Leading Your Staff Remotely: Closing the Gaps in Time and Space

When you’re used to leading your team or organization through in-person interaction, making the shift to any other means can be a huge challenge. Fortunately, advances in technology and software over the past several years have provided most “direct level” leaders with the tools necessary to lead their teams without being physically present. However, without making some necessary adjustments to your typical processes, simply having these tools available may not be useful.

When making the shift to meeting remotely with your staff, for example, consider adding some additional structure to your meetings. For example, create a document for each meeting that outlines in a clear and concise manner:

1. The purpose of the meeting.

2. The key inputs and outputs of the meeting.

3. The meeting agenda.

4. Required meeting participants.

Documenting the purpose of the meeting up front helps you and your team get straight to the point, especially when dialogue starts to drift away from the purpose. This allows you to be more effective and efficient with your time. It also allows participants to mentally prepare for the meeting. In documenting the purpose you answering the “why” of the meeting before anybody has to ask.

Clearly defining the key inputs of the meeting allows your staff to come to the meeting prepared with the information necessary for them to be effective participants in the meeting. When away from the office, your people may be less organized for work and need more time to prepare. Defining the outputs or outcomes of the meeting helps to answer the question, “What will we know or receive at the meeting’s end?” For example, an output may be “refined priorities as described by the head coach.” This adds weight to the purpose of the meeting and shapes expectations for the participants.

Finally, a well-defined agenda and participants list, while seemingly simple, will help avoid wasted time trying to stay on topic or connecting with someone remotely who didn’t realize they were supposed to be in the meeting.

All of this seems very simple, but many leaders continue to struggle with leading their teams and staffs in an environment that requires them to operate in a geographically dispersed fashion. Make no mistake, figuring this out is a function of the leader. Consider the way our military has operated during the Global War on Terror. Operating and communicating through digital and other remote means took some getting used to, but ultimately helped to create organizational speed and efficiency and led to some incredible successes. If all of this is new to you and your team, build in time for rehearsals. Anticipate the inevitable “bugs” and “glitches” and find ways to mitigate them ahead of time.

If you’re struggling with leading your team’s meetings remotely, try these simple techniques. Don’t be afraid to delegate the work to one of your assistants as a developmental opportunity. This will also help create a shared sense of ownership for keeping your machine running smoothly. Sure, you’re having to adjust, but you’re still in charge. Your team needs your leadership. Technological advances and new software tools won’t ever change that.