5 mistakes companies make with remote SOPs

SOPs, or Standard Operating Procedures, are a must for any business, remote or remote. However, when working with a fully remote team, you need to take some special considerations. Having directed and worked remotely for over 20 years, I have a unique perspective on this that I would like to share.

1. Out of sight, out of mind

It’s common to share standard operating procedures during onboarding, but most companies don’t mention them again after that, unless of course changes need to be made. Even if no edits have been made, it’s a good idea to have your employees review the instructions regularly. We recommend reviewing them in quarterly meetings. Or you could send out a survey several times a year asking employees to review standard operating procedures and provide feedback on areas they think could be improved.

I once worked with a team that sent out surveys to employees once a year, and to encourage participation, every employee who completed the survey received a $50 gift card. Not only did every employee complete the survey, but their team had the best standard operating procedures because they were constantly updated and reviewed. Get your team on board and don’t just let operating instructions slip out of sight or be forgotten after onboarding.

Related: I’ve been managing remote teams for 15 years — here are my three most important leadership lessons.

2. Ignoring the need for flexibility

Remote work gives employees more control over their schedules and work environments, but many companies still cling to rigid structures that don’t accommodate this flexibility. This lack of flexibility can hinder productivity and creativity, as employees may feel restricted and unable to adapt to their unique circumstances. Setting typical work hours is a good start, but keep in mind that this doesn’t mean the typical nine-to-five where the employee is at her desk all day. please.

In my opinion, it’s important to include in your work procedures when you expect someone to work. You can specify a time limit, such as a minimum of 5 hours each day, or you can specify specific hours, such as 9 a.m. to 12 p.m. The best way to do this is to outline a set amount of time that everyone needs to work on at the same time. Be sure to let everyone know which time zone you’re referring to, regardless of their time zone. The default zone, like Central Standard Time, should be used by everyone.

3. Inadequate communication procedures

Without clear and efficient communication channels, remote teams can struggle to stay connected and aligned. This can lead to misunderstandings, delays, and lost productivity. It’s important for businesses to establish effective communication protocols, including regular check-ins, team meetings, and the use of communication tools like video conferencing and messaging platforms. Additionally, providing guidelines for expected response times and communication etiquette can help ensure remote workers feel supported and connected.

Another company I worked with regularly offered incentives to people who responded faster than the requested time. This ranged from special bonuses to extra time off, and applied to both internal and external communications. This was outlined in work procedures so everyone knew how long they had to respond to messages to colleagues and customers. It created a very collaborative environment where everyone was connected and kept up to date. The procedure emphasized that everyone communicate using a single platform (in this particular company’s case it was Slack).

4. Failure to address technical challenges

From unstable internet connections to outdated software, these issues can seriously impact productivity and prevent remote workers from completing their tasks effectively. Failing to address these technical challenges can leave employees frustrated and unable to reach their full potential. The proper procedures to have in place are what to do if the technology doesn’t work – should the employee call someone? Do you send texts? What steps should you take to let the rest of your team know if something isn’t working?

The best way to address this issue is to include contact information in your instructions. That way, if someone’s computer crashes before the meeting, you can call, text, or email the right people to let them know what’s going on and ask them what their next steps should be. . Please include any grace periods. For example, he tells an employee in a meeting that if he can’t get his computer up and running 10 minutes beforehand, he needs to contact his manager.

Related: Remote work is a great equalizer in the workplace. Learn how to make your business a better place to work.

5. Inadequate training and onboarding procedures

Many remote companies tend to throw new employees into the metaphorical deep end and expect them to learn how to swim on their own. Some people have the personality to cope with this, but trying to figure out how to function within such a company can be extremely difficult and stressful for anyone. It’s critical to have standard operating procedures for how to introduce new members to your team, from getting them logged in to training them on how to use the software they’re given to do their job.

There is no need to explain the steps in excessive detail here. I just give a general outline that everyone should follow. For example, step one for a remote worker is to provide all necessary logins for new team members. Step two involves training them how to use the systems they use on a daily basis, such as instant messaging software and time tracking software. From there, companies can customize the steps as needed.

Standard operating procedures unite employees and provide internal direction. When working remotely, it’s especially important to keep everyone up to date with the latest procedures so employees know what’s expected of them and how to deal with issues. .