Virtually Alone: Team Building

And with that being said … Next up is TIME MANAGEMENT.

Whether focusing on client work or taking time to work on your business goals, time management skills can literally make or break you! 

This is truer for virtual workers than those in an office because when you are virtual, no one is around to see if you are on staying task. It is all up to you! You are the boss (which is gloriously amazing!!!), but you must be disciplined.

Now when we have client work and dreams of growing our own business, this is where things can get tricky … You need a solid priority list, some manageable timeline goals, and lots of determination to stay on task. I like to regularly schedule a time to work on building my business – something new I implemented for Virtually Untangled just last year, actually. Otherwise, I would spend almost every minute buried in client work. And it is a massive priority to me to make my own dreams come true too — just as I am busy helping my clients realize and achieve theirs.

So, my advice is this … I cannot shout this loud enough … STICK TO YOUR SCHEDULE! If you are having trouble determining priorities, ask those in your virtual network if anyone could spend time coaching you. And going back to the virtual team thing … they can help in this area.

I know Zoom’ing is the “new norm,” some may be tired of spending all day on-screen talking instead of getting the projects they want done. However, team Zoom calls never let me down. I can ask my team for their input in all things business and sometimes even personal. We help keep each other on task and on time by always being accountable to each other.

Another thing I want to stress is that even if you feel you “work better under pressure,” procrastination is not your friend! Unforeseen situations can pop up at any given time and prevent your completion of a task. So, schedule your deliverables with some wiggle room … just in case. And again, this is where building a virtual team can make these lists an actual reality. Delegation and collaboration … sweeter words have never been spoken, trust me!

The organization plays a huge part in this as well. But by organization, I do not just mean colour-coded binders and pens. It’s time to be intentional about the way you organize. I am very deliberate in the way I manage my time. I plan. I schedule. I block time on my calendar for everything I need to do, including meetings and recurring tasks. This way, I know, on any given day, what I will be working on that day — and every day that week. Sometimes even further into the month – or year. Being organized means you not only have a plan, you follow it. And that requires focus and self-discipline. What is the point of planning if you do not follow your plan? Being organized also means having a dedicated office space in your home. That space should be equipped with everything you need and nothing you do not need. No clutter! Sure, sometimes you may want a change of scenery. Go to a coffee shop or a library with your computer or tablet, as working in a different location occasionally can stimulate your mind. But you still need a home base, a space used for nothing else.

Okay, the next one is a major one when working from home. Especially if you are new to the lifestyle, it can be super tricky to navigate … DISTRACTIONS.

There are dangers of slacking off, doing home chores instead of work, childcare, pet care, unexpected phone calls, laundry… the list is endless. My secret sauce to fending off distractions is, again, time management.

For example, I recommend taking scheduled breaks. And yes, a proper break of even 15 minutes will improve your concentration during your focused work periods. If you have a break coming up, you can plan to feed the cat or take the dog for a short walk during that time. Swap out your laundry from the washer to the dryer. Grab a snack. That way, these things serve as a momentary and welcome change of scenery rather than a distraction that throws you off track.

And once again, as we’ve talked about many, MANY times before, turn off all notifications when you need to stay on track to complete work.

My virtual team knows if they do not hear back from me right away, it’s because I am deep in the virtual zone with a task that needs my full attention.

But we’re always mindful to keep each other posted when we need this space.

So, let your phone go to voicemail unless there is that one all-important call you were waiting for. When you are on a deadline, be kind to yourself and shut out the noise until you are done. And then turn those notifications back on and deal with each ping and ring that comes your way. It’s YOUR workday, and YOU ARE the boss, so create the best environment for you.

The next thing that can get quite challenging is TIME ZONE DIFFERENCES.

As someone who lives and works in one of the “middle” North American time zones, I have dealt with this frustration often. It takes some getting used to. And most people working virtually will run into at least the occasional problem caused by this. Yes … Sometimes the time difference is only an hour or two. But if you are in North America and working with someone in Australia, for example, the difference can considerably strain your ability to work together. So, here’s how I have dealt with this in the past …

First, I created a printable chart showing each client’s time zone, with the time difference in a negative or plus format. Then I did the same regarding my team – that super-duper amazing virtual team I keep telling you about. The more clients you have, the harder it will become to remember each one’s time zone. Keep this chart pinned to your wall or somewhere nearby so you can see it at a glance without searching for it.

Second, make it a habit to clarify which time zone you are talking about in every conversation you have with a client or team member. Make that every time you talk or email about setting a deadline or meeting. Part of communicating effectively includes eliminating uncertainties. No one wants to hang up the phone and later think, “I wonder if she meant 5 pm her time or my time?”

Finally, if you are working with someone who will never have office hours that overlap with yours, you may have to make an effort to speak with them during your off hours. Save this solution for times when you must immediately respond by email.

