Leading From Home
Keeping Your Team on Target
In an ideal world, we all sat down with our teams three weeks ago to establish a clear set of remote-working policies. We developed secure IT protocols, identified optimal communication procedures and rolled out comprehensive training programs. All this in advance of being sent to ‘home offices’ with high speed broadband and posture optimised desk chairs. I have few clients however, no matter how large the organisation, who have had the time to achieve just such an operational panacea, iether for themselves or their employees. Thus, in reaction to current global circumstances, a kind of virtual first aid has been performed within many organisations, with office workers and managers triaging as best they can. Now, as UK companies plan for extended remote operation, it is important that the hastily applied band aid will adhere for a prolonged period. This article considers how leaders can maintain the performance of their organisations most important asset, past the next month and back to business as we remember it. Perhaps even, better than we remember it.
We briefly consider herein the most relevant research based actions offered by occupational and neuropsychology which may be utilised to ensure sustained productivity whilst working remotely from home. The first section briefly takes stock of the past three weeks ‘virtual’ challenges in leading teams from home and the major factors which have made remote work especially demanding. We then consider how studies in psychological fields have sought to effectively remedy these virtual problems.
THE CHALLENGES
Reduction in supervision and managerial interaction
Managers often worry that employees will not work as hard or as efficiently if unsupervised at a remote location. Employees on the other hand, are usually concerned that reduced managerial support can result in their leaders becoming out of touch with their duties and needs. The former of these concerns should be placed towards the back of your to do list over the next few weeks. Recent (2019) research supports the concept that those working remotely with decreased supervision over time, depending on industry, often prove to be more productive. We are thus urged by the statistics to focus our efforts regarding this particular concern, upon how managers can best continue to support and maintain effective interaction with their teams.
Difficulties in sharing information
During the initial stages of remote working, getting answers to what should be simple questions can seem disproportionately difficult. This is a dynamic which usually represents less of a task related theme and is more based on interpersonal communication. For example, a coworker who is aware via daily interaction that their colleague is having a tough time or experiencing personal challenges, is more likely to view an uninformative or curt email as a by-product of their personal situation. Remote working can however encourage a narrower perspective of co-workers professional behaviour, on the basis that there is no mutual exposure to each others circumstances. Psychologists understand this concept as the ‘mutual knowledge problem’ which highlights the increased importance of promoting not only effective communication, but also social interaction on a remote level. Similar difficulties are also ascribed to our innate tendency as pack animals to automatically assign either an ‘in-group’ or ‘out-group’ status to other individuals. Research suggests that where we identify co-workers (potentially through sub-optimal interpersonal techniques) as ‘out-group’ we are more likely to misconstrue or act defensively during professional transactions.
Increased Anxiety
Qualitative studies show that a shift in environment can temporarily increase feelings of stress and physical tiredness. Indeed, several of my clients have reported feeling utterly exhausted and 'out at sea' during recent weeks of working at home. This could of course be due to a myriad of factors, including financial concerns, stressful environmental noise (kids), physical illness or domestic emotional challenges. New environments and a change in our daily activity are however well known to cause increased activity in parts of the brain we might not usually use. This often results in feeling more tired than usual, just as we would if we suddenly started doing a different set of excercises at the gym. The reason for this is that a surprisingly large proportion of our daily activities, from making our first coffee at the office to getting our lunch, are neatly committed to a subcortical structure known as the basal ganglia. This area and related structures act as the brains autopilot, responsible for amongst other things, habit learning. In allowing us to file away large amounts of familiar behaviours, other brain structures are left to deal more effectively with new or cognitively demanding tasks. Whilst our brains are very much designed to develop new neural pathways one day and cast them aside the very next, new tasks and environments will be processed in a less energy efficient way than our ritualistic ones are. Even if it is in our own homes.
Environmental distractions
It’s spring time, the windows may be open, the radio on and the joys of ‘remote schooling’ may well not be making for a harmonious work environment. No matter how experienced or adept we may be at multitasking or functioning in busy places, remote workers need dedicated workspace and adequate childcare to be effective. As an old hand at remotely finalising deals whilst reheating spaghetti and confiscating a nerf gun, I can begrudgingly attest to this impacting my performance over an extended period. Sadly a text book work environment at home is virtually impossible and a good manager will understand and accept that a sudden transition to remote work means that their employees will be operating in some rather make-shift environments.
