The word “remote” is becoming more and more common. We know it as a way of communicating, studying or working. But do you know what it means when we use the term “remote”?
The term “remote” refers to doing something remotely, through digital means. It can be from your home, from another part of your country or the world. But when we talk about remote collaborative teams, there are many other issues to consider. In this article, you will find out more about this new way of connecting with each other.
Summary
- Remote collaboration teams are based on the joint work of a group of people who collaborate with each other remotely, i.e. at a distance.
- When it comes to setting up a remote collaboration team, there is a range of digital tools that can be of great help. They will help you to maintain a continuous dialogue with the rest of the team members, hold meetings, and collaborate on projects in real-time or asynchronously.
- It is important that there are values in every team. They help to reach a common goal and achieve greater productivity working together.
What you should know about a remote collaboration team
You may have many doubts about what a remote collaboration team is, and what this way of working can offer you, among other aspects. Below, we will explain the most important information to you, so you can learn more about remote collaboration teams, and how you can apply it to your daily life.
What are remote collaboration teams?
Organizations have to keep up with society and its changes all the time. They adapt and try to adapt their organisational models, communication and working methods (1). This led to the development of remote collaborative teams. Such teams are based on the joint work of a group of people who collaborate with each other, but remotely, i.e. at a distance.
A collaborative work team has certain characteristics. Among them, we can take into account the fact that each member has different skills that must be shared with the rest of the team. In addition, they must have a clear objective that they all share (2). Therefore, considering the distance and the digital environment, it is important to take into consideration communication as the main factor.
Read more about Remote Collaboration
Why is collaboration important in remote teams?
Although a remote team has its benefits, to make it work properly you need to keep one thing in mind: collaboration. Practically, without it, remote working is almost impossible to do. It is important to be willing not only to collaborate, but also to exchange ideas, knowledge, and skills (3): Knowing that each member is different and has a particular way of working and contributing.
Benefits of contributing to a remote team
- It becomes a more motivating and stimulating space, since everyone will be willing to work in a balanced environment.
- More projects and ideas can be carried out if you work actively.
- It generates personal growth for each member of the team, because they can not only contribute, but also learn from others.
- It provides a much more effective and fun space for creativity (4).
- It becomes easier to reach an agreement on connection schedules, as well as on the work process.
What tools are available for remote team collaboration?
There are a number of digital tools that are of great help when forming a remote collaborative team. They will help you maintain a continuous dialogue with the rest of the members, hold meetings, and collaborate on projects in real time, or asynchronously.
Factors to take into account when choosing the tools to use in your team
- Level of experience within the team: Not all team members will be able to use the proposed platforms with the same knowledge, it is important to consider this. In case you need to use it without exception, you can explain it to the team member and share videos with tutorials on its use.
- Functions: You must take into account some factors. One of the most important ones is that the chosen program can be used on all systems. You can also take into account the convenience provided by the medium and the speed.
- Intended use: At this point, it is important to keep in mind that not every platform created to work remotely in a team will be useful for you. Choose the ones that best suit your needs as a team, and that will be enough to have good communication between the members.
Most used tools
There are several categories with different functions. Below, you will find information on the most used in recent years.
For remote communication
- Slack: This is a messaging application for companies. People share information and interact through messages or calls. It is also possible to create “channels” which can have different themes. Slack is an interesting alternative to email, since it avoids filling your inbox with messages, and you can work more professionally through this channel (5). Read more about Slack
- Discord: It is mainly a messaging platform, where you can share a space with other people, designed to create chat groups for different purposes. Among these purposes, there are remote teams that use it to chat through video calls, messaging and other ways. Discord allows you to feel part of a community. It also provides the space to chat, teach, or play in teams in a coordinated way. It is very simple and participatory (6).
See the best Business Instant Messaging Software
To make video calls
- Zoom: It is a program oriented to videochat. It has a free plan where you will be able to videochat for 40 minutes, with 100 participants at the same time. On the other hand, the premium plan allows you to extend your time to 24 hours, in addition to other special functions. Among these functions, you can, for example, choose the language in which you want to hear the audio (7). Read more about Zoom
- Google Meet: Google Meet is in competition with Zoom and plays a similar role. It also serves as a video chat. This type of media has become key to resolving important issues within a remote collaboration team.
