By Laura Lopez on September 20, 2018
Founders and entrepreneurs leading a remote company face a unique set of challenges when it comes to employee engagement, business operations, and team communication. You’re creating company culture virtually, without the luxury of in-person management. With your team’s increased mobility it becomes more important to centralize and standardize your business practices and keep everyone in sync.
Thankfully, there are many options to choose from when it comes to affordable cloud-based tools that make it easier for your remote team to collaborate, as well as a wealth of information from companies that have paved the way. If you are about to launch a remote startup or are looking for ways to improve yours now, we’ve got a few core practices that will keep you organized and your team optimized.
- Don’t underestimate (virtual) face time. We’ve written about the importance of remote communication before, but it’s worth mentioning again. A simple way to strengthen rapport with your team is to replace conference calls with video conferences. It’s a great way to connect with colleagues who would prefer to put a face to a name. Start with free, easy to use tools like Zoom, Google Meet, or even Slack Calls.
- Use the cloud. Storing data in the cloud allows you to access and analyze important information quickly, allowing you to make informed decisions more readily. Instead of creating an Excel spreadsheet that can’t be shared in real-time, leverage free cloud-based apps until you need a heftier tool, like a cloud-based Customer Relationship Management (CRM) solution. Avoid the trap of investing in software that your employees don’t end up using by testing a free tool and implementing norms around use first, and by being strategic about how the tools you’ve put in place interact with one another.
- Put yourself in your client’s shoes. Running a remote company has its benefits as well as its tradeoffs when it comes to your client base. I recently spoke with a customer that was turning down clients that were only able to send payment via mail (paper-based billing is still more prevalent than you think). Since relocating from the US to Europe, receiving and processing payments from abroad was taking too long, checks were occasionally lost in transit, and they were risking not making payroll. A virtual mailbox gives you access to important correspondence, such as contracts or checks, all via an online platform. You’ll have continuity in your mailing address even if you want to travel the world or set up shop in another state. Some solutions, like Earth Class Mail, even offer remote check depositing solutions, allowing you to keep clients whose billing practices might not be as cloud-friendly as yours.
- Start with data. And don’t stop. Without a doubt, centralizing customer and prospect data is a must from the start of your remote-based company. Even if you’re a solopreneur, or work on a small team, begin with something as simple as a Google Sheet, a live document that’s accessible from anywhere. As you add employees, give them access to the Google Sheet and review the data you require them to capture and enter. At a minimum, start tracking your business prospects and customers. Collect relevant contact information and lead source, the product of interest or product purchased, and other data such as the time it took to close a deal, or reason why you lost a deal, to inform future decisions. When the time comes that there are too many data points to manage, move to an affordable cloud-based CRM to centralize customer and prospect data.
- Standardize processes. As you add employees to your team, be sure to communicate and train each employee on the tools you have in place and your expectations on how the team will use them to collaborate. Otherwise, you can end up with disparate data and inefficient processes. Create an onboarding document or training so that you minimize the time you spend bringing new employees up to speed. And don’t think of standardization as infringing on your employee’s autonomy. You’re building consistency into your virtual workplace the way it might be more organically built if you were working in the same office.
Remember, if you’re just getting started, use free cloud-based tools to build out your core business processes and make it a practice to have all your information living in a central repository. If you and your employees have conquered your business workflows with free cloud-based tools and feel like you’ve outgrown them, it’s time to begin looking for a more specialized solution.