How to Successfully Run a Remote Team
This week we’ll be going into detail on how we successfully run a remote operation and show you the tools we use to make it all happen.
We’ve already gone over the “Pros & Cons” of working remote and why the Mossio team has chosen the remote path. Make sure to check out our previous articles:
Working Remote Part 1: Why We Work Remotely
Working Remote Part 2: How to Hire & Manage a Remote Team
Working Remote: Part 3
Create a Proper Workstation for Yourself
It’s important to figure out your workstation before starting remote work. Remember, you might have multiple “workstations”. Perhaps you spend some time at your local coffee shop, a co-working space or rental office, or inside your home. I don’t work outside of the house often, but when I do I have a “go-bag” that I can toss my laptop in and I’ve already got notebooks, wireframe grid printouts, pens, pencils, a charging cable, etc. ready to go at a moments notice.
At home, I currently share a workspace in my daughter’s nursery. As if a line was drawn in the sand, my side of the room is all business. I’ve got a great desk chair (goodbye back pain), 3 monitors (1 old Dell *to test what users with bad displays can/can’t see with certain colors, a Thunderbolt Display, and my MBPr with TwelveSouth HiRises = goodbye neck pain), a desk lamp, and a plethora of inspiration around me. I feel fueled and ready to take on every day here.
The fact that my office is also located in my daughter’s bedroom is very intentional to keep me out of there during the evenings/nights and to maintain my own work/life balance. Of course, when she gets older, this arrangement will have to change.
Tools We Use
Dropbox
Dropbox Team accounts are a great way to easily share project files amongst a remote team. We can sync all our project files across the board and never worry about not having the latest version of someone’s files. Personally, I think this should be the default workflow for in-office teams as well, as slow server speeds tend to cause people to work on files locally on their machine and then forget to put it on the server for the team. If that employee is on vacation, sick, or out to lunch, this can cause some panic if you need to find the file in a hurry.
Slack
Communication is the lifeblood of any team, but it’s especially important when you can’t walk over to someone’s desk and get their attention. We use Slack to communicate with our team and our clients. Slack allows us to keep conversations in a central location and cuts our email usage to an absolute minimum.
We set up different channels for unique purposes, such as #watercooler, #blog-posts, etc. This allows us to keep our conversations focused on topic within each channel, rather than mentally hopping in and out of different conversations in a single chat room. A #client channel is set up where we invite our client & their internal team to communicate with us for quick one off conversations.
You might be wondering, “How the heck do you get anything done with tons of messages throughout the day?!”. That’s one of the best things about Slack, it integrates a Twitter-esque tagging system to let you know when someone is referring to you. If general chatter is going on, I can catch up later, but if someone tags @peter or @channel, I get a notification and know I’m directly being spoken to and give it my attention. Additionally, Slack integrates with tons of API’s. When we make changes to our Trello boards, InVision projects, Github commits, HelloSign proposal signatures, or inbound sales inquiries, it feeds into Slack automatically. In my opinion, features like these make Slack the most valuable tool in our arsenal.
Screenhero
This program is technically closed somewhat to the public after Slack bought it out, but I believe if you’re on a paid Slack account, you get access (read more here: http://blog.screenhero.com/post/109337923751/screenhero-joins-slack). Screenhero let’s us (with OUTSTANDING quality) do 1:1 and group shares for voice calls and screen sharing. You can also take control of the screen and interact really easily. The fact that Screenhero has little to no delay/lag time allows us to pair design halfway across the country .This makes doing on the fly critiques and revision explanations a cinch.
CloudApp / Droplr / Dropbox
CloudApp let’s us take a screenshot of something, instantly upload it and allow us to paste a link to it within 2 seconds flat. It allows for rapidly sharing quick feedback when a full call isn’t necessary. We can also do screen recordings that turn into quick animated gifs or if more detail is required HD video with narration. I like to do screen recording videos where I walk the team or the client through what I am thinking, rather than just sending them a file or InVision link and HOPING they get it right.
Trello
Trello is our central Project Management tool. We create a board for each client with all the project tasks and move them down the assembly line as each item is completed, reviewed, approved, and implemented. This helps us stay on track with our projects and let’s our clients know the status of their project at all times. Accountability is key.
Google Hangouts & Google Apps
Since we do daily stand ups internally and with our clients, Google Hangouts is a simple way to get a ton of people on a call. It’s also nice to see everyone’s smiling face. This is important for both teams and clients. Getting face time helps bring teams closer together, and it helps personalize interactions with clients and assures them that you are are not only working on their project but actually understanding what you’re doing. If during the day I ever have a question about the project, I can hit up the client on Slack and see if they are available for a quick Hangout chat. 10 mins later my question is resolved promptly. I don’t need to wait to “schedule a meeting” that may not happen for a week or two with the client, thus delaying the project. It also makes the “Agency/Client” relationship feel like a truly collaborative effort, rather than a hand off.
We also use Google Docs and Sheets at times with clients when necessary.
We technically use Google Apps for e-mail, but since we automate so much through Slack and Trello, we hardly get any email notifications. #WINNING
Team Hours
While we do have flexible schedules, we do try to work during times where we have the most overlap. Getting a good 4–6 hours where everyone is online ensures that all team members are given the support they need on their projects.
Team Bonding
Probably the biggest challenge with a remote team is how to get everyone to bond together. Doing good work is fine and dandy, but how do you get your team to become “brothers and sisters in arms”?
It’s really important to take time to invest in your team, get to know them virtually over the internet. Spark up conversations about their lives outside of work. These are the conversations that take you from co-workers to family.
Have a team retreat. Consider even inviting the families and go on an adventure together. Spend a weekend in the mountains, at a theme park, or the beach. Make memories together and break bread and laugh.
Go to conferences. Your team will improve greatly by attending events together. Not only will you make memories, but you’ll be inspired to push yourselves further, you’ll learn new things, and come back so fired up to just crush your next project. You can’t expect your company to grow if your team isn’t growing. The Mossio team will be at Creative South next month if you’d like to come kick it with us!
Wrapping Up
I hope this post & series was really helpful to give you some insight into how we work and perhaps how your team can work together. If you have any awesome apps or methods we left out that you’ve found success with, please let us know!
