By Jordan Quigley, North American Vice President, Robert Half
In recent years, it’s become more common for administrative staff and other support professionals to work from home at least some of the time. Today, employees like the flexibility of hybrid or remote work, and many seek out this work arrangement when considering career options.
What does that mean for those of you who manage a hybrid or remote administrative team? While employees may be happier, you might encounter challenges such as scheduling difficulties, distractions and detachments. Fortunately, there are strategies you can deploy to help increase collaboration and engagement, enabling your administrative professionals to achieve success.
When managing remote workers, it’s important to set clear expectations, especially with windowed work — the concept of breaking the workday into distinct blocks of business and personal time. This guidance should be provided as early as possible, such as during the interview or onboarding process, where you can address performance objectives, work styles and goals.
Hybrid and remote employees need to feel as though they can work independently, without a manager monitoring their every move. Ask them about the flexibility they need throughout the day to meet the expectations of the role and the specific tasks you have given them. Allow them to vary their work hours and let them know you trust them to get their job done.
This is all about trusting your workers when they are offsite while building a culture of accountability. Rather than asking for something to be done ASAP, managers instead could say, “Ideally, we’d like you to have this accomplished by Friday. Do you think that’s possible?” If not, discuss key deliverables and reprioritize projects as needed.
The right technology tools can help employees be successful while working virtually. Many companies today provide laptops and headsets to remote staff, and sometimes pay for software, cloud access and internet connections. Employers can also help offset the costs of working from home by providing office supplies and equipment. Note that laws vary from state to state concerning work-related reimbursements for remote employees; you may need to check with your supervisor and HR department before offering stipends, supplies or reimbursements.
Learn how professional talent solutions firms like Robert Half can help you hire and manage administrative and customer support talent in remote or hybrid roles.
Virtual job shadowing can help new hires learn about the culture of the organization and specific roles when they aren’t in the office. It can also be a tool for coaching and mentoring to help hybrid and remote employees acquire new skills or develop their careers. Virtual job shadowing can be conducted in real time using video conferencing tools and shared computer screens or prerecorded using videos that showcase another employee at work.
Scheduling regular meetings to touch base with both individuals and teams helps you to connect and engage, identify potential issues before they become problems, and set the foundation for healthy work relationships and performance. Keep the check-ins brief and specific and avoid crossing the line of micromanaging.
One of the downsides of working remotely is the lack of water-cooler chat. Consider using some of the time during your check-ins for more personal conversations as a way to be intentional about building stronger connections. Or schedule a virtual lunch or casual coffee break to learn how everyone is doing outside of work. Turning on your video camera during remote calls can enhance your interpersonal communication.
You can initiate feedback during one-on-one or team calls. For example, ask, “What do you think of the new process for scheduling appointments?” You can also launch anonymous polls or surveys for employees and set up focus groups. Be sure to listen to your employees’ many different perspectives, recognize their contributions and turn their feedback into action.
A major cornerstone of building successful hybrid and remote teams is to remember to have fun. This could mean more traditional activities like providing “summer half days” to employees who have accomplished their goals (again, check with HR and payroll departments). Or, consider virtual team-building activities, such as remote cooking classes and online games. We’ve tried these activities at Robert Half, and they have been highly engaging and well received.
