{"id":873,"date":"2020-03-12T00:00:38","date_gmt":"2020-03-12T00:00:38","guid":{"rendered":"https:\/\/www.attendancebot.com\/blog\/?p=873"},"modified":"2025-06-18T05:52:27","modified_gmt":"2025-06-18T09:52:27","slug":"turn-in-office-team-remote-working","status":"publish","type":"post","link":"https:\/\/www.attendancebot.com\/blog\/turn-in-office-team-remote-working\/","title":{"rendered":"10 Steps to Turn Your In-Office Team Into A Remote Working Team"},"content":{"rendered":"<p><span style=\"font-weight: 400;\">This year has been tough for businesses. The Coronavirus outbreak has made it difficult for businesses to run smoothly. With the virus spreading worldwide, many people are opting to self-quarantine and offices are seeing more empty seats. For companies who can function without meeting in person, you might want to put health first and consider a remote working team.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Of course, not all businesses can enable a work-from-home policy. Employees who need to be physically present at the office can\u2019t afford to work remotely. In such events, HRs need to reduce the office population. With more people working at home, employees who have to come in don\u2019t have to worry about getting the virus from their co-workers.<\/span><\/p>\n<p><b>Note:<\/b><span style=\"font-weight: 400;\"> For high-risk areas, postpone any work that requires being on-site or physically present and ask these employees to work from home. The wellbeing of your team is crucial and by limiting movement, you can avoid the virus from spreading to your employees.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">If you\u2019re not sure how to take <a href=\"https:\/\/www.attendancebot.com\/blog\/working-in-an-office\/\">your in-office team<\/a> remote, we\u2019re here to help! Here\u2019s a quick 10-step guide:<\/span><\/p>\n<p><em>Read further: <a href=\"https:\/\/www.attendancebot.com\/blog\/remote-working\/\">The Complete Guide to Remote Working<\/a><\/em><\/p>\n\n<h2><span style=\"font-weight: 400;\">10 Steps to Convert Your Team Into a Remote Working Team<\/span><\/h2>\n<h3><span style=\"font-weight: 400;\">1. Use a work communication platform that isn\u2019t WhatsApp<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">First, set up a communication platform specifically built for work. You can choose between Slack, Microsoft Teams, and Hangouts for Work. Each platform is well-built and provides all the features you need to manage your work in one place.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Here\u2019s what you need to do to get started:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Create channels to keep conversations structured according to each department and project.<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Establish communication rules\u2014 all work conversations must be done on public channels rather than on DMs.<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Set up a team chat window for general chitchats.<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Set up systems within the platform to track work output and work hours.<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Over-communicate. It\u2019s important to be on the same page and by explaining thoroughly, you can clear roadblocks, cope with changes, and celebrate wins.\u00a0<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">We would suggest implementing this even before you go remote so that employees have time to adjust to the new method of communicating. If you are already using a communication platform like Slack or Microsoft Teams, you can skip ahead.<\/span><\/p>\n<p><i><span style=\"font-weight: 400;\">Further Reading:<br \/>\n<\/span><\/i><a href=\"https:\/\/www.attendancebot.com\/blog\/slack-hr-bots\/\"><span style=\"font-weight: 400;\">10 Best Slack HR Bots to Automate and Simplify Your Work<\/span><\/a><br \/>\n<a href=\"https:\/\/www.attendancebot.com\/blog\/hr-microsoft-teams-apps\/\"><span style=\"font-weight: 400;\">Top 8 Microsoft Teams Apps For HR Productivity<\/span><\/a><\/p>\n<p><b>Bonus: <\/b><span style=\"font-weight: 400;\">Google is offering its work communication platform, <a href=\"https:\/\/cloud.google.com\/blog\/products\/g-suite\/helping-businesses-and-schools-stay-connected-in-response-to-coronavirus\">Hangouts for Work<\/a>, to businesses worldwide for free due to coronavirus, allowing you to make this transition quickly.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">2. Introduce the change to your team<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">There are 3 things you can do to introduce the change and start transitioning to a remote working team.