Social withdrawal
There are various aspects of this hurdle. Some industries are more people focused and contain a larger number of extraverts and socially dependant personalities than others. Withdrawal from the motivation, affirmation and encouragement of co-workers, or indeed from the competition element, can tangibly impact an individuals morale and productivity. Employees can sorely miss those informal interactions, not to mention the advantage afforded by face to face negotiation. My own working style was forged in the organised chaos of the Lloyds Underwriting Room. We would perch, chat and negotiate contracts face to face with between 5 to 35 brokers and underwriters on any given day. Those who lead a crew of extraverts within an industry which comprises an integral element of social interaction such as this, are likely to experience demotivation in the short term. In the long term, research suggests that isolation can impact employees sense of ‘alignment’ and ‘belonging’ with their organisation, which in turn has been seen to impact retention of valued team members.
Similarly but irrespective of the sociability of particular industries, studies highlight that ‘mutual knowledge’ is also a significant contributor to the effects of social isolation. Without realising or consciously ‘coding’ for it, we overhear telephone conversations, are exposed to office chitchat and process emotional subtleties through tone of voice and body language. This allows for employees in an office space to empathise and share understanding of each others emotional or personal circumstances. After a few weeks of remote working however, our reactions will have ceased to allow for such factors.
Similarly, office spaces permit a greater array of positive social opportunities or pleasantries. If I witnessed (or was the recipient of) a cup of tea being gifted by the perpetrator of a previously rude or abrupt email - all might be forgiven. Humans are social creatures and negative bias is easily arrived at during isolation. We’ve all assumed a negative mindset at some time towards a person due to a slightly punchy email. After a few moments talking to the same person however, we are often somehow able to see the very same email in rather a different light. Our out-group categorisations are regularly re-calibrated to in-goup in an office setting. Opportunities to reconnect with co-workers or to re-affirm in-group status can however be rare when a team shifts from an office environment to a virtual one, inducing negative behavioural habits.
THE SOLUTIONS
Unless they have a well trained coach, a therapist, or a particularly enlightened partner, it is unlikely that many of your busy executives will have considered for themselves the potential productivity pitfalls associated with remote working. So how can we continue to support our teams through a sudden and extended move to remote working environments? Here are some of the most relevant empirically researched suggestions, which target the aforementioned challenges.
Initiate purely social interaction opportunities
At the risk of making what should be spontaneous fun into something uncomfortably clinical, studies support the importance of setting time aside for ‘informal conversations about non-work topics’ particularly in a remote setting. To some this comes naturally. To others it is agony - until it becomes the norm. Perhaps ‘empower’ your teams social butterfly (you know who that is) to organise this on a regular basis and ask all to attend. Whilst all teams need to take time to reconnect together, it's absolutely vital for the efficacy of highly social or extravert teams who have been abruptly separated and removed from their daily routines.
Some authors suggest that the simplest way to establish basic social interaction remotely is to make some time at the end of team calls just for non-work items. One of my clients likes to organise specific virtual 'drinks' meetings as separate on line events. Her assistant organises “care packages” often including takeaway food such as ice cream or popcorn to be sent to the teams individual virtual work locations, and all packages are opened during the conference call, simultaneously. To the inexperienced remote worker, these approaches inevitably sound awkward and contrived. However, research examining experienced managers of remote workers and remote workers themselves report that virtual events help reduce feelings of isolation and promote a sense of belonging.
Establish and stick to a routine
Having a disciplined daily routine will not only help you manage your daily tasks better, but will also help you feel less tired and stressed. The quicker we can develop a routine, the quicker we will commit a larger part of our daily activities to the basal ganglia, thus freeing up resource for trickier tasks. Timetabling a beginning and an end time to your day is an important start. Whilst your family may have some raised eyebrows, carry out the same activities, in the same place every morning. Wake and shower at the same time, get dressed in the same place, eat the same food and listen to the same radio station. If you usually go for a run in the morning, then do that. Remember also to include the social rituals you may have. If you are accustomed to a morning chat or meeting friends for lunch - build that into your day via video conferencing. Quite simply, the faster we commit processes to the habit learning region of the brain, the faster we will begin to feel less tired, less stressed and more equipped to deal with more cognitively challenging tasks.
Establish regular and predictable daily check-ins
This may seem like a draconian gesture and these days hugely unwelcome in the face to face world. Meetings can be an excuse to eat biscuits, drink coffee and malinger. In the remote world however, the game has to be played differently. These daily checkins need not be ‘en masse’, but should be a forum aimed at allowing each employee to understand that they do have a space to ask questions and get answers from you, their leader. Not always what you might want, but again - remote life is a different kettle of fish. The flip side of this coin as mentioned above - the concern that many managers have based around lack of supervision contributing to low productivity, is relatively unsupported. In fact research shows the contrary. This measure is thus all about leaders being kept aware of their teams needs and challenges. Whilst you may find yourself spending an extra hour chatting to various employees where you might usually not, the benefits to improving personal interaction will be numerous.
