SOPs, or standard operating procedures, are a must for any company—remote or otherwise. However, when working with a completely remote team, there are some special considerations to take into account. Having run and worked remotely for over 20 years, I have a unique perspective on this that I'd like to share.

1. No eyes, no mind

It is common practice to separate standard operating procedures during boarding with new hires, but after that, most companies never mention operating procedures again—unless, of course, there's a change that needs to be made. It is a good idea for employees to review procedures regularly, even if no modifications have been made. I recommend reviewing them quarterly in a meeting, or perhaps you could send out a survey several times a year that asks employees to review standard operating procedures and provide feedback on areas they believe could be improved.

I once worked with a team that sent out a survey once a year to employees, and to encourage participation each employee received a $50 gift card for completing the survey. Not only did all employees complete the survey, but that team had the best standard operating procedures because they were constantly updated and reviewed. Get your team involvedand don't just leave operating procedures out of sight and out of mind after boarding.

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2. Ignoring the need for flexibility

Remote working allows employees to have more control over their schedules and work environments, but many companies still adhere to rigid structures that do not accommodate this flexibility. This lack of flexibility can hinder productivity and creativity, as employees may feel constrained and unable to adapt to their unique circumstances. Regular work hours are a good place to start, but keep in mind that this is not meant to be the typical 9 to 5 where an employee is at their desk all day.

In my opinion, it is essential to include in your operating procedures when you expect someone to work. You can mention a time limit such as a minimum of five hours per day, or you can offer specific hours such as 9 am to 12 pm. The best way to do this is to outline a set of hours that everyone must work at the same time. time, regardless of time zone — and be sure to tell everyone what time zone they should be referring to! A default time zone should be used for all, such as Central Standard Time.

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 reduced productivity. It is important for companies to establish themselves effectively communication protocols, such as regular check-ins, team meetings and the use of communication tools such as video conferencing or messaging platforms. Additionally, providing guidance on expected response times and communication etiquette can help remote workers feel supported and connected.

Another company I worked with offered incentives to those who regularly responded faster than the required time. This ranged from a special bonus to extra time off, and applied to both internal and external communications. This was outlined in their operating procedures, so everyone knew how long to respond to messages for colleagues and customers alike. It created a very collaborative environment where everyone was connected and stayed on top of things. The proceedings emphasized that everyone would use a single platform to communicate (which, for this particular company, was Slack).

4. Not addressing technical challenges

From unstable Internet connections to outdated software, these issues can severely impact productivity and prevent remote workers from performing their tasks effectively. Failure to address these technical challenges it not only frustrates employees but also prevents them from reaching their full potential. A good procedure to put in place is what to do when the technology doesn't work – should employees call someone? Send a text? What steps should be taken to notify the rest of the team when something is not working?

The best way to handle this issue is to include contact information in your operating procedures. That way, if someone's computer crashes before a meeting, they can call/text/email the right person to let them know what's going on and ask what they should be next steps. Also include a grace period; for example, let your employees know that if they are unable to get their computers up and running 10 minutes before a meeting, they should contact their manager.

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5. Inadequate training and onboarding procedures

Many remote companies tend to throw their new employees into the metaphorical deep end and hope they learn to swim on their own. While some personalities can handle this, it is extremely difficult and stressful for any person to try to figure out how to operate within such a company. It is extremely important to have standard operating procedures on how to onboard a new team member from getting them on board to training them on how to use the software they've been given to do their jobs.

Your procedures don't have to be overly detailed here, just a general outline for everyone to follow. For example, the first step for remote workers should be to get your new team members all the introductions they need. The second step should be training them on how to use the systems they will work on every day, such as instant messaging software and time tracking software. From there your company can customize the steps as needed.

Standard operating procedures bring employees together and give them direction within a company, and when you're working remotely, it's extremely important to keep them up to date and up front so your employees know what's expected of them and how to deal with problems.