If you are a manager or business leader, you may not have been prepared for this sudden and unexpected shift to managing remote teams. Procedures and practices that work when you are in close proximity to your team may not be as effective or productive when your team is spread out. Consistency, communication, and organization are key elements in helping your team shift to this new way of working. To help, here’s a guide on how to manage a remote team effectively.

Equip Your Team with the Resources They Need

If your team is not used to working from home, chances are they may not have all of the equipment or resources they need to do their job effectively from home. As a business owner or manager, it is your responsibility to equip your team with the resources they need to be successful when working remotely.

Don’t just assume everyone has a laptop, reliable internet service, or the software needed to do their jobs from home. Take an inventory of what your team has and what they need, then do your best to provide them with the tools they need to be successful.

Set Clear & Realistic Expectations

The methodologies that work and make sense in the workplace may not be realistic for remote teams. It is important to set clear and realistic expectations upfront so your team knows what they can expect from you and what you should expect from them. It is not realistic to expect people to be in front of their computers or in “work-mode” for 8 hours a day, especially if they have added responsibilities such as caring for children who are home from school.

Your expectations will have to adjust to make your remote teams successful. Some expectations you can set to manage your team effectively may include:

• Everyone is dressed professionally for daily meetings and conferences
• Everyone is expected to check-in at 9 am and submit their work goals for the day
• Team members are expected to be available and responsive during pre-determined work time
• Team members should adhere to email deadlines that align with traditional office hours

You may also ask your team what they think they will need from you to do their jobs effectively. Listen carefully to their input and put practices into place that will help them be successful and maximize the productivity of your remote team.;

Limit the Number of Platforms You’re Using

If you’re all used to working in the same location, chances are you’ve developed a way to keep communication and tasks organized. Now that you’re all spread out, keeping track of messages and correspondence can be a little more challenging. Research some of the best remote collaboration solutions and teach your team how to use them.

That said, it can be helpful to limit the number of different platforms you’re using, giving your team adequate time to get acclimated to each new system you add. Be consistent in the way you send and receive information. This reduces the amount of time you spend looking through emails, texts, voicemails and physical documents to find the information that you need.

Don’t Micromanage

You put this team together because you were confident in their abilities. It can be tempting to check-in more now that you’re not in the same location. But just because your team is not right under your nose does not mean they are not working. If they did a good job before, chances are they will continue to work hard, meet goals, and meet your expectations when working remotely as well.

You’ll quickly feel overwhelmed if you try to manage every aspect of every task for every person on your team. Tell them what they need to do, be available for questions and clarifications, and check in periodically. Micromanaging your team makes them think you don’t trust their ability to do their jobs, and it causes extra work for you.

Cultivate Community

One of the drawbacks of working remotely is that it can be lonely, especially during a time when we are limited in what we can do and where we can go. People who are used to working face to face with clients and other team members may be discouraged with the lack of interaction and community that comes with remote teams.

Depending on the size of your company and your remote teams, brainstorm ways you can engage and still feel like a cohesive unit instead of multiple individual units. This could be a group video conference once a week to check in with everyone or a virtual happy hour on Friday evenings.

If you were a tight-knit team before the switch to working from home, find ways to foster that bond and stay connected as a team. If you weren’t very close before this, this may be the perfect opportunity to get to know each other better!

Your Remote Team Needs Device Magic

The Device Magic team understands that things are very different for managers and business leaders right now, and you are probably having to learn very quickly about how to manage a remote team effectively.

Device Magic‘s innovative tool allows remote teams to create, modify, share, save, and even print important documents, without internet connectivity. From checklists and surveys to maintenance reports and purchase order forms, Device Magic Mobile Forms makes it easy to create all of the professional documents that your team needs to get the job done.

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In any industry, you need easy access to accurate information to help you make critical business decisions. Long gone are the days where companies used time-consuming manual data collection processes that required either being in a particular location or relying on a reliable internet connection. Today, top-performing businesses are using mobile data collection solutions to quickly gather, analyze, and share data. Here are some of the top mobile data collection solutions in 2020.

Device Magic

Device Magic changes the way businesses collect data in the field. The drag-and-drop custom form builder makes it simple to create checklists, reports, and surveys which can then be used to collect all the data you need about a specific job or project. Data collection can be completed even when offline, as team members can complete the forms on any device licensed with Device Magic, with or without internet connectivity.

Once your data is collected, you can easily share reports with other team members and integrate your reports with your existing platforms. Other features that make data collection and analysis easy with Device Magic include the ability to choose a source for your data, graph and chart preview, and access to the custom analytics dashboards.

