The move to remote work has been well under way for years. Despite potential gains in productivity and employee satisfaction, many leaders fear that telecommuting will take a toll on workplace culture.
With the 2020 COVID-19 pandemic representing a watershed moment for accelerating remote working, enterprises are being asked to consider how to implement practices that ensure culture thrives outside of the office.
Even under normal working conditions, cultivating a positive culture is both a challenge and a priority. Remote work can add an additional layer of complexity because it’s more difficult for dispersed workforces to unite under one vision. Paired with proper strategy and open lines of communication, the right set of digital tools can fuel a positive culture that boosts employee satisfaction and encourages every user to reach peak performance.
The rise in remote work
There’s no denying it: digital innovations are changing the way we work at an unprecedented clip. Simultaneously, these tools have the potential to radically transform organizational culture.
One of the most noteworthy shifts is the move towards remote work. A report by Global Workplace Analytics1 found that the number of employees who work from home in the United States has increased by 44% over the past five years.
Telecommuting is not a one-off trend, but a movement that is here to stay. During a pandemic like COVID-19, working remotely has an indisputable upside: it helps keep employees safe. Yet there are many other pay-offs that contribute to its popularity. A study referenced by the American Psychological Association2 indicates that work from home policies are linked with higher employee satisfaction rates, Harvard Business Review3 reports an uptick in productivity, and OWL Labs4 correlates telecommuting with improved retention rates.
However, achieving these benefits requires more than simply handing an employee a laptop and offering them network access. Whether work from home is an interim solution or an ongoing offering, leadership needs to go the extra mile to fuel organizational culture when their workforce is dispersed.
Workplace culture basics
Despite its undisputed importance, the concept remains elusive. Gartner5 finds that just 3 in 10 HR leaders believe their organization has the culture needed to drive future performance. The average spend per employee for culture initiatives tops $2,000 annually, yet most enterprises don’t have the results to show for it.
The hard truth that evades so many is that culture isn’t about catered lunches or in-office gyms; it’s about the character of your workplace. It’s how employees come together to meet goals, the tone of your inner-office messaging, and the values embodied by senior leadership.
Whether it’s part of an on- going agile working strategy, the result of an unexpected office closure, or mandated by a global pandemic like COVID-19, culture can serve as the glue that will keep your enterprise together during times of challenge. A comprehensive communications strategy, the right set of digital tools, and a demonstrated commitment to your employees paves the way for an unprecedented organizational culture.
Using digital tools to make the impossible possible
A shift to remote work may change how employees interact and the types of initiatives your organization prioritizes, but that doesn’t need to spell disaster for the culture of your workplace. Ultimately, culture isn’t fixed, but rather constantly evolving in response to external and internal changes.
Digital tools play a critical role when it comes to responding to the changes brought about by a dispersed workforce. To make the most of remote work, leaders must take advantage of every communications channel at their disposal to fuel connectivity, arm employees with the resources needed to perform effectively, and encourage new mediums for collaboration.
5 cultural challenges every remote workforce must be equipped to address
Despite the widespread benefits associated with working from home, remote working is not without its challenges. However, proper strategy underpinned by the right technology can ensure that your workplace culture transcends all physical boundaries.
Leaders need to anticipate the reoccurring challenges of remote work and plan accordingly. The areas of focus include:
1. Isolation
Without communications opportunities and social features, remote work can be a solitary experience
2. Productivity
Driving efficiency in a remote work requires a new approach and access to the right technology
3. Morale
It’s easy to let enthusiasm dwindle when workers feel removed from the bigger picture
4. Collaboration
Knowledge-sharing is critical for innovation, but new mediums are needed to fuel remote teamwork
5. Access for all
Accessibility becomes critical when employees are reliant on technology to access the office
1. Isolation
Employees who are used to team lunches and check-ins over coffee may miss the social connection that comes with sharing a workspace. Traditional office set-ups facilitate ample opportunity for interpersonal connection, both through scheduled meetings and informal chatter. In a remote working environment, enterprises can rely on digital tools to fight isolation and ensure everyone feels like part of a team.
Robust communication
Good culture depends on good communication. In a remote work setting, the daily hubbub of the office must be substituted with rich internal communications. Think about the enriching aspects of office-life that will be missed by remote workers and consider ways to replicate digitally. Internal communications should strike a balance between keeping everyone informed and aligned with company strategy, and more people- focused narratives that convey a sense of personality.
Stay social
While telecommuting may put a damper on literal water cooler chat, leaders can turn to their intranets to preserve the social element of their workplace culture. Social networking functionalities are an obvious substitution, as conversation feeds, @ mentions, #hashtags, and bespoke reactions serve as an intuitive outlet for self-expression.