<\/span><\/p>\n<h4><span style=\"font-weight: 400;\">Call an all-hands meeting to establish rules<\/span><\/h4>\n<p><span style=\"font-weight: 400;\">A teamwide meeting is essential when making such a large change in how your company works. Establish a few rules to make this transition easier:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">How attendance will be tracked<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">project management tool\u2014 work will be assigned and monitoring<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Process of performance reviews<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Daily, weekly, and monthly meetings will be held.\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Team activities that you will set up<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">New perks and benefits your employees will be privy to (if any)<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Address any questions your employees have and set a start date. With the virus spreading quickly, you may even want to establish remote working today and get on a video conference with everyone to get into the details of it.<\/span><\/p>\n<p><a href=\"https:\/\/www.attendancebot.com\/blog\/work-from-home-guidelines-manage-remote-employees\/\"><span style=\"font-weight: 400;\">Pick up work-from-home guidelines from our blog<\/span><\/a><span style=\"font-weight: 400;\"> to create a draft of your remote working policy.<\/span><\/p>\n<h4><span style=\"font-weight: 400;\">Be vigilant during the first 2 weeks of transition<\/span><\/h4>\n<p><span style=\"font-weight: 400;\">Ensure managers are keeping an eye on workflow in the first 2 weeks of implementing remote working. This is the transition period that will help you cement this change. Be hyper-vigilant during this period and find ways to improve how employees work remotely.<\/span><\/p>\n<h4><span style=\"font-weight: 400;\">Address challenges and allocate a budget<\/span><\/h4>\n<p><span style=\"font-weight: 400;\">You should also ask managers to help employees adjust to any challenges they may have. Some employees may face problems with setting up a workspace at home, others may find it noisy in their environment.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Set up a budget to provide employees with the resources they need to work efficiently. This may be a pair of noise-canceling headphones, a sturdy work chair, or a specific type of coffee. Automattic provides an allowance to help their employees set up their home office and invest in the things that help them work better.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">3. Ask each employee to set up their work schedule<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">By defining working hours, you can set expectations and ensure employees follow through on working within the hours that were committed for work. Since you are in the same time zone, you can ask everyone to commit to the same 9-to-5 or 10-to-6 workday. This way, employees will see fewer roadblocks since communication between them will be instant.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Use AttendanceBot to implement the schedule and ensure employees stick to it. You can define work hours for each employee within the bot. The app then sends automated reminders to employees a few minutes before their workday begins. By setting this up, you can avoid having to check in with your employees yourself and let the bot do all the work.\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">4. Use time tracking tools to manage attendance and leaves<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Teams that work in an office environment usually track employee attendance with a spreadsheet or biometric scanner. However, working remotely will make it tough to implement these time tracking systems.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Instead, use an attendance management tool that allows employees to check-in when they start work and check out when they leave. <a href=\"https:\/\/www.attendancebot.com\/\">AttendanceBot<\/a> is enabled on work communication platforms like Slack. Employees just need to send a message \u201cin\u201d and \u201cout\u201d within the bot\u2019s chat window and their work hours are recorded.\u00a0<\/span><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-32\" src=\"https:\/\/blog.attendancebot.com\/wp-content\/themes\/veen\/assets\/images\/transparent.gif\" data-lazy=\"true\" data-src=\"https:\/\/blog.attendancebot.com\/wp-content\/uploads\/2019\/05\/time-tracking-with-attendancebot.png\" alt=\"time tracking with attendancebot\" width=\"300\" height=\"294\" data-srcset=\"https:\/\/blog.attendancebot.com\/wp-content\/uploads\/2019\/05\/time-tracking-with-attendancebot.png 644w, https:\/\/blog.attendancebot.com\/wp-content\/uploads\/2019\/05\/time-tracking-with-attendancebot-300x294.png 300w, https:\/\/blog.attendancebot.com\/wp-content\/uploads\/2019\/05\/time-tracking-with-attendancebot-60x60.png 60w\" data-sizes=\"auto, (max-width: 300px) 100vw, 300px\" \/><\/p>\n<p><span style=\"font-weight: 400;\">Such a self-managed attendance tracker will keep your employees more accountable for their time. The attendance is recorded in the backend and you can check the dashboard to see when each employee started and ended work.