#BusinessExperience: How to organize employee work online
The quarantine is coming to an end, but online work continues. Much has been said and written about how to organize online work. It's time to take stock and build on what worked and yielded results.
The concept of remote work was developed by American Jack Nilles in 1972. He proposed that not all employees necessarily need to work in an office. The internet makes it easier to complete work tasks and maintain contact with coworkers remotely.
The main questions that arise when organizing remote work:
▶️How to monitor a team's work remotely?
▶️Maintain working spirit within the team?
▶️Keep your business running and improve its performance?
Shares experienceIrina Goncharenko– owner of the company Inform-Aktiv,Tax consultant and financial coach. The company has 33 regular clients for accounting services and tax consulting.
During the quarantine, the number of clients in tax consulting increased.five times.
Business has become more predictable than before the crisis.The company did not incur any losses, retained its loyal customers and jobs for all employees, and created the conditions for increasing revenue after returning to normal operations.
- Online communication programs
Create conditions for effective communication. Set up online chats in a convenient messenger (Viber, Telegram). List tasks in a project management platform (Trello or Basecamp). Schedule video conferences at the beginning and end of the workday (Zoom, Skype, or Google Hangouts).
"At the very beginning, I helped organize the process. We have a chat where the whole team works together. The girls share their work process, insights, and help each other. We have regular team calls on Skype."
- Store information in virtual storage
Make sure your work data is backed up on your computer. You should have access to all your files. Purchase cloud storage (such as Google Drive or Dropbox) and rest assured. A crashed Windows system or a spilled coffee won't affect your work.
“In our company, each employee has his ownworker"Laptop. I bought a program that saves information to the cloud. So I don't worry about losing my work."
- Support of spirit and mood
Working from home can feel lonely. Personal conflicts can arise, affecting mood and productivity. To maintain a healthy spirit, create a "chill-out" zone. This could be a fun chat or inside jokes. You can share inspirational videos and organize evening get-togethers. A personal assistant, HR, or an active team member can handle these tasks.
"Good mood and joy are everything to us. It's important to energize people.We created a series of videos where children talked about our company - this greatly lifted the spirits of employees and clients.
I don't start working with clients in a bad mood. I try to listen to every employee and encourage them. Of course, mistakes happen. When I need to make a comment, I mentally count to ten to calm myself down. I think about the golden mean: how to say it so that the idea is conveyed clearly, but with love and respect. And after a while, I always look for a reason to praise them."
- Improving qualifications and knowledge
Create training programs and ensure your employees' skills are up-to-date. Investments in training are among the most profitable. Create a system to track results. For example, have each employee share weekly the course they've completed and what they plan to implement in their work.
"Now is the perfect time to build a better team and then free myself up. I bought a subscription to finance and accounting training. Employees watch videos and send short notes in the general chat. During quarantine, the accountant will grow to the level ofI am the chief accountantand a tax consultant. Employees gain dual specialization, and I have free time to develop my business.”
- Help create ideal working conditions
Ask yourself what conditions you'll be comfortable working online under. Try to create these conditions for your employees. Find out what's causing them discomfort while working from home and brainstorm ways to minimize it. More often than not, employees will find a solution themselves, and your support will be a powerful support.
"My teacher, Tibetan monk and businessman Michael Roach, says, 'Employees deserve the same as you.' After quarantine ends, I will not allow employees to use public transportation. I am prepared to pay for taxis or pick them up in person as long as there are coronavirus cases in Kyiv.In addition, each employee knows that he will receive his salary on time and that his work expenses will be reimbursed.”
- Honesty with employees
Everyone has tough days, unexpected circumstances, and bad moods. Being honest with your employees shows your humanity. You can delicately communicate the situation you're facing or ask for help. You'll be surprised how your employees develop new qualities and become more responsible.
"I try to be honest with my team. If I'm feeling down, I talk about it and ask for support. It's important for employees to understand that you're human too."
- Helping other people
You can't control your employee's every move remotely. But you can convey one simple message: "What goes around comes around." A sense of personal responsibility for results increases productivity. Be a living example. Share the results of your work, which is both rewarding and rewarding, and which pays dividends in various areas of your life.
"Now is the time to work on client requests. Work hard. It's important to help everyone. At any time of the day or night. Nowpartially“free of charge – then there will be dividends.”
Do what you'd love to earn as an employee. Managing a team online is an investment that, when done right, yields incredible results. Your income grows, your time is freed up for new projects or business development, and you can work from anywhere in the world.
I feel like the company is set for a rebound after the quarantine. Why? The level of our specialists has improved; they've learned to care for clients and support them in difficult times. And what we sow, so shall we reap."