Think multi-channel
Ensuring remote workers stay in the loop requires a robust communications strategy. Take advantage of every channel at your disposal to keep employees in the loop. A multi-channel communications strategy can include mandatory read content for urgent updates that require immediate attention, push notifications to target employees on the go, and targeted email newsletters for personalized information.
Get personal
Content targeting can also play a starring role in driving content relevancy and boosting engagement with communications. Your remote employees aren’t interested in information about the new lunch-time menu, they want content that matters to them. Instill a user-centric culture by pushing content to your workforce by segment. Providing each subset of users with updates tailored to their role and region will ensure that content resonates, and employees feel valued as individuals.
Empower employee voice
User generated content is another useful tool in the fight against isolation. Leaders should encourage employees from across their organization to speak out by publishing their own content on the intranet, which coworkers can then respond to through embedded social reactions. An intranet with front-end content creation simplifies content publishing, making it easy for every employee to have a voice within the organization.
2. Productivity
Productivity in a working-from-home environment demands a revised approach. With the flexibility to access the office anywhere at any time, employers have an opportunity to introduce work- life balance through agile working policies. While there is little evidence to support the idea that hours lead to greater productivity, research overwhelmingly shows that happy employees work harder6. In a remote work setting productivity relies on trust, strong relationships and access to the right technology.
Launchpad to apps and tools
To maintain productivity levels in a home-working environment, leaders need to ensure that employees have access to the tools and applications they rely on to perform daily functions. A company intranet can act as a centralized launchpad to critical business systems. Single- sign on capabilities further streamline access, saving users from storing a library of log-in credentials and permitting one- click access to apps and tools.
Seamless digital experience
Digital employee experience takes on new significance when an employee’s contact with the office becomes solely virtual. Prevent the spread of tech-frustration by streamlining access to the labyrinth of best-in-class third-party tools. Seamless integrations with third-party apps and tools offer a single pane of glass experience can eliminate app fatigue and drive efficient work habits. Transactional integrations allow users to interact with tools from without leaving the intranet for a seamless, unified digital experience.
Centralize knowledge
When workforces are dispersed, it can be far too easy for critical knowledge to slip through the cracks. Integrated document storage makes it easy for remote workers to get their hands on essential documents by ensuring all files are accessible from a centralized location. Modern intranets come with powerful integration and search features that help you deliver a ‘single source of truth’ knowledge repository to the entire workforce. Powerful search tools streamline the navigation process, reducing the time spend associated with filtering through results and in turn leveling up efficiency.
Turn up training
Take productivity efforts a step further by empowering users who are looking to upskill. Employees who have grown accustomed to turning to their desk- mate for quick how-to’s will need a new source for intel. Centralize training resources such as video webinars, FAQ’s, and explainer articles to provide users with the answers they are looking for. Going the extra mile here will not only pay off in the name of productivity; it will also help fuel a culture that empowers employees to meet their goals.
3. Morale
Don’t let a disruption sabotage workplace morale. Even in times of challenge, it’s possible to fuel a culture of positivity by spotlighting the internal ambassadors who are steering your enterprise towards success and leading by example.
Lead by example
When it comes to driving culture, the impact of the C-suite cannot be overlooked. Leadership sets the tone for your workplace, so it’s essential to lead by example. Encourage key players to regularly write blog content, stay active on social channels, and take a starring role in video content. Particularly during times of uncertainty, employees look to the C-suite to provide guidance and offer words of encouragement.
Keep listening
Giving employees an outlet to offer feedback and share concerns can also go a long way towards boosting morale in a remote workforce who may feel a lack of agency. Forms capabilities make it easy to create and disseminate customized surveys that can measure sentiment and weed out reoccurring issues. Leaders can then use built-in analytics to determine pain points. Sourcing feedback during the shift to remote work is particularly beneficial, as members of the C-suite can identify specific challenges related to the transition.
Ramp-up recognition
In the age of remote working, it’s easy to overlook employee achievements. The knock-on effect is reduced morale and productivity. An intranet with native recognition features allows you to maintain a culture of appreciation, virtually. Where recognition features won’t suffice, blogs and social shout-outs present opportunities to recognize employee’s hard work and provide a course of encouragement in challenging times.
4. Collaboration
Collaboration is a win-win: knowledge sharing has been shown to boost performance7 and can also work double duty by helping employees socialize and feel connected to one another. In decades past, remote work may have put a damper on effective collaboration habits, but digital tools now make virtual teamwork a reality.
