The COVID-19 (coronavirus) pandemic has imposed radical and swift changes to how we work. As companies have been forced to send workers home, most are also learning how to build effective virtual teams for the first time. What tools do they need to run “business as usual” remotely? Can they effectively maintain corporate culture and employee motivation for an extended period of time?

Working remotely has become second nature to the members of our decentralized marketing agency, but it’s still foreign territory for most individuals and organizations. Here are a few work-from-home best practices we’ve learned in the two years since starting The Winders Group. 

Tools and Technology 

Depending on your existing tech stack, migrating to a virtual workforce will be easier for some than others. The key to creating productive, collaborative virtual teams is to have some combination of these systems in place and everyone trained on how to use them. Just having and using the tools is more important than which ones to use, but we’ve included a few of our favorites below. Then just dive in and start using them - practical application is most effective.

• Video Conferencing - We can’t say enough nice things about Zoom for virtual meetings, especially their quality, reliability and ease of use. Other comparable options include Microsoft Teams, Google Hangouts, GoToMeeting, Join.me, BlueJeans and Skype for Business.
• Instant Messaging - Email still has its place for certain types of communication, but instant messaging is the more efficient way to communicate in real time among teams and to keep a record of conversations in one convenient place. Slack dominates, but it’s not without competitors, including Microsoft Teams, Google Hangouts, Mattermost, Discord, Flock, Ryver and Wire.
• Project Management - Once you’re in the rhythm of using project management software, you'll wonder what you did without it. Our preference is Asana because of how elegantly it integrates with the rest of our stack, but Trello, Wrike and Monday.com are equally powerful tools for keeping work moving with remote teams.
• Measurement - Virtual teams must strike a balance between employers’ requirement for accountability and their employees’ need to feel empowered and trusted. In addition to the reporting capabilities contained within in the tools mentioned above, you may also  want to consider time management applications like TSheets, FreshBooks, Toggle and Harvest. 
• Collaboration - There are plenty of virtual collaboration tools to consider, but the gold standard is G Suite, whether numbers (Google Sheets), words (Google Docs), or Presentations (Google Slides) are your thing. Other options include enterprise tools like Workfront or Wrike.com for team integration.

Communication and Culture

We can’t say enough about the importance of communication among remote teams -- or all teams, for that matter. Communication is our number one core value at The Winders Group. Here are a few communication best practices we’ve learned to employ in the two years since starting our virtual marketing agency and collectively have helped us create a company culture that keeps us motivated and working hard and having fun together.

• Accountability - Virtual teams rely on everyone pulling their weight -- we are only as strong as the weakest member of our team.
• Visibility - Quite literally, be visible. Having your camera on whenever possible not only sends a message of personal accountability, it reminds your colleagues you’re right there, a virtual arm's length away.
• Disambiguation - Say what you mean, do what you say and leave nothing to question. If something’s unclear, say something. There should never be any question about who’s doing what, and by when, if everyone communicates clearly.
• Culture - Culture is organic, not programmed. Those who worked together in real life will bring elements of their existing culture to the remote environment, while every virtual team has the opportunity to create their own unique culture as they grow together online.
• Always On Communication - In addition to Slack channels and email threads, we keep a Zoom conference room open throughout the day for the team to work collaboratively all day long or as needed, just as we would do in an open office environment. 
• Trust - Successful virtual teams are built on trust and reliability. Instilling those values also builds camaraderie when colleagues know we’re all working just as hard as each other to reach our mission.

Virtual Meetings 

We live in a world of video conferencing now, and some of us are naturally better at it than others. Even if you’re uncomfortable with video conferencing at first, rest assured knowing you will get used to it. 

The first rule of meetings is to ask whether a meeting is even required in the first place. When they are needed, here are few tips we’ve learned along the way to make virtual meetings as productive as possible.

• Preparation - For every meeting, think PPO: Purpose, Preparation and Outcome. Let everyone know why you are meeting by providing an agenda ahead of time. Come prepared for every meeting with an intention to add something valuable to the conversation. At the outset of every call, whether it is expressly stated or not, decide the outcome you wish to have happen as a result of the meeting.
• Timeliness - Set a policy for when meetings begin (whether on the dot, or five minutes after the call time) and have the courtesy and professionalism to show up on time. No one should need to chase you down or wait for you to figure out how to turn on your microphone.
• Video On - Having cameras turned on as a general rule makes a huge difference in the engagement of meeting participants. Get close to the camera so your face fills the screen and look into the camera so others see you speaking directly to them. Make sure your lens is clean and you look presentable. Also, no eating on camera!
• Audio Check - Invest in a high quality headset, bluetooth headphones or speaker. We’re big fans of the Jabra line of speakers.
• Backchannel On - Depending on the nature of the meeting, it’s useful to have messaging conversations going in real-time, whether through the conferencing platform or Slack. Conversations could be with the whole group or one individual who may be able to provide helpful information when it’s your turn to talk -- just don’t mix the two up! 

Working From Home 

For some, working from home comes naturally, but for others the refrigerator and television are overwhelming temptations. Here are some simple things we encourage among members of The Winders Group and you can also do to get more accustomed to working from home. 

• Get Dressed - Sorry, virtual teams does not mean working in your pajamas or rolling out of bed just in time for your first Zoom call. Take a shower, put on a collared shirt or blouse and eat breakfast before you get to your desk.
• Create a Routine - Whether it’s the order you check mail and read the morning news, what time you eat lunch, or scheduling a time to walk outside twice-a-day, maintain regular office hours and establish a routine to help keep order throughout the day.
• Eliminate Distractions - Establish a workspace that’s off limits to others and set expectations with family about your work hours such as a visual cue like a sign or a closed door. Communicate with colleagues ahead of time if it’s possible you’ll be interrupted by a dog barking or a five-year-old sticking their head in front of your camera.
• Follow the Calendar - Shared calendars give visibility to what other team members are doing and gives individuals a way to remain accountable to themselves. Personal appointments can be set to private so colleagues can see a block to avoid booking your time.
• Take Five - Being tethered to your desk all day is not a badge of honor -- in fact, it’s quite unhealthy. Force yourself to walk across the house to refill your coffee, or set a recurring alarm to remind yourself to get outside for some fresh air and a little sun on your face.
• Have Fun - If teams looked forward to bagel Friday, for example, consider employing a new tradition. One game we like to play at TWG is “what’s in your cup?” Once a week or so, we stop talking about work for a minute while everyone shares literally what they are drinking at that moment. Being spread out across the U.S. and internationally, and depending on the time of day, you never know what answer you might get! 

Whatever your jam, whatever your industry, whatever your role, you can play a part in creating an amazing virtual team if you take care of yourself, create a working environment you enjoy and make an effort to show up in powerful ways for yourself and your team.