7 Tips For Managing First-Time Remote Employees

In the wake of the novel coronavirus epidemic, companies have largely shifted their workforce to working out of office. Veteran remote employees need little training and monitoring; they're used to working remote. On the other hand, many employees are working from home for the first time, including entry-level employees and interns.

Supporting entry-level hires and interns as they adjust to a new stage in their professional lives presents its own set of unique challenges. But with this new remote reality, it’s important for managers to be equipped with tools and strategies to set their new employees up for success. Fortunately, RippleMatch found specific, research-based steps that you can take to improve the efficacy and focus of your workers, even if it’s their first time working remotely.

1. Hold regular check-ins

A disruption like COVID-19 can make or break your workforce. Research shows that wise managers use this time to draw their teams closer with regular and predictable calls. The American Psychological Association (APA) suggests you plan the frequency and mode of your communication. Successful managers call their staff daily with calls that are one-on-one or group-based if their employee’s work is collaborative. For remote interns, GitLab suggests the addition of a remote mentor to check in often, an idea you may want to apply to your first-time worker, too.

Additionally, be sure you’re asking the right questions during check-ins to ensure interns and new employees have everything they need to succeed. Even with an airtight onboarding process, a virtual setting means you can’t tangibly check to see whether they have the resources they. The next best thing is to use remote-specific one-on-one questions. Examples include:

●     How’s your routine going now that you aren’t in the office?

●     Are there any ways you’d like to be more connected to the team?

●     Are there any issues in your physical work environment that are blocking productivity?

●     How can I (we) support you?

2. Build rapport with each member of your team

The tenor of the call is more important than its length or regularity. A survey found that the loneliness and anxiety caused by COVID-19 challenges our productivity – compound that with the anxieties of those who want to succeed in their first job (or internship). All of that makes strong empathy and listening skills indispensable. Take the time to get to know your employees as individuals and check how they’re coping. Provide your inexperienced workers and interns with useful resources, and praise employees for their efforts. If there’s the slightest hint of some misunderstanding or concern, pick up the phone rather than email.

3. Clearly define work expectations

One of the most effective methods for combating anxiety is simply preventing it from the get-go with clearly defined standards and expectations. This includes the parameters, deadlines and processes of tasks, as well as how tasks are evaluated. Provide precise feedback that remembers to validate your worker’s efforts and commitment. If you want certain tasks prioritized, for instance, mention that too. BetterTeam’s remote work policy includes working hours, company policies, and security protocol. Rather err on the side of over-communication to deter misunderstandings.

4. Don’t forget the personal touches

Small gestures – like a quick coffee chat or passing along a useful book – are often easier in-person. But the coronavirus doesn’t need to inhibit building relationships with your new employees. Whether you email a gift card to recognize great work on a project or set up a virtual dinner for your team (and cover the delivery costs), the little ways you showcase your appreciation can help team members feel more connected to the company and excited to show up to work (virtually).

5. Simplify your stack of workplace management software

Navigating between Slack, Zoom, Google Drive, Notion, Trello, Asana and other workplace management tools is a lot for anyone to manage, but especially for first-time employees learning the ropes of a new job. Keep things simple and streamline the software applications you use to communicate, as well as your time-tracking software, learning and/or performance management systems and project management software.

6. Leave room to individualize

Gallup’s workplace research shows that to get the most out of a remote worker, you’ll want to individualize. However, for managers with a host of entry-level employees or interns, it can be difficult to adjust the status quo to adhere to individual preferences. Find a balance by identifying what you can individualize (such as a specific project or start/end time), and what’s necessary to keep standard. Asking employees and interns about their preferences when possible not only shows that you care, but will improve their day-to-day work experience. 

7. Practice empathy

Being an empathetic manager is important no matter if work takes place online or in an office. But given today’s uncertain economic environment, empathy is more important than ever. In the remote landscape, where many people juggle work and family commitments, emphasize that it’s the output rather than the process that matters. Open up on what’s happening with the company, and share tips on how you work. And be patient as entry-level employees and interns adjust to a new professional experience on top of working remotely for the first time. 

Managers across the country are grappling with the challenge of supporting and assessing employees who have never worked remotely on a regular basis. However, even the most inexperienced employees can overcome the difficulties of remote work through consistent communication, clearly defined expectations, and individualized attention from their manager.