• A free account gives you access to Device Magic on one mobile device and access to unlimited forms and submissions.
• The Professional Option is $25 per month and allows you to add and remove devices as needed. It also integrates with advanced destinations like Google Drive and Box.
• The Enterprise Option offers enhanced workflow and automation as well as live data resources for more accurate productivity projections.

Smartsheet

Smartsheet is designed for businesses that want to reduce the amount of time their employees spend looking for and consolidating information. SmartSheet allows you to manage, share, analyze, and collaborate on tasks in real-time. Key features include easy-to-use dashboards, rapid report generation, and premium add-ons that supercharge your practices.

• The Individual Plan is $14 per month and features access to a free library of templates. It also allows collaborators to view, edit, and add to sheets in real-time.
• The Business Plan is $25 per month per user and requires a minimum of three licenses. It includes all the features of the Individual Plan plus an activity log, interactive dashboards and charts, custom branding, and extended data analytics.
• The Enterprise Plan includes everything in the Business Plan plus the added benefit of a single sign-on, enhanced administrative support, and more.
• The Premium Plan includes all the features of the Enterprise Plan plus all of SmartSheet’s premium connectors, apps, and support systems.

Teamscope

Teamscope is used by clinical and field research teams all over the country. Data can be collected offline, and bold visualizations and representations of the data can be created in minutes. Teamscope allows you to build custom forms with a simple drag and drop interface, capture real-world evidence, and quickly import your data and eCRFs. If you need to see your data in visually rich graphs, Teamscope allows you to see the data in a variety of line, bar, and pie graphs, with more graphing options to be added soon.

• The Open Research Plan is a free plan that gives you access to 200 form entries per month, one project, basic email support, and access for up to five users.
• The Team Plan is $100 per month and gives you access to everything from the Open Research Plan plus 1,000 forms per month, unlimited users per project, three projects, and case management tools.

Zoho Forms

Zoho Forms is a data collection solution that emphasizes customization. The form builder allows you to choose from 30+ templates, customizable themes, and other design options that represent your brand. You can fill forms out offline and set conditional logic to trigger different actions. Additional features allow you to collaborate with your team easily, create and personalize emails based on data collected, and view the performance of your custom forms right from the app. Zoho Forms has four different pricing structures:

• The Basic Plan is $8 per month and includes access for one user, unlimited forms, 10,000 submissions per month, unlimited reports, built-in themes, and payment integration.
• The Standard Plan is $20 per month and includes access for ten users, unlimited forms, 25,000 submissions, unlimited reports, 2 GB of storage, and added approval and task features.
• The Professional Plan is $40 per month and includes access for 25 users, unlimited forms, 75,000 submissions, 5 GB of storage, and all of the added features of the Standard Plan
• The Premium Plan is $80 per month and includes access for 100 users, unlimited forms and reports, 150,000 submissions per month, 10 GB of storage, and all of the features in the Professional Plan.

QuickTap Survey

One of the most effective ways to collect data is through surveys. QuickTap Survey makes it easy to build, customize, and launch survey campaigns that collect all of the data you need. Core features include role-based access control, unlimited data collection (online and offline), and superior security and scalability.

Businesses use this mobile data collection solution to capture leads, collect customer feedback, and perform field research. Surveys are customizable and generate real-time results in multiple download formats. You can score surveys, send email notifications, and schedule reports all from the user-friendly dashboard.

• The free trial lasts 14 days and gives you access to all the program’s features. It includes ten responses on one device.
• The Pro Plan is $41 per month and ideal for small businesses looking to use surveys as a major source of data collection. This plan includes custom branding, unlimited users, and advanced question options.
• The Premium Plan is $84 per month and is perfect for companies that rely on automation and mobile forms for data collection. This plan includes everything from the Pro Plan plus premium question types, alerts, and custom response flows.

Try Device Magic For Free

Improve productivity and efficiency in your business by streamlining the way you collect and analyze data. Device Magic Mobile Forms is a must for companies that do work remotely or need instant access to forms and documents and aren’t always connected to the internet. Reduce user error, save time, and streamline data collection with Device Magic.

Build custom forms and surveys that help you collect the data you need to take your business to the next level.

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If you’re like many professionals, you may suddenly find yourself working from home or managing a remote team. This can be a learning process for everyone. Figuring out how to stay on task, on schedule, focused, and connected when working remotely can take some time. If you find yourself managing a remote team, consider these six tips to improve remote team productivity and communication.

Use a Collaboration Platform

Working in the same physical space helps with time management and collaboration. When everyone is in the same place, emails and phone calls may be enough to keep everyone connected and on task. However, when your team is spread out across multiple locations, your communication and project management need processes to be more intentional.

