Q. Hi, we recently allowed telecommuting and currently have a few employees who have signed-up for this option. In light of the recent news about a major online firm vetoing telecommuting and asking all their employees to report to office, my question is, what advice do you offer on managing virtual teams or telecommuting employees effectively? – Hans H.
A. Hi Hans, excellent question. Yes, telecommuting has lately become a topic of much debate among the HR community.
Telecommuting is an attractive option to professionals, especially in the current workplace environment where about 43.3% of professionals say that they do not have a good work-life balance, according to
Bayt.com’s Work-life Balance in the MENA poll (September 2012). However, the key concern for every employer is whether an employee can be as effective working from home as they are when at the office. How can you make sure that communication is seamless within the team and that all data is secure? In essence, virtual teams are different because they don’t communicate and interact in a traditional face-to-face manner; however, it is possible to successfully manage telecommuting as long as you plan well for it:
1. Set your team objectives:
Though members of your team may be working remotely they need to operate as one unit. A well communicated set of objectives and goals will ensure everyone is on the same page. Also make sure each member of your team knows exactly how they are contributing to achieve the set objectives. If your telecommuting team members think they are working individually, they will act individually; but if they know they are working towards a common objective they will be more active in collaborating with other team members.
2. Use the right technology:
Using the right technology and online tools is important for the success of your telecommunication program. Make sure your team members who are working from home have access to the internet, audio-conferencing, file sharing and other software for collaborating.
You also need to understand the software and tools that your employees use on a day-to-day basis and the associated security risks involved, so make sure you take this into account in your overall telecommuting plan. Ensure that sensitive data such as contracts and client lists are available for viewing only. Carefully assess such things prior to allowing employees to work offsite, to avoid technical glitches and data leaks.
3. Communicate often:
To make sure that your telecommuting team does not feel isolated, arrange for weekly or short daily teleconferences. Regular communication will also keep your team motivated. 78% of respondents in
Bayt.com's Employee Motivation in the MENA survey (January 2013) feel that their line manager is committed to the organization; but when it comes to communicating organizational matters, the managers do not appear to be performing very well.
4. Proactively manage their workload:
Be extra diligent in workload management to ensure that work is completed on time. Explicitly communicate the deadline to your telecommuting team when assigning tasks. If the project has a six-week course for completion, then break it up into weekly phased completion. This will ensure that your project delivery stays on course and achievable.
Telecommuting can be a valuable option for employees and helps to establish you as a considerate employer.
Is telecommuting offered in your organization? If you are an employer, do you have any tips to share for managing telecommuting employees?
