Letting Go of the Office? How to Move Fully Remote

In 2020, 71% of people worked remotely, a testament to the large-scale shift many professionals are seeing towards flexible and remote working agreements. Some businesses are taking this trend a step further — instead of pursuing a hybrid model, they’re transitioning fully into remote work.

If this is the move you’re making for your team, preparation is the key to success. Here are 10 steps business leaders can take to move away from the office.

1. Communicate transition goals with the team

Before becoming remote, a business needs to determine its goals for transitioning. It could be to recruit more diverse talent or increase employee productivity. The manager should communicate the company's vision to all team members and ensure employees understand the expectations of the new environment.

Effective communication prevents misunderstandings and increases efficiency. Managers need to be consistent with their policies and lead by example. Also, they must be open to employee feedback — as with any significant culture shift, responding to employee questions and concerns will ease the transition and help with retention.

2. Define remote roles clearly

When your team moves entirely remotely, it becomes harder than ever to manage a staff of employees with a mishmash of daily responsibilities. This is because it’s so easy for work-from-home to push into personal time, which can lead to burnout. It’s also harder for managers to fill employee time with one-off responsibilities in remote settings, so don’t make that the norm.

Each employee needs to understand their role and responsibilities to increase efficiency. Bosses should provide workers with a description of their position and tasks, then continue to review workload and purpose as project assignments shift over time.

Your employees will no longer have a physical endpoint, so give them upfront expectations of the scope of their role and their schedule obligations. It’s poor management to blend the line between work and home hours, even if your employees are saving time on commutes.

3. Determine how to measure success

Clocking into and out of the physical office can sometimes lead to managers keeping an eye on physical presence rather than results. Since this isn’t possible with a remote team, it’s a great opportunity to shift a work culture toward measuring results over rewarding long, less productive hours.

How do teams accomplish this? Managers must establish performance metrics before going permanently remote. Once at home, employees may find it harder to assess progress toward company goals. Employers should create detailed project plans and establish benchmarks ahead of time so remote workers have a means of measuring progress and staying on track without the watchful eye of a manager.

Executives should use data, such as key performance indicators (KPIs), to determine if they have reached the goal. Look at financial KPIs, like net profit, and customer-focused ones, like customer satisfaction. Then, tie individual goals and performance incentives to these greater measures of success. Aligning everyone with company goals is what unifies employees from around the world.

4. Prepare for cybersecurity improvements

Working online can leave some companies vulnerable to hackers. In fact, 78% of employers lack confidence in their cybersecurity system. Unprotected data can cause sensitive information to fall into the wrong hands. However, third-party services or a full-time web security staff can help organizations manage their systems better.

Employers should also use password verification and identity management tools. Providing work-only equipment can also help avoid security pitfalls. With a dispersed team, striking a balance between accessibility and vulnerability will be crucial to protect business information.

5. Sell the office space

Letting go of the office may mean executive leadership has some tough decisions to make in regard to the physical space. If your business operates from a commercial lease, this process is a little more straightforward — your business can simply decline renewing the lease when ready to move remotely.

However, if your business owns their own office(s), selling commercial space will be a critical step in the transition plan. Employers will need to find a real estate broker and list their property online. They should ask for referrals and research potential candidates. A broker can also help identify the best type of investor for the property.

This process can take several months depending on local market conditions. Executives should be prepared to make immediate repairs, devote time to the selling process and wait out a potential delay. In the end, the additional cash flow will feel like a boon for a fully remote operation.

6. Changing recruitment and retention practices

Talent competition is more fierce due to the wider availability of remote work. Managers should use various ways to reach out to candidates and prepare for the challenges and benefits of casting a wider net.

Scale is likely to expand as job applications trickle in from more locations than they did previously. Employers should use an applicant tracking system to sort through the higher number of resumes. The software allows them to manage and store candidates' information efficiently. A variety of methods, such as phone and video conversations, should be used during the interview process. Using technology this way ensures candidates are comfortable with it.

Of course, retention matters just as much. Remote team members need to feel like part of the team, even if they rarely see each other in person. Therefore, it's important to focus on welcoming new teammates during the onboarding process.

Managers should still take the time to set up new hire meet and greets or virtual lunches to create an air of celebration. In addition, employers should pair new teammates with someone they can reach out to for advice. Opening up lines of communication can help ease feelings of isolation.

7. Schedule regular check-ins

Scheduling follow-up meetings are vital to ensure projects are completed on time. It's also a chance for employers to check in with team members. Employers should use the time to address any business concerns or clarify objectives.

Managers should use part of the meeting to see how employers are feeling mentally. Working from home can lead to longer hours, and potentially burnout. Since employers can't spot these signs outside of the office, they may go unnoticed.

Consider scheduling one-on-one meetings at least once a week and all-staff meetings monthly. Some workers may be in a different location, so be aware of time zones.

8. Strengthen the company culture

One concern remote operations may have is team happiness and connection. Admittedly, working in an office often makes it easier to build a stronger company culture. Limited face-to-face interaction makes it more challenging for teammates to connect.

This doesn’t mean remote businesses need to have less engaging cultures. Consider getting creative and hosting virtual events, such as happy hours. Managers can even provide online fitness classes, like yoga, or offer employees the chance to run online hobby groups for added connection.

Besides events, holding regular video meetings allows employees to socialize. Consider setting a few minutes aside in the beginning for casual conversation. Be sure to have discussions with people across all departments to help everyone gel as a team.

Transitioning to an all-remote business

Working remotely is becoming the new normal. Many businesses have employees telecommuting part time, but some managers may be ready to take the next step. Maintaining communication and company culture is essential as organizations go fully remote.