Consider using an online collaboration platform that can keep all of your projects and teams on the same page. This makes it easy to track progress, communicate with your teams, set goals and deadlines, and answer questions in one place instead of tracking down various emails or messages across different platforms.

Check out our blog post on the Top Remote Collaboration Tools for suggestions.

Productive Virtual Meetings

Virtual meetings can be a great way to stay connected when your team can’t be together, but they run a little differently than traditional meetings. To run a productive virtual meeting:

• Use a waiting room. This helps you control who is in which meeting space and helps to avoid people randomly popping into your meetings.
• Dress to impress. Even though you can work from home in your pajamas doesn’t mean you should. Get dressed like you’re going into work. Doing this will help you shift your mindset into work mode and prepare you for a video call with your team and clients throughout the day.
• Mute yourself if you aren’t talking. Background noise can be distracting during a virtual meeting. If you aren’t talking, mute yourself so others can talk without hearing the music you are playing, your dog barking, or the sound of your dryer in the background.
• Record the meetings. Recording the sessions can be a helpful way to go back and revisit some of the issues and questions brought up during the meeting. Recorded conferences can also be shared with those who could not attend and saved for future reference.
• Be aware of your surroundings. Make sure you choose to set up your computer in a neutral and non-distracting area in your home. In front of a blank wall, in an organized office, or at the kitchen table are good options.
• Look into the camera. Your audience can tell if you are looking into the camera or at yourself on the screen. For a more professional meeting experience, look into the camera to connect with your team.

Check In Without Being Overbearing

Since you see less of your team when they’re working remotely, it can be harder to track their progress. When working remotely, you may be tempted to check in more often or provide more detailed instructions. While that can be helpful, it’s important to find ways to manage your team’s progress without wasting time micromanaging them. Daily check-ins with your team can be a simple way to monitor their progress, set goals, and offer feedback when needed.

Be Flexible & Patient

Working remotely may require an adjustment period, especially for those who are used to working in an office or specific on-site location. Getting used to conducting meetings virtually, understanding new technology, and learning to adjust to a work-life balance will take some getting used to. This means patience and flexibility are vital in keeping company morale up and increasing productivity. Embrace new strategies and procedures and be open-minded to try new things.

Your team will fall into a groove, but it can take time. Communicate to your team that this new work model is a new adventure for everyone, and your understanding can help your team adjust quickly. Be sure to also provide all the necessary training for any new tools your team will use for working together remotely.

Streamline & Restructure

If your team is working remotely for the first time, you may have to spend some time adjusting your current processes and procedures. Methods that work in the office may not make sense when working remotely. Get feedback from your team about how you can streamline and restructure some of the current tasks to make more sense for this new work style.

Restructuring the workday may make more sense for your remote team. For instance, maybe client phone calls are better moved to the afternoon, or your traditional lunchtime meetings could take place earlier in the day. Being open to restructuring your day will increase productivity and maximize work time.

Maximize Your Mornings

If working from home is new for you and your team, it can be tempting to relax a bit on your routine. But maximizing your mornings can be the key to improving your team’s productivity. As the leader of your team, it is important to optimize your morning time to help you prepare for a successful day.

Getting up at your regular time, even if you aren’t going into the office, sets you up for a successful day and allows you to get a productive start. Encourage your team to maximize their mornings as well. You can do this by scheduling a check-in meeting first thing in the morning or requiring that your team submit their goals and plans for the day before 9 am. When your mornings are productive, the rest of your day will follow suit.

Device Magic + Remote Teams = Increased Productivity

With a little innovation and patience, you can find ways to improve remote team productivity. Device Magic allows you to create and complete custom forms, then share important data with your team no matter where they are.

Use the Device Magic custom form builder to create forms and documents that are easy to send to your team and integrate seamlessly into the business platforms you are already using. Using Mobile Forms is also a great way to take a step toward sustainability by helping your remote teams go paperless.

Take the first step to improving the productivity of your remote teams. Start your free account today.

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It’s 2020, and more and more businesses are thinking outside of the box when it comes to workplace logistics. The idea that everyone has to be in the same building at the same time to be productive is being replaced with the fact that technology makes it easier for people to work from anywhere.

Innovative remote collaboration tools make it easier than ever to host meetings, connect with teams, and share information from anywhere—virtually. Whether working remotely is your new normal or you’ve been doing it for a while, these seven tools will help you stay connected and increase productivity no matter where you are.

Device Magic

Device Magic is a must-have resource for companies that are looking to simplify their documentation processes and want to take a step toward going paperless. Device Magic Mobile Forms allows you to create and complete custom forms from anywhere, even without an internet connection.

Use the simple drag-and-drop interface to customize forms for your needs. Then modify, save, and share data from your forms with your team, even when you are offline. Perfect for construction, logistics, retail, and facilities management teams, Device Magic is must if your team is often working remotely or frequents multiple off-site locations.

