How to be an Effective Leader in the Virtual Office

Last Updated February 18, 2020

Advancements in technology have given employees the option to work part-time or full-time away from a centralized office. The increased popularity of remote working has led to a host of changes in team management and collaboration. With the number of virtual offices increasing, it has become necessary for business leaders to learn how to effectively manage their remote employees.

Remote working offers several benefits to businesses and employees. According to a 2016 study by TINYpulse, an employee management firm, there are a number of advantages of allowing employees to work remotely. A few benefits include:

• Positivity – The survey found that employees who worked remotely reported feeling happier than when they worked strictly in an office setting. Respondents noted they enjoy the freedom and flexibility remote employment offers.
• Increased Productivity – Remote workers reported being more productive and efficient – 91% stated they accomplished more work remotely than in the office.
• More Value – Remote workers reported feeling more valued, even if they had decreased social interactions with co-workers.

Remote workers also reported saving money on dry cleaning, gas, children’s daycare, coffee, food and other expenses, as well as benefitting from lowered stress and increased morale.

Happy and productive employees provide an advantage for employers. Supervising and collaborating with employees remotely is becoming a trend. The following represents how leaders can overcome the challenges associated with managing a virtual office.

Find a Balance

According to Gallup’s 2015 Work and Education poll, 37% of employed Americans work remotely part-time or full-time. Technology has helped make telecommuting easier, as the number of remote workers is four times higher than it was in 1995.

Technology allows employees to work from home, however, time management expectations need to be set to ensure a healthy work-life balance. Checking emails at all hours of the day and working long nights on projects are signs that the line between work and life has become blurred.

Managers should continue encouraging employees to take initiative and go above and beyond, but not separating work and life can lead to stressed, overwhelmed and eventually burned-out workers. Leadership should make clear expectations of work schedules when communicating with a virtual team, and keep in contact with them daily to ensure they are abiding by their set schedules.

Frequent Communication

When employees work remotely, it’s imperative to make clear and frequent communication a priority.

According to the TINYpulse study, more than half of the respondents said they have daily conversations with their manager, while 34% said they communicated with their manager at least once a week.

Remote working can make it challenging to interact with managers and co-workers in the office. To help overcome the communication barrier remote working presents, leaders should use various communication methods, from instant messaging and emails to webinars and other internal collaboration tools.  

Video communication platforms such as Skype and Google Video Chat also allow face-to-face meetings, no matter where employees may be telecommuting.

Have the Right Tools

It is a leader’s job to ensure remote employees have an organized work structure, as well as access to company materials, optimization tools and internal communication systems.

It’s generally best to start with basic needs such as a laptop, company cell phone and a reliable Wi-Fi connection. Telecommuters may also require secure access to the company’s internal database to view, file and edit important documents.  

Additionally, it’s important to include remote employees in all company announcements. Communication platforms such as Chatter and Slack allow employees to interact in large discussion channels, as well as send instant direct messages to small groups of two-to-four people. Company-wide collaboration tools allow managers to reach all employees, no matter their location.

A Matter of Trust

Studies have shown that most remote employees said they are far more productive working remotely than in a standard office. Time spent getting ready for work and making what can be long commutes to and from the office are eliminated, leaving employees with less stress and more time to focus on job duties.

As a manager, it’s human nature to express some concerns about all remote employees adhering to working a full shift and spending too much time on non-work activities. When applicable, leaders should regulate which workers are allowed to telecommute, set clear working expectations from the start and reward responsible, proven performers with the option to work from a remote location.  

Trust works both ways. Leaders should set aside time every day to communicate with remote employees and keep them updated on projects and department announcements. Remote employees should feel connected to the office and valued by leadership, even while working from outside the office.

With a growing number of companies accepting remote workers, it’s up to leaders to step up and take charge of managing the virtual office.