So far, yet so near

Remote working is now a global phenomenon with 50% of the workforce working in some sort of telecommuting role and 80% to 90% of all employees have expressed that they would like to work remotely.

According to Global Workplace Analytics, offering remote opportunities is an attractive way to gain productive workers and the trend is playing out domestically too.

However the challenge here is how to manage these employees?

“Remote employees handle a lot of crucial work in organisations these days. Hence, it is important that they are accountable for the work they do and ensure that they not being physically present does not hamper the final output,” Achal Khanna, CEO, SHRM India says.

Regular one on one check-ins could be a way.

“While it is a good practice to empower remote employees, it is also important that their work be tracked so as to avoid any kind of remiss behaviour,” Khanna says, adding that every once in a while, whenever possible, visual communication techniques such as video conferencing should be used.

“Assessments for these employees should be done using the same metrics as that of the regular employees in order to give them an equal opportunity to showcase their performance. Remote employees are an asset if they are encouraged and given the required support.”

Construct a communication strategy – Establish a guideline, set the requirements that need to be met on a daily basis. Create a to-do list for this if the need be, as some people work better when they have a list of tasks assigned to them. Build some ground rules such as emails should be responded with 24 hours, use text messages/calls for urgent matters, availability during working hours, use shared documents and worksheets, etc. Arrange for a monthly check-in which can be in person or through an email; this would cover the update of the entire month. This communication strategy should be aligned with the team’s as well as the organisation’s goals, which will prioritise the work, and give an understanding of efficiency, hence ensuring maximum productivity.

Kamal Singal, MD & CEO, Arvind SmartSpaces says, “Managing remote employees is the reality of life today as businesses are spread across geographies. A seamless flow of communications is key to manage employees located remotely. With technological advancements, this has become possible and convenient than ever before. Regular engagements with them will ensure better understanding of the situation on the ground and make the employees feel part of the team. Supervision is typically the biggest challenge with remote staff and this is being made possible with the use of technology.

A robust information system with proper feedback loops allows a seamless flow of information and helps track work real time.”

The cardinal rule for the employer here is to trust the team. A remote employee is as much a part of your organisation as the one present in the office, show your support by enquiring on a regular basis if they need your help instead of just focusing on the progress reports and numbers. Invite them for team outings and town halls, acknowledge them through R and R (Rewards and Recognition), wish them on their birthdays and work anniversaries, ask them about their families to understand their personal background and support them there as well if required. This will keep them motivated and also make them believe that they are an integral part of the organisation.

For millennials, flexibility in terms of work and workplace is one of the most important criteria while accepting a job, hence, the concept of remote workplaces works well in the favour of employees as well as the employer. It saves on the travel time, increases the flexibility, helps in attracting right talent, saves on the space cost, hence, if managed effectively, leads to a win-win situation.

THE REMOTE CONTROL

• A seamless flow of communications is key to manage employees located remotely
   
• Arrange for a monthly check-in which can be in person or through an email
   
• Invite them for team outings and town halls, acknowledge them through rewards and recognition
   
• A robust information system with proper feedback loops helps track work real time
   
• Show your support by enquiring on a regular basis if they need your help
   
• Regular engagements with them will ensure better understanding of the situation on the ground

The writer is manager - human resources, Sila