Pin-point expertise
User profile directories should be an employee’s first stop when it comes to searching for potential collaborators. This feature can be used to spotlight niche expertise and stop segmentation in its tracks. A directory with powerful search will help to filter through profiles to pin-point co-workers with the right skillset to help. During a major disruption, directories can also be used to locate members of your organization’s crisis response team.
Best-in-breed integrations
Bring best in class technology into one seamless intranet experience with 3rd party integrations. Digital workplaces can integrate with a plethora of platforms designed to drive collaboration, including Microsoft Teams, Slack, and SharePoint. Enrich native collaboration features with specialist technology designed to empower teamwork and knowledge sharing.
Support teamwork
In addition to fueling a positive culture for your organization at large, it’s essential to preserve the unique sub-cultures that help different departments thrive. Dedicated sites for teams and projects provide employees with a centralized outlet for connecting with the peers they work most closely with. These sites can serve as the go-to workspace for colleagues looking to share ideas and refine best practices as they relate to specific deliverables.
5. Access for all
While a teamwork-oriented mentality can help enterprises achieve unparalleled results, it’s also important to look out for the needs of each employee. For technology to support the delivery of a united and inclusive culture, it must be universally accessible. Every organization should recognize that their people are their most valuable asset and commit to optimizing digital experience for all.
Multilingual content
Build a culture of inclusivity by ensuring that all employees can access your digital workplace and stay updated on relevant communications. Multi-lingual translation capabilities eliminate language as a barrier and ensure that global workforces remain on the same page.
Mobile-first
Intranets that are mobile responsive are another essential, particularly for on-the-go employees. Native apps empower users to connect to their digital workplace through their device of choice and help extend the reach of each piece of content. In lieu of a dedicated mobile app, responsive design allows mobile users to access the same content as their desktop counterparts from their mobile browser.
Digital workplaces: a lifeline for employees near and far
For many enterprises, the move to remote work can feel like a leap of faith. Leaders may fear that output levels will tank, coworking habits might fall by the wayside, and employees could forget what their organization truly stands for. The proper digital tools, a well-honed strategy, and open lines of communication can ensure that your organization’s one-of-a-kind culture continues to thrive.
Culture in a crisis: best practices for the worst times
In the best of times, nailing workplace culture can be challenging, particularly when employees go remote. As shown by the 2020 COVID-19 pandemic, the puzzle becomes infinitely more complex in a crisis scenario as anxiety levels skyrocket and disruption lurks around every corner.
A crisis is a defining moment for your culture-building efforts. With an employee-first view and an all-hands- on-deck approach, it’s possible to turn even the darkest moments into growth opportunities.
Focus on the facts
Uncertainty breeds negativity, but in a crisis it’s inevitable. As your teams scramble to stay on top of the latest developments and implement strategies to cope, maintaining an open channel of communication with employees is vital to curbing confusion. Provide employees with the critical information they are looking for, including logistical insight, policy changes, FAQs and real-time updates based on what is unfolding.
Lead from the top
Tough times present opportunities for senior representatives to use their influence to unite the workforce and lead the way to a brighter future. A comforting message from the CEO goes a long way to show employees that their concerns are shared at all levels of the enterprise and can help engender trust. According to Deloitte, only 46% of workers trust in leadership, yet, “In today’s world, transparency is the most valuable organizational currency.”
Take control of what you can
In a crisis scenario, so much of what unfolds is out your hands. Focus on making the best of what you can control, including your employees’ experience. Create a dedicated response hub to ensure every piece of information relating to the crisis is easily accessible. Go the extra mile to offer employees the information, tools, and capabilities needed to make the most of any scenario.
Weave in a softer side
In challenging times, keeping morale high is key to engendering the support of your workforce. While there is an undeniable need for the delivery of critical information, it’s important to find a balance between cold hard facts and softer, more human stories. Look to uncover examples of positive responses to challenges throughout your internal community to weave an upbeat thread through your crisis comms.
Be human
Never forget that your employees are people, with families to look out for and concerns that extend beyond the work sphere. In addition to providing the necessary intel, express care and concern for your employees holistically. Encourage workers with specific concerns to reach out and strive to offer accommodations tailored to individual needs when possible.
Find a silver lining
There may not be an upside, but there is an opportunity. A crisis can bring people together and highlight what your organization stands for. Spotlight the employees who are stepping up to the plate when they’re needed most and the revolutionary work achieved in the face of disruption.
Unprecedented times call for unprecedented measures
During a major crisis like the COVID-19 pandemic, enterprises must make every effort to boost morale and build connectivity. A modern intranet can play a crucial role in your organization’s response strategy by arming users with the tools and capabilities needed to fuel a culture that transcends all bounds and withstands every circumstance.