- Skype: This platform allows instant messaging, file sharing, and mainly video calls. It is one of the most well-known and oldest media. Read more about Skype
See the best Video Conferencing Software
To organize tasks and ideas
- Google Calendar: It mainly plays the role of agenda and reminder. In this platform, you can not only write down everything you have to do so as not to forget it, but you will also receive reminders from Calendar. Read more about Google Calendar
- Toggl: This works as a tool to keep track of hours. With it, you will be able to know how much time you spend on your projects and activities. Read more about Toggl
- Self Control: This application’s main function is to prevent you from getting distracted. It blocks access to a list of web pages, social networks, and everything that can distract you for a certain time, and then it allows you to access them again. When you work remotely, it is important to consider such tools.
See the best Task Management Software
For managing and archiving documents
The platforms offer a very similar service, where you can create, archive, and share documents. These tools allow you to work collaboratively, since everyone can add information within them, at the same time or asynchronously. In addition, you can access the document from a computer, cell phone, or tablet. Since everything is stored in a cloud that is anchored to an account. Among the most popular and widely used platforms are:
See other best Cloud Content Collaboration Software
What are the advantages and disadvantages of a remote collaborative team?
Working with a remote collaborative team can give you lots of advantages. But it also has its disadvantages. So, if you are thinking of forming a team or if you are already part of one, keep both points in mind. Below is a table that will be helpful in separating the advantages and disadvantages of this type of team:
Advantages
- Increased productivity.
- Lower costs.
- Lower absenteeism rates.
- Economic benefits for the team (8).
- Gives you an opportunity to work from wherever you want.
- There are many tools that will make distance no longer an issue.
- Being collaborative will help to create a long-distance bond and avoid inconveniences.
Disadvantages
- Each member must have their own workspace.
- Internet connection may not be stable.
- The use of own devices can be a risk to the team’s information if they are not well protected (9).
What strategies make a remote collaboration team better?
As well as taking into account certain details in a face-to-face team, the same applies to remote teams. It is important to consider that although remote has its benefits, it is also a different way of working. It needs strategies that make the team functional, and above all, collaboration.
Strategies to use
- Select well the channels and tools, based on costs, flexibility, and mode of use.
- Take into account whether it is necessary to teach how to use technological tools, or if there is an adequate level for the use of certain tools.
- Be clear about the responsibilities of each member of the team.
- Each team member should have personal objectives that complement teamwork.
- Consider if there are problems or dissatisfaction within the team, and find them in time.
- Try to have good, effective and participative communication.
- Take into account the personalities and profiles of the people who intend to join the team.
- It is important to bear in mind that since there is no face-to-face contact, it is necessary to generate the closest possible link through the tools provided (10).
What values should the members of a remote collaboration team have?
It is important that there are values in every team. They serve to reach a common goal together and to achieve greater productivity. Therefore, when it comes to a remote collaborative team, it is even more essential to establish key values within the team, which make remote work pleasant.
Equity
Equity comes from a space where everyone can be seen, heard, and respected equally. As a participant, it is important that you can be a host, presenter, or participant since your voice is as important as of the rest of the team. It often happens that one person leads the meeting, but this may be due to a desire to create order and linearity in a team conversation.
For this purpose, remote communication tools, such as those mentioned above, are increasingly implementing more and more functions. From different forms of login, so that all members can use the same tools, to interactive forms of participation such as spreadsheets and surveys (11).
Responsibility
Remote collaboration teams are based on digital communication with virtual workspaces, where they rarely get to meet in person or have face-to-face communication. This makes the responsibility of each member part of the engine that makes the team work.
One way to achieve accountability is to be transparent. An excellent way is to be able to deliver the assigned task in a timely manner. As well as being able to communicate to the rest of the members any problem that may arise and prevent you from delivering, or being on time for a meeting, among other aspects.
Creativity
Creativity is a major issue in a remote team. This consists of acquiring over time a series of skills, critical thinking, and the ability to solve problems, among many other things. There are people who consider this value, a matter that is already internalized from birth, and that only a few have. But, really, it is acquired with time and work (12).
In a team, it will not only mean collaborating among members, but also creating an original way to achieve the goals set.
Honesty
There is always room for conflict within a team. Not all of us have similar ways of working, and this can result in discomfort or conflict between the members. For this reason, honesty is important.
When we talk about honesty, we are talking about openly expressing what we feel, what we think, and what we agree or disagree with. It focuses on open communication. But it is also important to emphasize respect and the effort to understand the other team member’s points of view.
Conclusion
A remote collaboration team can be a great opportunity, both for the company that carries it out and for its members. But, also for it to work properly and provide benefits, it must be carried out in the best possible way.
This working model is here to stay. It could be a great opportunity for all those people who are looking to work remotely and with flexible hours. Everything changes, and so do the ways of working.
References (13)
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