As the novel coronavirus continues spreading throughout the United States and around the world, the U.S. Centers for Disease Control and Prevention (CDC) have recommended that Americans exercise social distancing. For an unprecedented number of businesses, this means having employees work from home whenever possible.
However, as we work to distance ourselves physically from one another, it’s vital that we stay connected digitally. This is important for maintaining business continuity and productivity, but also for our mental health. Technology, of course, is on our side. As information management leaders, GRM has some recommendations for online and offline ways that you and your employees can stay connected and healthy during this stressful time.
Have an “open phone” policy.
When everyone is working in the same building, it’s easy for employees to pop in with a question or concern. Or for you to stop by their desk to discuss an issue. Working remotely makes this challenging, but it’s still possible to maintain a solid rapport with your team.
In place of your usual “open door policy,” implement an “open phone policy” so employees feel comfortable calling you when there’s something they need to discuss. This will go a long way to maintaining that connection and ensuring business is being conducted properly and on schedule.
Keep in mind that during these uncertain times, some employees may be feeling the stress of current events and the strain of self-isolation more than others. Be sure to check in on them and be understanding as they – and you – adjust.
Schedule “face” time with your team.
Having team members all working from their individual homes can take a toll on a team, but it doesn’t have to. Scheduling regular “face-to-face” meetings using a video platform can help employees feel connected. Just the sight of teammates’ familiar faces can improve your team’s mood and morale.
Having these video meetings on a daily or semi-daily basis also helps keep employees on track and accountable with deliverables. The abrupt shift to working from home is an adjustment that may take a few days or even a week or two, but eventually new routines will be established that support productivity. Regular video meetings help employees adapt to these new circumstances more quickly.
Video meetings also provide an opportunity for you to set the tone for your team, department or company. If you’re a CEO or department head, consider having a company- or department-wide webinar to express your concern for employees, provide updates regarding any new safety protocols, and share any news about the company in general. If you decide to include a Q & A portion, be prepared to answer some tough questions – or to admit if you don’t yet have an answer. While written communications are an excellent – and, from practical, legal, and HR standpoints, necessary – way to inform workers, face-to-face communication can go a long way to reassuring concerned employees.
Start using group chats.
If you aren’t already using a group chat function such as G-Chat or Slack to quickly communicate with your team, you’re missing out on a valuable tool. The informality of most chat platforms is perfect for answering quick questions and having brief conversations. This saves time and your inbox. It also helps maintain your team’s rapport with one another as it fills in for the casual “water cooler” conversations that take place throughout the day in most offices.
Use the cloud.
Cloud-based content services platforms are extremely useful at any time, but when you have a substantial number of employees suddenly working from home? That’s when the benefits and capabilities of these platforms truly shine.
If your company already uses a content services platform, be sure you’re taking full advantage of its functionality. If your organization doesn’t have a content services platform in place, now is the time to invest in one.
The right cloud-based content services platform will provide a range of capabilities that enhance efficiency and support collaboration, and will be designed with security and compliance in mind. Choose a content services platform that integrates with your current system (EMR, HRIS, etc.). This will protect your existing software investment and allow you to continue using the interface that you – and your employees – know.
To support employees who are working remotely, yes, you’ll want a platform that enables the secure sharing of documents between colleagues, vendors and clients. But, more than that, you’ll need a robust platform that delivers customizable automated workflows with permission-based access and decision-based routing. Automated workflows streamline business processes by automatically alerting designated colleagues, vendors and clients regarding shared documents. They can then securely review, edit or complete documents using e-signature functionality – all within the platform.
Additionally, you’ll want a platform with a powerful analytics engine that delivers business insights via automatic, real-time notification so you can take advantage of business opportunities and proactively respond to potential problems.
And of course, any cloud-based content services platform worth the investment will adhere to the latest cyber security protocols. This includes everything from end-to-end data encryption, to following Safe Harbor and PCI regulations and complying with SOC 2 requirements.
Make your – and your team’s – mental health a priority.
We’re all relying on technology to do some heavy lifting as we manage the day-to-day with employees and teammates working from home. And, while tech is proving to be incredibly helpful at staying connected during this time of necessary social distancing, there are traditional, offline things you and your employees can do to remain mentally strong and healthy during this stressful time. If you or your team aren’t already employing these practical strategies, they’re worth your consideration:
We’re All in This Together… Separately.
Working from home is necessary right now to slow the spread of this pandemic, but it doesn’t have to mean the breakdown of your team’s bond. By using technology to maintain connections, and employing practical strategies to support your own and your team’s mental health, you can help ensure projects stay on track and your business stays afloat in these tumultuous times.