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5 Systems To Manage Your Remote Team

December 15, 2021

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I'm Court —online systems educator for coaches. I'm here to help you love your business again.

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Today we are giving you the low down on 5 team management systems for your remote team! Managing a team isn’t always easy work, but with systems in place, your team will be more independent, productive, and able to anticipate business needs. 

Whether you have a team of 2 or a team of 50, team management systems are a must! However, even if you don’t have a team yet, this is a great place to start outlining systems for growth in the future!

 

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1. Team Communication Systems:

Team communication systems are all about setting processes and standards for streamlined and effective communication. Solid communication is the foundation of building out your remote team management systems.

Tips For Implementing Team Communication Systems:

  • Set expectations with your team on how to communicate through defining each tool’s purpose. For example, maybe you only use Zoom for weekly team meetings or never use Email to communicate as a team unless you’re forwarding an email.
  • Set boundaries around your response time and hours of availability 
  • Encourage transparency by giving the entire team access to all Slack channels! This allows everyone to stay looped in and eliminates repeat questions and confusion.

Setting up clear communication systems for your team cuts down on questions, confusion, and allows everyone to stay looped in. By allowing the entire team to see where other team members stand on their portion of a project, you empower your remote team to take responsibility for their work.

 

2. File Storage Systems

File Storage Systems are all about the processes of uploading and organizing files for your business. Seems simple enough, right? 

Although this seems simple, having a system around your file storage is crucial for preventing digital clutter and messy systems.

Tips For Implementing File Storage Systems:

  • Make sure every file has a home folder and that there are no loose files in your Google Drive
  • Create specific naming conventions for files so they are easy to locate
  • Have clear folders and subfolders. For example, names like Admin, Marketing, Branding, Courses, Clients, are super clear and easy for your team to locate!
  • Share all files with everyone on your team

Transparency in your file storage systems is just as important as transparency in your team communication systems. It encourages independence, cuts down on confusion, and allows everyone to contribute, file, and retrieve team documents without having to ask for permission.

 

3. Project Management Systems

Project Management Systems are the central place where projects, details, tasks, statuses, and assignments can be sorted out.

Tips For Implementing Project Management Systems:

  • Keep tasks actionable. Describing an action makes it less likely that anyone on your team will have trouble interpreting the task. For example, instead of saying ‘Brand the welcoming package’, define tasks as ‘Insert client logo into welcome package’.
  • Share all spaces with every team member
  • Make sure all tasks are assigned to a person and have a due date

With project management systems, you can see exactly what each person is working on, what the next steps are, and identify any bottlenecks or hangups.

 

4. SOP Systems

SOP (Standard Operating Procedures) Systems store all the processes in your business with video or documented walkthroughs.

Tips For Implementing SOP Systems:

  • Set up your SOP manual in your project management tool
  • Make sure every team member is in charge of SOPs for the tasks they handle
  • Have a template for your SOPs so they are all outlined the same 
  • Review your SOPs every 6 months to keep them up to date

Having an SOP system eliminates contradictory processes and ensures that all SOPs comply with company standards. Also, it encourages team members to take responsibility for their tasks and makes team onboarding a breeze for you and your new team members!

 

5. Team Onboarding Systems

Team Onboarding Systems include all of the processes for onboarding new team members.

Tips For Implementing Team Onboarding Systems:

  • Prepare for onboarding a team member who is 100% green to the online space 
  • Create a task transfer timeline so they know what tasks they will be taking on throughout the onboarding process
  • Have a weekly check-in form for the duration of their onboarding period
  • Create a space for them to ask any questions. Allow them to ask questions while also encouraging them to share their ideas!
  • Have weekly meetings with your new team member to address questions specific to onboarding
  • Set expectations for communication and availability

Onboarding team members is crucial to setting the tone for their role in your biz. Having a streamlined, clear onboarding process increases the chances of your team member enjoying their role on your team!

Team Management Systems are key to smoothly manage your remote team. Implementing these systems will help your team members take responsibility and allow you to step into your CEO role. In addition, taking the steps to set up systems for your team and creating an environment to empower your team will set your biz up for success!

We know that growing and managing your team can be overwhelming so if you have any questions or need support, come join us in our Mighty Networks Community!

 

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