more self-motivated than others. Provide clear instructions and guidance as to exactly what work is required as well as clear deadlines. In some cases, employees may benefit from specific training in time management techniques.
   
   
4. Trust employees. Learn to trust your staff and let go of micro-management.
   
   
5. Support flexible working. You will need to ensure that somewhere is provided for all employees to use PCs and access the Internet when they are in the office, even if it is a team desk facility
   
   
6. Actively encourage teamwork and social interaction. If some or all of your team are working remotely, it is more important than ever that you have regular face- to- face team meetings. Use this time to clarify overall objectives as well as ensure everyone is clear on what they are tasked to achieve. As manager, it is up to you to provide the overall vision. This will help your remote workers feel motivated and see where their role fits in.
   
   
7. Manage by output not input. As a manager, you will need to focus on deliverables and results instead of presence and activity. You will need to find other ways of checking that your employees are engaged and on track.  Remember that there are a hundred visual cues that you usually use everyday as a manager to check whether an employee is excited and understands what he needs to do. You will need to identify ways of compensating for this visual feedback. Make the shift to ‘management by output’ rather than ‘management by eyeball.’. Similarly, your remote employees are missing out on the visual cues that tell them that their work is valued. When in the office, the fact that you smiled or said thank you when they delivered a report, for example, may have added to their sense of motivation. So remember that your remote employees also need confirmation that their work is valued and give them positive feedback.
   
   
8. Facilitate culture change. The employees who are office based may feel resentful of remote workers. Make sure that they know why the flexible working system has been implemented and consider how their own roles may need to change to complement the remote workers.
   
   
9. Be clear about what you expect. If you need remote employees to be available to be telephoned or emailed at a particular time, make it clear in advance. If you call and there is no reply, you should not assume that the employee is on the beach! Expect that the employee will not always be at the end of the telephone, unless you have made it clear in advance that you would like him to be. It is also important to specify any other expectations that you have in advance. Then the employee will have a clear framework to work within.
   
   
10.  Recognise that people have a life outside work. It is crucial that you make sure that your staff understand that they are not expected to be on 24 hour call, if they are working remotely and that they should make full use of the ‘Off’ buttons on their computer and mobile phone.
    
    
11.  Lead by example. Work flexibly and show others how well it can work, as well as enjoying the benefits yourself.
    
    
12.  Lead well, manage sparingly. Set overall goals and objectives, be clear about required outputs –then leave it to your staff to excel.

If you have any feedback, questions or need more information, email flex@actnowcornwall.co.uk or call 0800 800 935.

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