You're leading a project team that's working remotely. How can you keep everyone on the same page?

First and most important step to keep your remote team aline is that you should define the scope to the team mates according to their respective and and inform them about the objectives of the given task. A loud and clear scope and objectives will help the team to work on the same page and have a good uniform working environment.

For example, establishing virtual meetings where all members can express their expectations and understand the purpose of the project. Additionally, using project management tools like Trello or Asana can help maintain a clear track of tasks and goals. It is essential to foster open and constant communication among team members. This can be achieved through regular video conference meetings, emails, and group chats. Furthermore, setting clear expectations about deadlines and responsibilities for each team member helps keep everyone focused on the same objectives.

Do regular video meetings for updates, clear communication channels, use project management tools for tracking progress, frequent check-ins, setting clear goals and expectations, encouraging collaboration, documenting processes and decisions, providing timely feedback, developing a supportive team culture, and promoting transparency to ensure everyone stays aligned and motivated.

After informing the team about the scope and objectives now you should have to assign the role and responsibilities of the team mates. Every team member having different and unique skills so by considering that in mind you can assign the roles to team members.

For instance, appointing a "communication facilitator" to coordinate virtual meetings and keep communication channels open can prevent confusion and delays. Similarly, appointing a "follow-up coordinator" to monitor task progress and ensure deadlines are met can keep everyone focused and committed. Moreover, establishing a "technology expert" to provide technical support and ensure proper access to collaborative tools ensures smooth operations. In summary, by assigning specific and clear roles, each team member understands their contribution and responsibility, fostering collaboration and cohesion in a remote environment.

Ensure your team have their own task and only provide help when necessary. Be open to your team let them be sure of what their responsibilities are. Make sure they understand what is required of them.

Utilizar ferramentas online de gestão de atividades e principalmente dos projetos, com responsabilidades muito claras, com prioridades e prazos definidos. Garantir que todos estão acessando as mesmas informações é fundamental para o trabalho em equipe híbrida.

For instance, setting milestones such as "Complete research by April 15th" and "First draft of the report by April 30th" ensures clarity and accountability. Additionally, organizing regular virtual meetings to review progress and address potential obstacles fosters team communication and commitment. By clearly communicating expectations and providing constructive feedback, team cohesion is strengthened and efficiency is maximized, even in remote environments.

Remote work has many advantages but issues relating to misalignment of focus & dips in communication that can arise if such a work dynamic is not set up to avoid such pitfalls. When creating remote work teams it is critical that expectations on engagement, accessibility and productivity are established up front and captured via documented agreements/contract etc. Persons should be aware and acknowledge they know their reviews, assessments and possibly performance ratings will be linked to certain KPIs, some of which involve active and ongoing communicating and positive contributions to the team (these should be defined as much as possible). Ensuring team members also have the means to properly & consistently communicate is also critical.

For example, use tools like Slack or Microsoft Teams for instant communication and file sharing. Organize regular virtual meetings where team members can discuss ideas and solve problems together. Foster a culture of transparency and mutual support, where everyone feels free to express their opinions and ask for help when needed. Additionally, encourage the creation of specific task groups for projects, where members can focus on specific tasks and collaborate more efficiently.

An effective way to do this is to schedule regular individual meetings to provide personalized guidance and acknowledge the achievements of each member. Additionally, fostering a culture of appreciation through simple yet meaningful gestures, such as sending thank-you emails or publicly recognizing team successes on internal communication platforms. For instance, highlighting a team member who has overcome a particularly challenging obstacle or provided an innovative solution. These actions not only strengthen the bonds among team members but also cultivate a sense of belonging and motivation, crucial for keeping everyone on the same page in a remote environment.

One cost to remote working is the lack of ad-hoc opportunities to motivate and mentor younger colleagues, leaving many early career professionals feeling rudderless and invisible. These critical conversations can still take place in a virtual space, but we can no longer rely on chance meetings in the elevator or by the coffee machine. Leaders need to take the time to schedule routine check ins online…just to see how people are and to build trust and rapport. With this in place, it gives room to provide feedback in an organic, low stress manner.