Rule Number 1
Water Cooler ChatWorking remotely, one of the biggest distance is that we lose the element of human interactions. In fast-growing startups, a lot of magic is created when two people of common mindset come together so solve a problem innovatively. Creating a virtual chat room will encourage a similar environment where everyone gets to share anything that interests them, be it Starwars or the new article written by Paul Graham. The idea is to provide a space for everyone to share their hobbies and interested in the people they work with. This virtual chat room gives everyone a deeper insight into people they work with.
Rule number 2
When to CommunicateWorking remotely, most people have two extreme modes. Either spend the entire day unproductive or be in front of the computer, all day long. It is important to let everyone know, it's ok to stop receiving notifications, during certain fixed hours of the day. Health-wise it's never good to be on your desk, replying to emails till 2 AM. Structuring the day's schedule and following through is very essential. On the other end, if you send people a message or email (more on this later) it's completely fine if they don't reply within a few minutes. Structure the message in such a way to make sure your recipient replies once they get back online.
Rule number 3
How to CommunicateThis is important. Here is a priority list you must go through, whenever you have to talk to someone within your company/team.
If you want to talk to someone, the best way is to get on a video call with them. If that is not an option, move to a good old phone call.
If these two options are not an option, move to a live chat with them. If none of these is working, only then move to email.
The difference between all these 4 modes of communications is the amount of information you can share within a given timeframe.
The video will be the best option to communicate any message when compared to an email.
Rule Number 4
Scheduled MeetingsAccountability and Transparency are very important. For some people working from home is very distracting. It's not easy to sit down and get working. For some more than others. The best way to tackle this and improve everyone's Accountability and Transparency? Start scheduling various forms of meetings. These could be any type of video conference meetings. for example,
- Monthly Company Goal Meetings | Talk about the entire organisation's goals.
- Tuesday Meeting with Samson, The Sales Manager. | Talk about the sale idea you have, and anything related to Account based marketing.
- Biweekly Casual Conference | Discuss anything. It's a casual online party.
Rule Number 5
Document EverythingIn an ideal case, the distributed workforce will have people from all parts of the world. Since the world is not flat, and we all different working time, it becomes extremely difficult to keep everyone on track with all the decisions being made in the company. Unless we document every single thing. Think of this as a newsletter you get to read everyone morning of what happened in the company while you were sleeping, curated by everyone in the company. Shared Google Documents and spreadsheet is the best and the cheapest way to get this setup. There are other alternatives to this and it's all a matter of exploiting and see what works best for your organisation.
Rule Number 6
Use Project Management SystemWorking remotely is vastly different than collaborating remotely. For the latter, we highly suggest you audit the company and start using a project management system. Within Intandemly we use Skype to manage Daily, weekly and monthly tasks for the Marketing team, and use our native platform, Intandemly to manage the complete sales pipeline.
Rule Number 7
Systems in PlaceFor all the "Process" in your company start a system and define it's each step to help your better flow of tasks. take an example of Writing blogs. We at Intandemly have tried multiple systems and adopted a lot from each of those. Each system guided is to the final goal by pointing us the next step. Currently, at Intandemly the System looks something like:
- Sampath, Our CEO comes up with Ideas for blog
- Ali, me, writes them up by referring to a lot of references, provided by Sampath
- And we share it on our official social media accounts
- Share them on all relevant channels while Phani works on SEO for them.