<\/span><span style=\"font-weight: 400;\"><br \/>\n<\/span><span style=\"font-weight: 400;\"><br \/>\n<\/span><span style=\"font-weight: 400;\">AttendanceBot also records leaves. Employees just need to send a message asking for leave for a specified set of days. The bot sends a message to the employee\u2019s assigned manager. Once approved, the leave is recorded in the backend, the employee is notified, and you get a message to keep you in the loop.<\/span><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-394\" src=\"https:\/\/blog.attendancebot.com\/wp-content\/themes\/veen\/assets\/images\/transparent.gif\" data-lazy=\"true\" data-src=\"https:\/\/blog.attendancebot.com\/wp-content\/uploads\/2019\/09\/employee-time-theft-requesting-leave.png\" alt=\"employee time theft - requesting leave\" width=\"500\" height=\"209\" data-srcset=\"https:\/\/blog.attendancebot.com\/wp-content\/uploads\/2019\/09\/employee-time-theft-requesting-leave.png 922w, https:\/\/blog.attendancebot.com\/wp-content\/uploads\/2019\/09\/employee-time-theft-requesting-leave-300x126.png 300w, https:\/\/blog.attendancebot.com\/wp-content\/uploads\/2019\/09\/employee-time-theft-requesting-leave-768x322.png 768w, https:\/\/blog.attendancebot.com\/wp-content\/uploads\/2019\/09\/employee-time-theft-requesting-leave-380x159.png 380w, https:\/\/blog.attendancebot.com\/wp-content\/uploads\/2019\/09\/employee-time-theft-requesting-leave-800x335.png 800w\" data-sizes=\"auto, (max-width: 500px) 100vw, 500px\" \/><\/p>\n<p><b>Pro-tip:<\/b><span style=\"font-weight: 400;\"> With the rapid increase in COVID-19 cases, you might want to consider waiving the limit on the number of sick leaves you allow.\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">5. Set up daily stand-up meetings to make this transition easy<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Many teams do a daily 15-minute call to check in about the work they are doing and what they need help with. This quick update can give everyone within that team clarity over each other\u2019s tasks and give them a general idea of how their project is coming along.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Having a daily call provides the kind of transparency that an in-office work environment provides. Such systems allow you to keep everyone on the same page.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">However, if you don\u2019t want to do daily calls, you can automate this task into a message. Apps like <a href=\"https:\/\/scrumgenius.com\/\">ScrumGenius<\/a> send automated messages every morning to your employees. It asks 3 questions:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">What did you do yesterday?<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">What are you working on today?<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Do you have any blockers?<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">With these 3 questions, you can understand how consistent your employee is with the work they are doing and stay updated about their progress.<\/span><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-791\" src=\"https:\/\/blog.attendancebot.com\/wp-content\/themes\/veen\/assets\/images\/transparent.gif\" data-lazy=\"true\" data-src=\"https:\/\/blog.attendancebot.com\/wp-content\/uploads\/2020\/02\/45395e92127c22b222af3c6301fc6499827c4212-782x764.png\" alt=\"\" width=\"500\" height=\"488\" data-srcset=\"https:\/\/blog.attendancebot.com\/wp-content\/uploads\/2020\/02\/45395e92127c22b222af3c6301fc6499827c4212-782x764.png 782w, https:\/\/blog.attendancebot.com\/wp-content\/uploads\/2020\/02\/45395e92127c22b222af3c6301fc6499827c4212-782x764-300x293.png 300w, https:\/\/blog.attendancebot.com\/wp-content\/uploads\/2020\/02\/45395e92127c22b222af3c6301fc6499827c4212-782x764-768x750.png 768w, https:\/\/blog.attendancebot.com\/wp-content\/uploads\/2020\/02\/45395e92127c22b222af3c6301fc6499827c4212-782x764-380x371.png 380w\" data-sizes=\"auto, (max-width: 500px) 100vw, 500px\" \/><\/p>\n<h3><span style=\"font-weight: 400;\">6. Use project management tools for accountability<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Employees need transparency and a project management tool is just the solution for this. With such work dashboards in place, everyone will be able to track their own tasks and see what others are working on. Since there is less face-to-face communication, managers may find it hard to monitor work. That\u2019s where such tools come into play.