Your remote workforce: Tools and processes for a smoother transition
Whether temporary or part of a more permanent business model, the remote workforce is here. How to navigate the transition.
The dream of working from home suddenly has become our new reality. Prior to COVID-19, there were 3.9 million Americans working from home at least half of their workweek, according to a FlexJobs State of the Remote Marketplace report.
Today, with stay-at-home orders in place and business locations closed until further notice, that number has spiked significantly. A recent Gartner survey of 800 global human resources executives shows that in mid-March 2020, 88 percent of organizations were either encouraging or requiring employee to work from home.
That means plenty of companies are learning on the fly that a remote workforce is more than simply sending employees home with company-issued laptops. The transition takes more planning and more attention to how to keep your team productive, cohesive and happy in their new work experience.
Related: 10 best states for working from home
For the insurance industry, there is more than a transitioning workforce to contend with. Brokers and insurers are already combating a shrinking pool of candidates and an exodus of talented, veteran employees heading off to retirement.
Even with the coordination challenges that are inherent in a work-from-home arrangement, a remote workforce answers more than just the immediate pandemic-related issues for brokers and insurers. Because remote workers can be located anywhere, the talent pool is broader and organizations can locate right-fit talent more easily.
Whether you’re expanding your workforce or staying with your existing staff, getting them all on the same page requires attention to what a remote workforce needs. When transitioning your employees, pay attention to what your remote team needs in order to be their most productive, successful selves.
Keep your team talking
The largest factor in the success of any remote workforce is effective communication. Each individual team member needs to feel part of the organization. Engage daily with each employee. Opt for video calls, open chat programs, email, and messaging apps to allow easy flow of communication between you and your employees. Check in daily to see how each employee is doing. Encourage anytime communication, and make sure all employees have access to each other via these communication channels.
Keep your team collaborating
Likewise, your team needs to connect to one another as a group on a regular basis. Set up group meetings, and make sure everyone gets a voice and a role in the overall success of team efforts.
Make use of project management tools that allow for all team members to follow projects throughout the project lifecycle. Use shared folders and make sure every employee has access to the list of ongoing projects, and understands how his or her role fits within the overall goals of the company.
Keep your team in the loop
In order to keep your employees feeling like they are actively part of your organization, make sure to communicate company updates regularly. This includes keeping the staff informed about COVID-19 timeline, new hires, retirements, terminations, industry communications, etc. Weekly or bi-weekly meetings can help you update your team on company business, as well as initiatives being considered and milestones met.
Also, don’t forget to celebrate together. Birthdays, holidays, and meeting project goals are a great time to show your appreciation for your employees’ efforts. Make sure to create the same kind of camaraderie virtually that your employees would enjoy in an in-house environment.
Keep your team protected
One critical issue that all remote workers face is cybersecurity. Your company should have strong cybersecurity policies, and should be sharing them frequently with employees. Smart companies will put regular training in place to ensure policies are being followed.
Other cybersecurity must-haves include:
- User login with strong passwords that are changed regularly and must be entered manually in order to access company servers
- Secure, private wireless connections or a virtual private network (VPN) when working in public places
- Updated operating systems and software that are set to update automatically
- Antivirus software that is updated regularly and renewed annually
- Who has access to what company files and systems
Another must-have: policies that are easy to understand and are communicated regularly to employees. Written cybersecurity expectations should include how to set automatic updates, the importance of logging off at the end of the work day, and what the process is for reporting issues.
Keep your team safe from hackers
The best way to educate your employees on preventing hacking is to have a simple system that is communicated regularly to everyone. Establish one secure system of file sharing, and don’t allow employees to share files by any other method.
Your organization should have policies that prohibit unsecured devices to be used for sending or receiving company information or files. Employees should not be allowed to store company proprietary information anywhere but on company-approved servers.
All employees must understand the following:
- How to detect phishing and hacking attempts
- What devices are permitted or prohibited for business use
- What company cybersecurity procedures are and what’s expected of each employee
- Where and how to report potential cybersecurity threats
Also, company devices should not be used for downloading other applications without company permission. Many of today’s popular apps may seem innocuous, but often contain malware or malicious code that could allow hackers an easy entry into your entire network. Employees must restrict personal surfing and downloading to personal devices only.
Keep your team productive
To keep your employees on track with their own productivity, schedule regular one-on-one meetings. Work with your employees to set work goals, to discuss productivity issues or challenges, and to talk about anything that may be on their minds – family, financial pressures, upcoming milestones.
When employees set goals, the details should be noted in a shared folder. Encourage employees to refer to the folder weekly to check their progress against the stated goals. Holding one-on-one sessions with each employee can help you identify potential issues or weaknesses. From there, you can help them overcome challenges with coaching, more collaboration, or more training.
One suggestion for managers: relax. Focus on outcomes instead of time spent on tasks. Shift the perspective from what employees are doing to what they are achieving. Be goal-oriented in how you manage your remote workforce.
Moving forward together
Whether your remote workforce is for the interim or you have plans to make it a more permanent option, adopting a virtual business model requires more focus on the elements that made your in-house work culture a success.
Remote workforces call for a forward-thinking approach to operations and active management of communications, expectations, performance and outcomes. By setting up a process that is inclusive and focuses on outcomes, your organization can make a smoother transition to flexible work arrangements and help your employees be productive, engaged, and successful.
Sharon Emek, Ph.D., CIC, is founder and CEO of Work At Home Vintage Experts (WAHVE), an innovative contract talent solution that matches retiring, experienced insurance, accounting and human resource career professionals with a company’s talent needs. WAHVE bridges the gap between an employer’s need for highly skilled professional talent and seasoned professionals desiring to extending their career working from home.
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