By Gwen Murray on March 18, 2020
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 company or are looking for ways to improve an existing business operating remotely now, we’ve got a few core practices that will keep you organized and your team optimized.
1. 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 while easing the barrier of remote communication and helps create clarity on tasks and projects . Start with free, easy to use tools like Zoom, Google Hangouts Meet, or even Slack Calls.
2. Use the cloud
Storing data in the cloud allows you to access and analyze important information quickly, enabling you to make informed decisions more readily. Instead of creating an Excel spreadsheet that can’t be shared in real-time, leverage cloud-based apps until you need a more robust tool, like a cloud-based Customer Relationship Management (CRM) solution. Avoid the trap of investing in software that your employees might not need by testing a free or inexpensive tool and by being strategic about how the tools you’ve put in place interact with one another.
3. Put yourself in your client’s shoes
Running a remote company has its benefits, as well as its trade offs when it comes to your client base. I recently spoke with a customer who was turning down clients that were only able to send payment via mail (paper-based billing and paying by check are more prevalent than you might think). Since this client relocated from the US to Europe, receiving and processing payments from abroad was taking too long, checks were occasionally lost in transit, and the company was at risk of not making payroll. A digital mail solution, also sometimes called a virtual mailbox, gives you access to important correspondence, such as postal mail, documents, and 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, which allow you to keep clients whose billing practices might not be as automated as your own.
4. Start with data
And don’t stop. Without a doubt, centralizing customer and prospect data is a must when starting a remote company. Even if you’re a solopreneur, or work on a small team, begin with something as simple as Google Sheets, a live document that’s accessible from anywhere. As you add employees, give them access and review the data that you require them to enter. At a minimum, start tracking your business prospects and customers. Collect relevant contact details and lead source information, the product of interest or the product purchased, as well as other data – such as the time it took to close the deal or the reason why you lost the deal – to inform future decisions. When the time comes that you have too many data points to manage, move to an affordable cloud-based CRM to centralize customer and prospect data.
5. 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 should use them to collaborate. Otherwise, you could end up with disparate data and inefficient processes. Create an on-boarding document or new hire training so that you minimize the time spent bringing new employees up to speed. And, don’t think of standardization as infringing on your employee’s autonomy. You’re building consistency among your remote workers the way it might more organically be built if you all were working in the same physical location.
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, then it’s time to begin looking for a more specialized solution.