\u00a0<\/span><\/p>\n<p><a href=\"http:\/\/trello.com\/\"><span style=\"font-weight: 400;\">Trello<\/span><\/a><span style=\"font-weight: 400;\"> and <\/span><a href=\"https:\/\/asana.com\/\"><span style=\"font-weight: 400;\">Asana<\/span><\/a><span style=\"font-weight: 400;\"> are 2 project management tools that are widely used by teams. You can assign deadlines and move tasks based on their status. These tools allow you to set up your dashboard as a kanban board or a list view. A visual project management tool can help the manager identify blocked and pending tasks and figure out how it can move down the pipeline faster. These tools also allow you to add dependencies and employees are notified when their work is unblocked.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">7. Accommodate employees who need to show up to the office for work<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Some tasks like service jobs and on-site management require employees to go into the office. For such cases, ensure employees have a means of transport to get around. Understand what other resources they need to work more efficiently. Such roles are very unique to the company and HRs need to gauge the challenges and take a call on how to best help these employees.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">During this virus season, you may want to also ask your employees to avoid public transportation. Provide them with a budget to refuel their vehicle or rent one for the time being.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Again, if your area is at high-risk and more coronavirus cases are popping up, consider suspending such work that requires your employees to go on-site or into the office.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">8. Set monthly targets to measure work output<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Monthly targets are a staple in every workplace, whether it\u2019s in an office or for a remote team. But, such targets are your best indicators of whether your employee has been productive and created impactful work. So, it\u2019s especially important now to hold them accountable for their work output, more than any other performance metric.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Start each month with company-wide goals and define one for each department. The design team may have to create new assets, the finance team may have to provide an annual report, and the marketing team may have to generate 70 new leads.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Have each employee list wider tasks they have on their plate this month. This exercise can be done by the manager of that team. At the end of each month, each employee can showcase their work, either on the project management tool or as a list.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Another way to measure work is by praising good work done. Apps like <\/span><a href=\"https:\/\/lattice.com\/\"><span style=\"font-weight: 400;\">Lattice<\/span><\/a><span style=\"font-weight: 400;\"> allow employees to praise each other or even managers to show appreciation for work done. This show of appreciation can make employees feel more appreciated and motivate them to work better.<\/span><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-771\" src=\"https:\/\/blog.attendancebot.com\/wp-content\/themes\/veen\/assets\/images\/transparent.gif\" data-lazy=\"true\" data-src=\"https:\/\/blog.attendancebot.com\/wp-content\/uploads\/2020\/01\/ABlattice-1.png\" alt=\"\" width=\"500\" height=\"248\" data-srcset=\"https:\/\/blog.attendancebot.com\/wp-content\/uploads\/2020\/01\/ABlattice-1.png 2030w, https:\/\/blog.attendancebot.com\/wp-content\/uploads\/2020\/01\/ABlattice-1-300x149.png 300w, https:\/\/blog.attendancebot.com\/wp-content\/uploads\/2020\/01\/ABlattice-1-768x381.png 768w, https:\/\/blog.attendancebot.com\/wp-content\/uploads\/2020\/01\/ABlattice-1-1024x507.png 1024w, https:\/\/blog.attendancebot.com\/wp-content\/uploads\/2020\/01\/ABlattice-1-380x188.png 380w, https:\/\/blog.attendancebot.com\/wp-content\/uploads\/2020\/01\/ABlattice-1-800x396.png 800w, https:\/\/blog.attendancebot.com\/wp-content\/uploads\/2020\/01\/ABlattice-1-1160x575.png 1160w\" data-sizes=\"auto, (max-width: 500px) 100vw, 500px\" \/><\/p>\n<h3><span style=\"font-weight: 400;\">9. Maintain employee bonding with virtual activities<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Employee bonding is crucial to ensure your team feels connected with the company and its goals. Set up team-building activities on a weekly basis. Some teams have weekly casual chats where they talk about how their week went by and have a casual conversation about work and life. This is a way to formalize the \u2018water cooler\u2019 chats your team would often have in the office during lunch or on breaks. It\u2019s an easy and structured way to get your team to talk about things that aren\u2019t about work.