Okay, this next one is huge…

Especially as people scrambled to get comfortable working from home during the pandemic. Everything was unfamiliar and so very irritating, am I right? What could make things more complicated? To some (not us), the dreaded LAND OF TECHNOLOGY.

Technology is great when it works like you think it should, but that’s only sometimes the case. While the frustrations of dealing with technology issues occur in the traditional office, too, the difference is you likely do not have an “IT” support person to call when you are working virtually. I can actually hear the Ghostbusters theme song right now: “Who You Gonna Call?”

As a side note, I am one of the lucky ones, as my other half; Troy, is an IT guru. And one of my honorary untanglers, Shannon, has an IT genius for a husband, and they both have offered several times to help one of our team members who were in a tight bind. Seriously people, build a virtual team … you are so not alone when you do this.

Okay, I digress. It is a fact of life that technology will fail once in a while. Some days/weeks more than others. You cannot predict when it will happen. But what you CAN count on is that technology will fail at the most inconvenient times, usually when facing a project deadline or preparing for a video conference. Haven’t we all been there?

So, how can we fight these technology demons?

First, become familiar with each new platform or app you use. If the company’s website offers tutorials, schedule some time to review them. If you have questions, make a point of searching YouTube for instructional videos. If YouTube does not have what you are looking for (which is highly unlikely), try searching the internet as a whole … yes, Google it. I have found many life-saving technology tips that way!

Second, if you do not have a team member with a handy dandy spouse, establish a relationship with a technology guru who works virtually. And, if you know anyone who fits that description, return to your networking group and share the referral (with the guru’s permission, of course). And if not, don’t be shy; just ask for referrals.

You are NOT the only entrepreneur with this need, so you should be able to figure this out with others. Remember: do not hesitate to use the available resources at your fingertips. They’re there for a reason! (And more than likely put there by you intentionally.)

And that brings me right to my next point …

USING THE PROPER TOOLS.

If you have followed my blog (or podcast), you know by now that I seriously love my tools. I love them so much I constantly recommend them to others. I even have a resources page on my website called “The Vault” devoted to them. I have tools for working virtually categorized as tools for myself and collaboration. For example, for Virtually Untangled, I use Wave Accounting to generate estimates, and invoices, send receipts and accept payment by credit card.

With my team and nearly 99% of our clients, I use Asana to keep track of notes, ideas, projects and timelines, future ideas and dream goals and… even design files, Word docs and screenshots. So, if you like being super organized, Asana is invaluable.

For working with virtual teams, I love Zoom for video and web conferencing and diving into Slack and Loom for team communication.

I’m sure by now you see where I am going with this! Having the proper tools to accomplish your work effectively is essential to living and working in a virtual lifestyle. There is much more in the market right now, and with the work-from-home movement exploding as we speak, expect there to be many more. So, try a few out and find the ones that work best for you and your team. And remember to only settle on what’s comfortable for you.

Last and certainly not least on my list of virtual pitfalls is … BEING STATIONARY for hours upon end.

Regardless of your business, if you are working virtually, you spend a lot of time seated at your desk, computer, on the couch with your laptop or tablet, or drafting table. In a traditional office, you likely have to walk farther to a printer, coffee pot, water cooler, restroom or cafeteria than you do when working from a home office. Covering shorter distances is a time-saver, but when you work virtually, you will probably move around less than you should. Too much sedentary work is a proven health risk. Our solution over here is scheduled exercise during the day. It serves many purposes, it moves our body, clears our minds, offers a change of scenery, and gives us a boost of endorphins to face the rest of our day. Short but sweet … get off your butt and move!

Now I am certainly guilty of the next one … WORKING TOO MUCH.

This, by far, has been my biggest struggle as an entrepreneur. Having your office in your home makes it way too convenient to pop back in and work for just a few minutes … then just a few more later in the evening. Those minutes can turn into hours quite quickly. Trust me, I know this! There is always more work to do, and it will encroach on your personal life in an unhealthy way if you let it … especially if you live alone.

Of course, working long hours will be necessary occasionally, but the problem arises when it becomes a habit. So, some boundaries need to be formed.

Your first line of defense is your schedule! Plan an activity for the time immediately after work. If you are disciplined enough, this activity could be something you do on your own, like yoga, walking, or running errands. And if you need to implement the buddy system to get yourself out of the home office, plan to cook dinner with your other half or go out and meet a friend. Your team can help with this too! You can set up a system where you encourage each other to take breaks and not answer messages and emails after you have clocked out. Really now … Is there nothing this land of virtual teams cannot do?!

And just one more thing before I head off into my own land of working virtually — yet not alone — and I cannot stress enough from experience … You will have the support and encouragement you need when you are part of a virtual team. It takes some getting used to, the whole, not doing things on your own all the time. However, the possible challenges that working from home can bring are much easier to manage with this group of talented individuals who will always have your back. People you are privileged to call colleagues and friends. And I promise you, even though you work remotely, you are never alone.