The transition to remote work requires leaders to establish clear expectations. These guidelines ensure team members understand their roles and responsibilities, which prevents ambiguity that can lead to confusion and decreased performance. A deliberate approach to setting expectations helps create a structured and effective remote work environment.
Define Core Work Parameters
The foundation of a remote work structure is defining the workday’s boundaries. This involves establishing specific work hours for a predictable schedule. For organizations offering flexibility, defining a “core hours” window, like 10 a.m. to 2 p.m., ensures set times for collaborative work and client meetings. This approach accommodates personal schedules while maintaining team alignment.
Establish clear expectations for availability and response times. This means differentiating between urgent matters requiring an immediate reply and non-urgent queries that can be addressed within a few hours. Employees should have a clear method for signaling their work status, such as updating their status on a chat program. These protocols help manage expectations and prevent misunderstandings about an employee’s engagement.
Establish Clear Communication Protocols
Effective remote communication requires designating specific tools for different types of interaction. For example, instant messaging platforms like Slack can be used for quick, informal questions. Email should be reserved for more formal, documented communications, such as official announcements or detailed project summaries. Project management tools like Asana are best for tracking task progress and updates.
The cadence and format of meetings also need clear guidelines. Daily stand-up meetings, kept to 15 minutes, help teams align on priorities. Weekly team meetings can then be used for more in-depth discussions and progress reviews. For video calls, setting an expectation for when cameras should be on boosts engagement. Mandating camera use for team meetings or one-on-ones helps participants pick up on non-verbal cues.
Clarify Performance and Productivity Metrics
In a remote setting, performance management should shift from monitoring hours worked to measuring tangible results. This requires setting clear, objective, and measurable goals, often through frameworks like Objectives and Key Results (OKRs) or Key Performance Indicators (KPIs). These systems provide employees with a clear understanding of what they need to achieve. This allows them to manage their time and tasks autonomously to meet those targets.
Expectations for deliverables must be explicit, covering project deadlines, quality standards, and the format for submission. When assigning a task, managers should clearly articulate what a “finished” product looks like, providing examples if necessary. This removes guesswork and empowers employees to work confidently toward a well-defined goal. Focusing on output helps companies evaluate productivity and ensure everyone is contributing effectively.
Outline Technology and Security Requirements
Companies must specify the hardware and software employees are expected to use. This includes detailing what equipment the company will provide, such as a laptop or headset, and what the employee is responsible for under a Bring Your Own Device (BYOD) policy. This clarity prevents confusion and ensures everyone has the necessary tools.
Security expectations must be explicit and strictly enforced. This includes the mandatory use of a Virtual Private Network (VPN) when accessing company systems to encrypt data. Employees should be instructed to use secure, password-protected Wi-Fi networks and avoid public networks for sensitive work. Protocols for handling confidential company data, including storage and sharing, must be clearly outlined.
Foster a Professional and Connected Culture
Set expectations for a professional work environment, particularly for video calls. Employees should be mindful of their background, ensuring it is tidy and free from distractions. They should also adhere to a professional dress code consistent with company culture. These standards help maintain professionalism and respect during virtual interactions.
Set expectations for participation in activities that build team cohesion. This can include virtual coffee chats or online team-building games designed to foster personal connections. Encouraging team members to engage in these events helps build the trust and camaraderie that can be lost without in-person interactions. Fostering positive and respectful communication is also fundamental to a supportive remote team.
Document and Communicate the Expectations
All guidelines must be formalized in a central, easily accessible document, such as a “Remote Work Policy” or “Team Agreement.” This single source of truth consolidates all expectations and provides a reference point for employees. The document should be written in clear, straightforward language, avoiding jargon to ensure it is understood.
Once documented, these expectations must be actively communicated to the entire team. A dedicated meeting to walk through the policy allows for questions and ensures everyone is aligned. For new hires, reviewing the remote work agreement should be a standard part of the onboarding process. Regularly revisiting the document allows the team to provide feedback and make adjustments as practices evolve.