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">You can also choose to meet up (if your area is pandemic-safe) for a weekly lunch or game night or host virtual games to keep the team bond alive. Slack has many <\/span><a href=\"https:\/\/slack.com\/apps\/search?q=games\"><span style=\"font-weight: 400;\">games available on its App Directory<\/span><\/a><span style=\"font-weight: 400;\">. If your team uses Slack, you can give some of these games a try and see which one your team likes best.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">You can even encourage employees to meet up and collaborate on projects (again, only if your area is risk-free!). Collaborative meetings can be energizing and refreshing for your employees. It can provide them with a feel of the in-office environment.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">10. Do weekly meetings to check-in and problem solve<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Once settled, you ask managers to check in with employees weekly to understand if they have any challenges. This activity can be done during the daily standup at the end of each week.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Going remote won\u2019t be easy for a team that is familiar with working in an office environment. Make this transition easier by encouraging them to vocalize their needs and problems.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Here are some common problems that remote working teams face.\u00a0<\/span><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-876 size-full\" src=\"https:\/\/blog.attendancebot.com\/wp-content\/themes\/veen\/assets\/images\/transparent.gif\" data-lazy=\"true\" data-src=\"https:\/\/blog.attendancebot.com\/wp-content\/uploads\/2020\/03\/biggest-stuggle-working-remotely-2019.png\" alt=\"\" width=\"1664\" height=\"1256\" data-srcset=\"https:\/\/blog.attendancebot.com\/wp-content\/uploads\/2020\/03\/biggest-stuggle-working-remotely-2019.png 1664w, https:\/\/blog.attendancebot.com\/wp-content\/uploads\/2020\/03\/biggest-stuggle-working-remotely-2019-300x225.png 300w, https:\/\/blog.attendancebot.com\/wp-content\/uploads\/2020\/03\/biggest-stuggle-working-remotely-2019-768x580.png 768w, https:\/\/blog.attendancebot.com\/wp-content\/uploads\/2020\/03\/biggest-stuggle-working-remotely-2019-1024x773.png 1024w, https:\/\/blog.attendancebot.com\/wp-content\/uploads\/2020\/03\/biggest-stuggle-working-remotely-2019-380x287.png 380w, https:\/\/blog.attendancebot.com\/wp-content\/uploads\/2020\/03\/biggest-stuggle-working-remotely-2019-800x604.png 800w, https:\/\/blog.attendancebot.com\/wp-content\/uploads\/2020\/03\/biggest-stuggle-working-remotely-2019-1160x876.png 1160w\" data-sizes=\"auto, (max-width: 1664px) 100vw, 1664px\" \/><\/p>\n<p><span style=\"font-weight: 400;\">Structure in work routines is one of the common issues for many remote employees. By defining work hours and setting up a dedicated workspace, employees would find it easier to get into a work mindset. Starting the day with a standup is also helpful for employees to gear up for their workday.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">Ready For Remote Working Teams?<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Adaptability is key for a business to survive in this constantly changing work. Whether you want to go remote until the coronavirus pandemic is at a low or if you want to make this transition permanent, set up a remote working team with these 10 easy steps. <\/span><\/p>\n","protected":false},"excerpt":{"rendered":"<p>This year has been tough for businesses. The Coronavirus outbreak has made it difficult for businesses to run smoothly. With the virus spreading worldwide, many&#8230;<\/p>\n","protected":false},"author":1,"featured_media":874,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[6,15],"tags":[],"class_list":["post-873","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-hr-best-practices","category-remote-work"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v24.8 (Yoast SEO v26.8) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>10 Steps to Turn Your In-Office Team into A Remote Working Team<\/title>\n<meta name=\"description\" content=\"Not sure how to transition to a remote working team due to the coronavirus pandemic? 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