With many businesses considering how best to keep teams connected when not everyone can be in the same location, they need to think about the best ways to keep teams productive and on task. Here are some best practices for fostering collaboration when your teams find themselves working remotely.
Make sure your team has the right tools and processes set up before you transition from working at the office to working from home. Once they’re set up, here are a few extra steps you can take in advance:
2. Check sharing permissions on important documents so collaborators can edit and comment as needed. You might even consider creating a shared drive where your team can store, search and access files from any device.
3. Schedule meetings now so you can stay in contact later. Set up calendar invites, create an agenda ahead of time and attach relevant docs to the invite. It’s also a good idea to make sure everyone is familiar with video conferencing.
Now that your team is set up and everyone’s ready to work from home, it’s important to keep everyone on the same page.
4. Hold daily meetings to stay connected with your co-workers. Working at home can be isolating for some and video conferencing is a great way to keep people engaged. Try to be visible on camera when appropriate, present relevant content and ask questions to spark conversations. When time zones prevent everyone from joining a meeting, record it.
5. Share goals and updates regularly. Whether it’s through a chat group or in a shared document that everyone updates, a record of what’s being accomplished is a great way to feel connected, keep everyone up to date and follow-up on action items. You can also set up an internal site to consolidate important information and resources into a central hub for your team or to share information with your organisation more broadly.
6. Continue to practice good workplace etiquette. Just because your team isn’t at the office doesn’t mean they’re not busy. Check calendars before scheduling meetings and when you reach out via chat, start by asking if it’s a good time to talk. You can also proactively inform your co-workers of your own availability by setting up working hours in Calendar. That way, if a team member tries to schedule a meeting with you outside of your working hours, they’ll receive a warning notification.
Sharing space and an internet connection at home mean you might need to be mindful of the needs of others in your household. Here are a few tips.
7. Don’t spend all day on video. There are many tools at your disposal for staying in touch with your team, whether it’s a chat room, a shared document, a short survey or a quick conference call. Pick what works best especially if you’re sharing an internet connection.
8. Find the right set-up for you. You might need to try a few different configurations before you discover how to stay focused and not distract others. Here are six tips for better video calls including how to turn on live captioning so you can read a transcript of the meeting in real-time.
These are just a few of the ways how G Suite can help you and your team stay focused and collaborative.