Establish clear methods of communication
Remote work becomes more efficient and satisfying when managers set expectations for the frequency, methods, and timing of communication for their teams. For example, “We use Zoom for daily check-in meetings and client negotiations, email or instant messaging when something is urgent and the team WhatsApp for anything social.” It's also important to let your team know exactly when you are available during the day. In the office, it's usually obvious, or is easily ascertainable where you’ll be. Working from home however there may be other commitments as many people are forced to change their normal routines. In a virtual working environment colleagues cant ask a PA or check the meeting room diary. Quite simply, our schedules may differ from those that we are used to in the office. For example “I’m making myself available to brokers early in the morning, so afternoons work well for internal phone or video conversations. ”. If you’re schedule has not changed from office life, still let your team know for the sake of encouraging open channels, employee comfort factor and clarity. Also remember to encourage team members to develop a healthy comms etiquette and practice. This isn't teaching granny to suck eggs. we all need reminders from to time to time especially around what is essentially a new and continuously evolving technology. It is here that leading by example can reap rewards. The goal is that all employees will be singing from the same hymn sheet as such, and should have the same expectations re communication methods and courtesies. If you have an HR or training department, empower them with this goal.
Make use of the newer, more challenging communication technology options
Whilst everyone in modern times is well versed in email, it is not an efficient substitute for the many forms of communication we assume throughout the business day in the office. Science tells us that we receive vital information from other humans in a variety of ways, one of the most important being visual cues (studies suggest that body language and facial expression account for 55% of communication with adults - far more with children). Thus, whilst video conferencing is often well outside of many of our comfort zones it pays dividends in bringing workers closer to their usual standards of communication performance. Video conferencing thus gives participants many of the visual cues that they would usually use in successful negotiations by facilitating the aforementioned ‘subliminal’ comms which we use habitually during our usual daily conversations. It also allows for increased “mutual knowledge” of coworkers, can eliminate the ‘out-group’ bias and also helps reduce the sense of isolation among teams.
Dedicate more time than usual to ‘listening’.
Various studies over the last 20 years have addressed the impact upon group behaviour of emotional contagion and what is known as the ripple effect. If a leader reacts to sudden ‘goal post move’ by exuding anxiety and panic, then so will their team. Psychological research into the function of mirror neurones supports a significant influence of emotional contagion upon both individual-level attitudes and group processes. Organisationally, employees exposed to positive leadership are consistently seen to exhibit improved cooperation, decreased conflict, and increased perceived task performance. Remember, around 55% of communication is non verbal, so begin with noticing your own reaction. In exploring this dynamic, it is suggested that leaders adopt a dual approach.
Firstly, repeatedly affirm your confidence and trust in your team. This in itself provides a motivating and calming effect on employees, as well as on yourself. PDEs (Public displays of encouragement) may not come easily for the average stiff upper lipped businesswoman, but extraordinary times call for extraordinary measures. Simply telling your team “this is a curve ball, but I know you’ve got this” can inflate chests, raise chins and improve morale more than you might imagine. Secondly, a little empathy goes a long way in a crisis and remember, not everyone is good at change. Whilst it’s not your job to counsel or placate an anxious or unexpectedly floundering employee, a ‘coaching’ style of leadership is shown to be highly motivational during periods of abrupt adaptation. The majority of team members will not own up to struggling with new working environments, to the degree that you may not find out about it until it appears clearly on your balance sheet, or worse, through a reduced client list. One essential question therefore to ask your employees during a team conference call or one on one video call is a coaching style one: “How is this remote work situation working out for you so far?”. A group setting can be effective as strength in numbers can elicit courage and participation, especially if you yourself kick off with one of the challenges you have found. The exact setting however is a call for you to make in the knowledge of personalities present.
This dual approach may thus involve you removing your business hat for a moment. Do not interrupt your team. Once you have heard one or all of the comments, nothing conveys understanding better than following up with “so what I’m hearing today is….”. also try ending your summary with “And how do you see a way forward in this?”. The focal point of this meeting should specifically be to allow your employees to voice their successes and their challenges - specific to the new remote working style, and how they envisage improvement. Do use expressions which naturally fit in with your personality. As this may not be your usual brand of motivation, theres no need to invoke a Tony Robbins style mantra. Simple messages to your team which both acknowledge hurdles and affirm your faith in their overcoming, will achieve results. Many managers are surprised at how colleagues who are given the opportunity to reflect upon their challenges and their wins, will then go on to solve their issues, permanently, by themselves.
The various challenges presented by recent events have amongst other things, given us an opportunity to hone our capacities to adapt. This is not time wasted. Research has provided us with ways to keep our teams on target through periods of intense change. Inarguably, the solutions we devise and implement as a result will now stand our working practices in good stead for the future, far beyond the current crisis.








