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The Foundation of Working Remotely

Working outside on a laptop

Mel Shields

  • Reading Time  Min Read
  • Publish Date July 22, 2015

34 million Americans work from home. This number is expected to reach a
staggering 63 million by 2016.
Forrester Research’s US Telecommuting Forecast

We were all anxiously sitting in the Village, a common area in our Charlotte
office, chowing down on lunch that Friday. Our CEO had just announced that we
were opening up another shop in Denver, Colorado. With all of the excitement
came millions of questions, but by far the most difficult to answer was how we
would work remotely. Our experience up to this point consisted of a couple
developers that lived a few hours away.

We had a good handle on cloud services and video conferencing, but project teams
working on different time schedules? That would be a new challenge. We
immediately began searching for the cure-all tools. What we found out, however,
is that remote working doesn’t really require any shiny new toys. It just takes
what your grandpa has told you all along – hard work and determination.

Through this mindset, we have developed a successful framework for our remote
project teams. It’s built on the following five, foundational elements.

1. Get comfortable sharing unfinished work

People love to ask for feedback when in reality, nobody wants it. It always
seems to feel personal and can be uncomfortable to give and receive. This
uneasiness is only compounded when you’re not in the same room with those giving
the feedback.

We like to use online tools such as Sketch and Invision to quickly mockup ideas
and concepts. We encourage project teams and clients to talk openly about what
works and what doesn’t. Bringing our clients into the design process breaks down
formalities and gets everybody working towards a common goal. When possible, we
use Google Hangouts to present our work so that we can read body language.
Thinking about non-verbals allows the team to catch reactions quickly and hone
in on areas where a client may be confused or distracted. These areas then
become the focal points of future iterations.

2. Communicate early and often

Effective teamwork is impossible without a solid communication plan, and
distance only adds complication. There’s no secret sauce here, it’s about
reducing barriers and determining the best ways of communicating early on. It’s
important to create an approachable environment with multiple touch points
throughout the project.

As an internal team, we like to conduct three, 15 minute standups throughout the
week in order to keep tabs on progress. We use Slack for quick conversations and
questions, and Hangouts for longer working sessions. We also use Hangouts for
weekly status meetings with our clients. Making face-to-face time a priority
goes a long way towards building the relationship. Basecamp is our project
management tool of choice. It’s great for keeping track of email correspondence
and organizing deliverables in one central place.

3. Collaborate to make work, work

Collaboration to solve problems can take many forms, be it whiteboarding,
building out paper prototypes, or quickly manufacturing physical products. All
of these methods are ways to communicate ideas. When thinking about this
approach in a remote environment, the perfect mix of what works best will change
from team to team and client to client.

We’ve found that keeping meetings focused and giving everyone time to prepare in
advance leads to more productive dialogue and less wasted time. Experimenting
with multiple communication methods is an important strategy to help align the
team. Usually, this means exploring problems verbally, visually, and physically
to really understand the nuances within.

4. Get in the trenches if you want success

Successful project teams are made up of passionate individuals that rely on one
another, push each other, and lift each other up. This dynamic does not happen
overnight. Camaraderie takes work. We invite all of our new hires to start their
first week at our Charlotte office. This gives everybody the opportunity to work
together in person for a short while. Even a minimal amount of time together
makes communication down the road a little bit easier.

We do something similar with clients, inviting them into the office for demos
and meetings. This gets them out of their day-to-day and engaged in the process.
As a result, it’s easier to work through challenges and have the tough
conversations that may be needed to drive a project forward.

5. Timezones and scheduling are a state of mind

Lastly, scheduling can be one of the trickiest areas to tackle. It’s important
to be understanding and take the time to know your team and how they function.
Be ready to adjust scheduling based on team dynamic or client needs. Thoughtful
scheduling can go a long way to preserve team unity and client relationships,
and it doesn’t have to be hard.

With clients and project teams, make sure to schedule meetings at reasonable
times for all participants. We often schedule our meetings at 1 PM EST. This is
normally a reasonable time for any client, in any time zone, within the U.S. No
one’s getting up too early and no one’s missing lunch.

In summary…

Working remotely takes effort. If you’re a company that’s about to take the jump
or has been working at it, strive to focus on the key areas above. With advances
in technology, it’ll only be moments before most companies blur the lines
between working in person and remotely.

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