• The free membership gives you access to Device Magic on one device and access to unlimited forms and submissions.
• The Professional Option is $25 per month and allows you to add and remove devices as needed. It also integrates with advanced destinations like Google Drive, Dropbox, SQL and Salesforce.
• The Enterprise Option offers enhanced workflow and automation as well as live data resources for more accurate productivity projections.

Slack

Slack is a one-stop-shop for everything your team needs to stay connected. This is a messaging app first and foremost, allowing your team to organize conversations by topic, importance, and teams. Beyond messaging, Slack integrates with many of the platforms you’re already using, and the easy-to-use search filters helps you find information quickly.

• Slack has a free membership options for small teams
• The Standard Membership is ideal for small to medium size teams and is $6.67 a month
• The Plus Membership is designed for large teams or those with additional administration needs and is $12.50 a month

Basecamp

Basecamp is a project management tool that allows teams of all sizes to collaborate on projects in real time from anywhere. Send invites to projects, chat, share files and schedule meetings all in one place. The sleek design makes it easy to keep multiple projects organized. Things can get chaotic when everyone on the team is working off of different platforms and emails—Basecamp brings it all together so everyone is on the same page, no matter where they’re working from.

• Basecamp Personal is free but comes with limited features like a three project max and access for up to 20 users.
• Basecamp Business is $99 per month and gives you access to unlimited projects, users, and client interaction. You also have access to project templates and priority support.

Fellow

When working remotely, it can be challenging to find a way to host productive and organized meetings. Fellow makes it easy for teams to host meetings virtually. Whether you need to schedule team meetings or one-on-one meetings, you can schedule, host, record, and take notes during meetings from anywhere.

With Fellow you can track interactions company-wide and receive notifications in the morning for all of the conversations and meetings planned for the day. This allows you to schedule out your day ahead of time and make sure you don’t miss any important conversations.

• A free membership is available for small teams
• Fellow Pro is $4 per month per user

Zoom

Zoom is one of the most popular video conferencing apps being used today. Its innovative features allow you to schedule meetings, send invites, host webinars, record conferences, and share files and messages across the board. The seamless design allows you to customize the way you interact with other members.

• The free membership allows you to host up to 100 participants and unlimited 1-on-1 meetings with a 40 minute time limit on group meetings.
• The Pro option includes all basic features and no limit on meeting duration. This option is $14.99 a month
• The Business option gives you all of the Pro features plus dedicated phone support, admin dashboard and custom branding & emails—for $19.99 a month.

Asana

Asana is a work management platform that offers easy to use features to stay on track, hit deadlines, and update everyone involved on the status of a project. This remote collaboration tool allows you to map out a project step by step, assign specific people and teams to a task, and visualize the work as you move toward completion.

Asana is great for professionals who work better seeing their plans laid out visually, and the colorful charts and timelines help you to stay organized. Other useful features that make working remotely a little easier include real-time calendars, workflow management tools, and ways to track marketing strategies.

• The free membership is ideal for individuals and small teams, offering basic features and allowing you to collaborate with up to 15 people.
• The Premium Plan is $10.99 per month and gives you access to all of the basic features plus an admin console and access to private teams and projects.
• The Business Plan is ideal for teams and companies that need to manage work across various platforms. It’s $24.99 a month and gives you access to all of the Premium features plus other resources like portfolios, approvals and custom rules builder.
• The Enterprise Plan is for large companies that need more support, control and security. This option features everything in the Business Plan but puts an emphasis on branding and priority customer support.

Harvest

One thing many professionals have to get used to when switching to remote work is time management. The natural time flow of the office can help team members stay on track, but working from home means may require a learning curve for managing distractions and staying focused. Harvest is a time tracking tool that analyzes how long it takes you to complete a project and provides detailed time sheets that help your team to keep track of their hours, even when working remotely. Keeping all time reports in one place makes it easier to pay your team and send invoices to your clients.

• The free membership allows one person to manage a maximum of two projects.
• The pro membership is $12 per month and allows you to manage unlimited people and projects.

Closing Thoughts

Effective project management means finding ways to collaborate with your team. These essential remote collaboration tools make it easy for you to manage your time, meet deadlines, track workflow, and communicate with your team. We hope these solutions can help to make working remotely as productive and efficient as possible for your team.

Try Device Magic Free

Device Magic allows you to create custom forms and reports that your remote teams need to stay organized. The ability to access these forms even offline is what makes Device Magic such a game changer for teams who are always on the go. Device Magic integrates with the business platforms you’re already using and can help your company adopt more sustainable (and paperless) documentation practices.

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