Virtual offices are not perfect. You cannot throw up branded Zoom backgrounds and expect your company, culture, and services to go on without a hitch.
Adopting remote positions means changing company policy and adapting to a new employee-manager dynamic. On paper, employees working outside of the office doesn’t seem like it should present many challenges, but it can create problems in several areas, including:
- Communication
- Promotion
- Security
- Manager availability
Knowing the potential pitfalls of remote work means it is possible to plan against them. If your company uses remote employees or recently adopted a virtual office, there are several things you can do to overcome potential issues.
1. Establish Communication Lines
While a custom Zoom background is fun to experiment with, the first thing a manager needs to consider when working with a virtual team is communication. Communication is paramount to teamwork.
When a team switches to a virtual office, a manager must establish communication lines. The lines include a phone number, email, and open Zoom session.
Since virtual employees will probably have different schedules, a manager should stipulate communication times. You might permit phone calls during regular business hours, but answer emails throughout the day.
2. Find Unique Ways To Promote Your Brand
Part of working for a company is becoming a part of the culture. Adopting a company culture with a remote workforce is challenging, but it is possible. For instance, you can incorporate the best Google Meet background with the company logo or slogan.
Promoting the brand also involves sharing the company’s successes with team members. As a manager, tell your team how their project fits the company’s strategy. A team that feels connected to the company and brand is often more fulfilled.
3. Ensure Data Security
Remote workers often use their own devices, which may not be the most secure. Depending on the type of work your team does, the company may want to issue devices to employees or ensure sufficient security across all team devices.
For small businesses, purchasing equipment for the entire team might not be practical. Still, security is a concern, and it should warrant a discussion.
4. Adopt Flexibility
A virtual office manager must be flexible. With team members working different hours and on different project parts, the manager needs to open themselves to frequent communications.
While it is understandable that a team leader may not want to get on the phone at all hours, they must maintain some communication. Most managers prefer to use email for non-emergencies. Others prefer daily Zoom meetings to track progress.
5. Ensure Accessibility
If your company adopts a virtual office, it must also adopt a central software or hub. Your team needs to have some way to interact with the company, other team members, and possibly clients. The connection points should not be individual laptops or personal emails.
Team members need access to the company from a virtual platform. You do not have to invest in a private platform. Many small businesses use Google docs and other digital interfaces effectively. All that matters is your team gets on the same page.
A virtual office can present challenges. Still, with adequate planning, it is possible to overcome any challenge. Talk to a virtual office specialist to learn more about how to build a successful remote team.
