The document discusses managing remote teams. It provides tips for communication, production management, and maintaining a secure remote environment. Key points include the need for strong leadership through clear communication and engagement with remote employees, ensuring production metrics and expectations are in place, and prioritizing both information security and employee well-being to avoid isolation. Effective management of remote teams requires planning for communication, tracking work, and building community.

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Presented by:
Jason Coffin- HRG Executive Vice President of Operations
Successfully Managing Remote Teams

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Key Takeaways
Communication tips &
tricks for remote
workforce
Production
management and
employee engagement
best practices
Considerations for a
secure remote
environment
Leadership is already hard, and it just got harder.

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Silver Lining
COVID has matured
business model forever
• Business Resumption
mindset
March
• Embrace for the long haul
Sept
• Need to get serious about
this
June
• This is new normal
Dec

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What Is Everyone Saying?
Employee Concerns
• Isolation and loneliness
• Accessibility to leadership
• Limited resources
• Less engagement in culture
• Promotion opportunities
Employer Concerns
• Not for everyone
• Loss of Production
• IT infrastructure costs
• Building relationships
• Safeguarding information
Employee Gains
• No commute
• Improved communications
• Flexible schedules
• Relaxed dress code
• Less interruptions
Employer Gains
• Increased labor pool
• Increase in production
• Less physical building costs
• Reduction in unscheduled
absences
• Improved attrition
Concerns Gains

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Top 3 New Years Resolutions
1 2 3

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New Normal - Mind Shift
Remote employees are no longer outsiders
Meetings when everyone is available
Personal updates in meetings to build relationships
Embrace ability to hire from anywhere
You must constantly do better at communications
Leverage all time zones and WFH Flexibility
Invest in tools to train and coach remotely

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It Starts With You!
• Structured personnel check-in’s
• More goal-driven
• Predictable and engaging meetings
• Increased team recognition and praise
• Data is now more available than opinion
• Might have more wait time to get answers
• Employees have a life and working from
home does not make them accessible 24/7
Have you
changed?

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Must Have Rules Of Engagements
What do you
use for staff
to check in?
How do
teams
communicate
when
something is
urgent?
How do you
track non-
production,
so you know
why
employees
aren’t
working?
How do
employees
know the
best way and
time to reach
you?
How do
employees
reach
leadership for
emergency?
Do you allow
texting?

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Ensuring Production
Work at Home
Environment
Adequate hardware and
Internet speed
Policy of workspace free
from distraction
Richer communication
tools
Tools to improve tracking
and production
Performance
Metrics
Clearly identified
expectations
Easily accessible KPI
reporting
Monthly balanced
scorecard delivered
personally
Communication
Easy way for staff to find
information and updates
Share information about
client and mission
Looks for ways to
celebrate successes
Unexpected
Policy to address
outages by staff and/or
client
Ability to virtual shadow
for coaching
opportunities

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Avoid Feeling Of Isolation
Some employees
impacted more
because is their
social outlet
Time zone
syncing
Regular check-
in with staff
Assign virtual
buddies to new
staff
Ensure
employees take
breaks in their
day
Employee
Facebook page
to interact and
update
coworkers
Social breaks
with coworkers

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10 Virtual Team Building Ideas
1. Trivia night
2. Picture sharing
3. Mad Libs
4. Pet day
5. Santa special visit
6. Online gameshow
7. Virtual book club
8. Netflix movie night
9. Outdoor photo scavenger hunt
10. Uber-eats party
5 more that not everyone enjoyed:
1. Pajama Day
2. Did you make your bed today?
3. Oldest item in the refrigerator
4. Charades only video meeting
5. Weekly bucket list for the boss

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Employee Engagement
• Ask about abilities to
work remote
• Probe leadership styles
and expertise
• Hire for cultural fit
Hiring
Culture
• Discuss client
expectations and results
• Ownership mentality
• Send company branded
items
• Competitions & prizes
Company
Mission
• CARE Committee
• Health & Wellness
Committee
• Veterans for Veterans
• Master Builders
• Innovation Committee
Employee
Involvement

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Security
Security must have’s
• Secure workstation with routine updates
• Secure connection to corporate systems
• Workspace free of distraction
• HIPAA and PCI compliant processes
• Printing solution
• Policy on phone use for calling patients or insurance
companies
• Phone scripting for interruptions
• Monitoring of system utilization

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Final Thoughts
Employees need to hear from you often
Communication
YOU make the difference
Leadership
Remote work requires a more focused approach to
production management
Production
Starts with new hire process and find ways to build
community
Employee
Engagement
Must ensure you safeguard information
Security

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Comments/Questions

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