The COVID-19 pandemic has compelled organizations to rapidly embrace distributed workforces. And with the right set of tools and processes, this switch doesn’t have to impact productivity. We discuss the success stories of two such organizations, shining the spotlight on:
- Concerns around a distributed workforce vs. a traditional working model
- Tools that helped ease their transition (and a few recommendations from our side)
- Why communication – and not micromanagement – is the key to success
The COVID-19 crisis has introduced a tectonic shift in how we work.
Companies had to move their operations from on-premise offices overnight, switching to a dispersed workforce. No matter how many workers are employed, professionals whose jobs don’t require them to be outside must now work remotely, contributing from the safety of their homes.
A Qualtrics survey of 1,000+ employeesOpens a new window who switched to a dispersed workforce due to COVID-19 suggests the following trends:
- Productivity is mostly the same: 36% feel no change to their productivity, 32% are more productive, and 25% are a little less productive.
- Most employees feel supported by their managers/supervisors: retail (87%) and manufacturing (85%) lead the pack.
- On the downside, communication can be a challenge: nearly one-third of respondents said that they don’t have adequate clarity on work expectations. Over half would also like daily COVID-19 updates from their company.
The survey reveals a multifaceted scenario as companies mandatorily adopt a dispersed workforce model and make the most of the situation. We spoke to two companies that recently made the shift, exploring how it plays out on a real-world basis.
Learn More: 6 Ways HR Needs to Evolve Post the COVID-19 CrisisOpens a new window
CareerBuilder Delivers a “Connected, Productive, and Comfortable†Employee Experience
CareerBuilderOpens a new window is a global talent acquisition software company, employing approximately 3,000 workers worldwide.
We caught up with CareerBuilder’s senior manager of HR operations, Liz CannataOpens a new window , for an exclusive interview.
Key challenges on the road ahead and CareerBuilder’s gameplan
The company recognized three critical concerns when moving to a distributed workforce model overnight. Without physical proximity, there was a chance that a) collaboration lines would break down, b) lower productivity – and, c) this was bound to impact the company’s culture.
To tackle this, CareerBuilder doubled down on communication – both team-wise and top-down.
Cannata says, “I prioritize finding ways to make in-person meetings virtual, encouraging team members to share their to-do lists so we all have visibility into each other’s goals, and creating ways to connect beyond our projects.â€
Interestingly, creating to-do lists are among the top 3 recommendations from Qualtrics’ survey for employees to work from home productively. On an individual level, it helps your distributed workforce form a routine and stick to their productivity goals. And these are also shareable with team members, fostering a sense of collaboration.
At CareerBuilder, the leadership team holds video meetings twice a week to discuss their work and its impact.
A multipurpose collaboration stack
We have all heard about Zoom’s demand spikeOpens a new window , and expectedly, it is also on CareerBuilder’s distributed workforce toolkit.
“The tools I use the most often to keep my workflow smooth are Zoom, [Microsoft] Teams, and email. Staying productive and staying in touch with a team go hand-in-hand, so leveraging my collaboration tools has been really helpful for me,†Cannata told us.
In addition, CareerBuilder has been using SocialReferralOpens a new window – its proprietary mobile-first social network – to connect with colleagues. The tool offers a social media-like interface where employees can share, like, and comment on each other’s posts.
Micromanagement is a strict no-no
It is easy to fall prey to micromanagement if you’re running a large distributed workforce, but this could be intrusive to an employee’s schedule and eventually bring down productivity.
“I want my team members to feel empowered to manage their own time and to-do lists, and to understand that I trust them,†Cannata explains.
At CareerBuilder, managers don’t have a specific, mandated number of check-ins every day. Instead, they focus on regular communication and weekly check-ins with the entire team. “We have a couple of bigger team check-ins where team members can speak about any issues that are top of mind for them,†said Cannata.
Learn More: Why You Need a Crisis-Oriented Employee Financial Literacy ProgramOpens a new window
“Calm Might Not be Attainable,†but Mode Analytics Works to “Comfort Peopleâ€
Mode Analytics is a collaborative data platform employing 300+ workers. Right at its foundation stage, the company spelled out its core values, the first of which statesOpens a new window : “We Don’t Work Alone.†As Mode Analytics embraced a distributed workforce in under 36 hours in response to COVID-19, the company wanted to hold onto this culture of collaboration while working from home.
Derek SteerOpens a new window , chief executive officer of Mode AnalyticsOpens a new window , discussed the strategy with HR Technologist.
Three challenges to staying people-first in the current climate
“Safety was our first concern. The second concern was that nobody works alone – there’s a difference between being distributed and being isolated. The third is continuing to deliver for our customers,†said Steer.
To address the first one, Mode Analytics made the implementation of a distributed workforce a priority. As Steer puts it, “It wasn’t if we were going remote, just how.â€
Inevitably, the move raised concerns around collaboration. “People are grieving – at the very least, grieving lost routines and peace of mind – and when we grieve, we need other people,†said Steer.
Mode Analytics rewired its technologies and processes to suit the current climate. To start with, it reorganized its Slack guidelines and invested in Slack-based data collection and decision-making.
There is also a renewed focus on giving feedback and staying available as much as possible.
On the customer-facing side, Mode Analytics tracks work accomplishments consistently. “It’s a proxy for whether the transition [to a dispersed workforce] has been successful. Are we still getting the job done?†said Steer.
How technology played its part
Mode Analytics, too, invested in Zoom. “This quarter, we developed processes for Zoom meetings – guidelines like setting an agenda, being thoughtful about whom to invite, being on camera, and the like. Now, Zoom is indispensable,†Steer said.
As mentioned, there are specific guidelines for Slack as well.
The company’s own product, Mode, also helped its distributed workforce to track customer impact. Mode surfaces core metrics that reflect any risk of customer churn, as well as new ways in which customers are using the product. Based on these insights, Mode Analytics made its product free to public health, research, and charitable organizations.
Informal communication is central to a dispersed workforce’s success
Speaking about micromanagement, Mode Analytics doesn’t get too hands-on with employees who have prior experience in remote work. “They had already worked out a cadence; we don’t bombard them with new check-ins,†said Steer. Meanwhile, the company also makes sure that managers stay available for those employees with completely upended routines.
Apart from this, Mode Analytics lays massive stress on informal communication, like movie watch-alongs, spa afternoons, and happy hour where dispersed workers interact with their colleagues’ children, and pets. “I spend at least an hour per day checking in on these events and reaching out to folks,†Steer said.
Learn More: 4 Tips to Onboard Workers Remotely Amid Coronavirus (COVID-19)Opens a new window
A Few Tools to Ease Your Transition to a Distributed Workforce
Embracing a distributed workforce model overnight can be challenging – but as CareerBuilder’s and Mode Analytics’ success stories suggest, that is far from impossible. Here are a few tools that can help along the way:
- A collaborative to-do list – todoistOpens a new window (free trial for 30 days)
- An online whiteboard – MiroOpens a new window (freemium model)
- A social music listening app – PlaylistOpens a new window (free to use)
- Movie watch-along tools – Netflix PartyOpens a new window (free to use)
In an entirely dispersed workforce, losing touch with employees is likely. It is essential, then, that companies hold onto their people-centric culture and help employees navigate the shifts introduced by a distributed work. Regular feedback, communication, and a pinch of fun in your virtual workspace can tide you through this period.
Have you switched to a dispersed workforce model recently? If yes, tell us about your us on FacebookOpens a new window , LinkedInOpens a new window , or TwitterOpens a new window . We would love to hear from you!