Beyond client relationships, everything else in organizing work has always been a matter of managing yourself and your time. Of course, if you want to avoid getting lost in the shuffle, you need a good method for defining and organizing the projects you follow alone. Things get more complicated when the team grows and you are not all physically present in the same place. Find here some practical tips to motivate the work of a remote team, to better manage it, optimize time and keep the flow of information organized.
1 – Communication and team: forget the emails!
The most important thing in the organization of a team working separately at a distance, is clearly the management of communication. Not having an office, a meeting room or any other meeting point, clearly makes it more difficult to share ideas and clearly distribute tasks. In a team, especially if it is an independent project (composed of independent related activities), even if everyone has his or her own role, it is good that everyone has the overall structure of the project in mind. This is to be able to analyze it and thus contribute to a better definition of the project.
When the number of people following a project exceeds two, the flow of emails increases exponentially. You may be adding to other communications, which you already have to follow for other projects. This often results in confusion and overlap. It is essential to work without constantly checking email, but to reduce the time spent reading and responding to various messages (email, Fb, Twitter, etc.) to twice a day.
The solution to this management problem was presented with the use of an application. It gives you the possibility to divide a project into tasks, to assign them and at the same time to manage the communication of the team. What is fundamental is the clarity that creates this type of management. All types of communication are divided by task. Each task can be assigned to one person and followed by others. This avoids overlapping and repetition of messages, as well as the possibility of losing or forgetting certain tasks.
2 – Subdivide individual tasks clearly
It seems trivial to point this out, but in defining a project, it is essential to immediately clarify “who will do what”. If team members do not have the opportunity to look into each other’s eyes every day, to get to know each other and to meet in person, it becomes necessary to have a virtual space. A place where everyone’s profile can be clearly defined.
This clearly goes hand in hand with the compilation of a calendar, which defines the timing, priorities and occupation of each team member. There is actually an application that seems to have the best mix between “messaging calendar task”.
3 – Share files with a criterion
For the management of work files, the use of one or both applications does not change or facilitate the work of the team. Provided that a common technique of allocation and division of files is shared.
This is why there is no application to decide for you, but keep in mind that studying and sharing an archiving method also means creating a scheme that is certainly more simplified than the Workflow.
4 – Don’t let the applications take over!
There are clearly thousands of applications that are just as useful, interesting, fun or simply better suited to your company or team. It is suggested that you don’t get too carried away. It is always interesting to discover new applications, but using them should not become a waste of time for the team.