June 26 2022 ~ 10 min.

How to work with a team on a remote? Practical guide

Author of the article
Daryna Hodlevska, COO
In the last article you read about one of the two components of successful work with a team on a remote. If you haven't read the previous one, don't worry - read the practical one, and then return to the emotional one.
Organization of technical capabilities for remote work
This item is aimed more at small agencies, freelancers and the rest who are just starting out, or are looking for platforms to improve.

In 2020, miraculously a month before the first covid quarantine for "2 weeks", our team switched to an improved scheduler with the ability to track time Planfix (on this platform we worked for about a year, but still changed it) and a separate messenger for work issues Slack .

Until then, we used Trello and personal chats in Telegram, where there was a mix of everything and something was easy to miss, but the procedure for downloading project documentation and materials was unclear: everything was stored on personal google disks and transmitted only by links. The managers at the time thought about how it would be better and decided to create a separate e-mail, where there were project folders on the google disk).

Creating a virtual workspace is a very painstaking process. Especially when you need to break yourself and start working in a new way. My managerial experience was the second upgrade of the agency: the introduction of corporate Google Workspace and Worksection.
Google Workspace is a product from Google that gives businesses the ability to create their own online workspace, a shared drive to store materials, corporate mail with your domain, and the ability to restrict disk roles to prevent intra-team sabotage.

Worksection is an online project management system. Provides the ability to create projects, tags to them, planning team work, control of deadlines and budgets, reports, communication with the client and the team in the form of comments on tasks.
Before entering all the data into your scheduler, I recommend that you first get acquainted with the interface of the service, try it for yourself (set tasks, try to pass the time, view all the points that you can not explain in a second to your specialist). Next, form a draft on paper \ miro \ figma \ notion. That is, visualize what you plan: project names, project team, project labels, regular tasks *, project data *, and so on.
My insight: if you will use Worksection, create regular tasks on projects, fill them fully and adjust repetition. This way you will save your managerial time by constantly adding tasks and will not delay the specialist if you do not have time to put everything in advance.

My insight: if you use Slack to communicate with the team, create separate threads for each project and add the main links to the project documents in the bookmark: media plan, project folder in Google Workspace, reporting table. Add general information about the project in the description.
Visualization will help to easily navigate, you will use the usual programs or papers, rather than make everything in a new scheduler for you, and then adjust.

To structure the materials of the project, it is better to create an additional folder on the corporate Google Workspace (or at least on a separate mail, which is available only to managers, and the rest of the commands to give only by mail). It is better to name materials by the date of creation, or by distinctive features to find them quickly. By the way, don't forget to download and remind the team about it.
So, I would advise you to choose these services to organize your work:
Organization of the working day of specialists
This point is about management and team building.

Working from home / coffee shop and other remote offices is characterized by a lack of contact with a specialist and you are not able to approach and see what one of your team members is working on, as in the office.

I brought out the perfect messages for myself:
every morning greetings to the team in the general thread: a kind of pleasant check who is in touch and ready to work;

within the working day communication support: questions in the project chats, announcement of the task in the planner, providing comments, receiving suggestions from specialists or reminders about the task.

lunch break announcement
My insight: Before the lunch break, we introduced a mandatory warning in the form of a phrase in the main thread "For lunch". Where then, each team member leaves an emoji in the form of food.
Measuring the effectiveness of employees
My favorite item. Worksection allows you to track time during each task. This allows the manager to:
check the number of working hours of the specialist at the end of the day;

predict the number of tasks performed by a specialist in 1 working day;

calculate the cost of additional tasks from clients or agency needs;

and most importantly - to see that the specialist in the workplace and works.
Reception and adaptation of new team members during remote work of the whole team
The best way to quickly introduce a new team member to the workflow is to create manuals / instructions and an online office.

You can create an online office on the Notion platform. Where to add all the answers to frequently asked questions from beginners, structure the links to all the instructions in 1 checklist with the names and put a task to get acquainted with it.

During the first working week of a beginner, follow his actions and his work a little more than experienced. Let's give feedback on organizational work in a moment: remind for the tracker, change of the status of tasks and correct loading of materials on a disk.
Introduce new solutions for the organization of remote work of specialists, but do not forget about the emotional connection!