Managing a remote team effectively involves ensuring productivity and accountability without compromising trust and morale. Here are five ways to monitor remote team activities, along with their pros and cons, and RooCruit’s insights to help you choose the best approach.

1. Tracking Software

“Tracking software such as Hubstaff or Time Doctor logs activity and takes screenshots of employees’ laptops at regular intervals.” (Source: Capterra) Hubstaff offers the option to blur your team members’ screenshots, allowing you to track their progress without risking access to sensitive information.

Pros

• Very Transparent: Offers a clear and detailed view of remote employees’ activities, helping identify productivity patterns and potential issues.
• Accountability: Ensures employees stay on task, reducing the likelihood of time wastage on non-work-related activities.

Cons

• Intrusive: Can feel invasive, leading to discomfort and resentment among employees. It can significantly hurt morale and trust​​​.
• Trust Issues: Suggests a lack of trust in the employees’ ability to manage their time effectively, potentially leading to high employee turnover.

While tracking software provides valuable insights into productivity, it should be used transparently and ethically. Communicating its purpose and involving employees in the discussion can mitigate feelings of distrust. 

2. Agreeing on KPIs

Setting Key Performance Indicators (KPIs) allows both parties to understand and agree on what needs to be achieved within a specific timeframe. 

Pros

• Clear Expectations: Reduces ambiguity by setting specific, measurable goals that are easy to track. 
• Objective Measurement: Minimizes the risk of work output manipulation since deliverables are predefined​.

Cons

• Efficiency Paradox: If employees complete their tasks quickly, it may seem like their full potential isn’t being utilized, potentially leading to underemployment issues.
• Inflexibility: May not accommodate the creative or less quantifiable aspects of some roles. 

KPIs are a powerful tool for managing remote teams. They should be regularly reviewed and adjusted to remain realistic and aligned with business goals. This approach helps keep employees motivated and ensures clarity in their roles and expectations. 

3. Recordings

For roles such as sales, technologies like CircleLoop or Dialpad enable companies to monitor call volumes and listen to recordings. 

Pros

• Transparency: Provides a clear metric for performance, especially in sales roles where call volumes and quality are critical.“Employee monitoring can be beneficial for remote teams to ensure Transparency and efficiency.”  (source: Timegram)
• Activity Logging: Makes it difficult for salespeople to misuse their time as their calls are logged and reviewed​. 

Cons

• Time-Consuming: Reviewing recordings can be time-consuming and may involve sifting through many irrelevant conversations. 
• Potential for Over-Scrutiny: May lead to micromanagement and a decrease in morale if not handled carefully. 

Call recordings can be a valuable tool for performance assessment and training. However, they should be used judiciously to avoid micromanagement. “Focus on key metrics and patterns rather than scrutinizing every detail to maintain employee trust and morale.” (source: ActivTrak)

4. Request Time Sheets

Time sheets can provide insights into how remote staff members spend their time and whether their productivity levels are adequate. 

Pros

• Quick to Review: Time sheets are straightforward and provide a snapshot of daily activities. “One of the biggest benefits of using timesheets is that it’ll help make a lot of processes more efficient.” (source: staff squared)
• Insightful: Helps identify how time is allocated across different tasks and projects​ 

Cons

• Manipulatable: Employees can falsify or manipulate their time sheets, leading to inaccurate data. 
• Burden on Employees: Filling out time sheets can be seen as an additional administrative task, detracting from actual productive work. 

Time sheets can be useful, but their accuracy depends on employees’ honesty and diligence. Consider integrating time tracking with project management tools to streamline the process and improve accuracy. 

5. Regular Meetings

Regular check-ins and meetings ensure that clients and remote teams stay aligned on goals and progress.

Pros

• Relationship Building: Enhances communication and strengthens relationships with remote team members. 
• Awareness: Keeps everyone updated on project status and any potential issues​ 

Cons

• Time-Consuming: Regular meetings can be a significant time investment, especially for business owners with busy schedules. “78% of people we surveyed say they’re expected to attend so many meetings, it’s hard to get their work done.” (source: Atlassian)
• Over-Meeting: Too many meetings can lead to meeting fatigue and decreased productivity. “Countless online interactions often lead to “Zoom fatigue“ — a condition neuropsychologists say is a big contributor to technostress” (source: HBR)

Regular meetings are essential for maintaining communication and alignment. However, they should be purposeful and efficient. Consider using asynchronous communication tools for less critical updates to reduce meeting frequency.

Insights

Effectively monitoring the activity of your remote team is essential for maintaining productivity and ensuring the success of your projects. By implementing the right strategies, such as tracking software, setting clear KPIs, utilizing call recordings, requesting time sheets, and holding regular meetings, you can foster a productive and transparent work environment. However, it’s crucial to balance oversight with trust, respecting your team’s autonomy while ensuring accountability.

At RooCruit, we understand the complexities of managing remote teams and the importance of finding the right talent to fit your needs. Our specialised approach connects you with top-tier professionals who are not only skilled but also align with your company’s values and work culture.

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