|Last Updated||17th March 2020|
|Approved By||Melvyn Pun & Martin Appel|
This document is aimed at providing managers with WFH The Yoma Way Guidelines to help them effectively manage staff who are working remotely.
2. How to Manage staff working from home.
2.1 Set Clear Expectations
Remote working leaves employees with more control of their work-day structure. Therefore, it is necessary for managers to make clear your expectations of your WFH team.
The best managers – always – set clear expectations!
Ideally, you need to be answering the following questions so that your staff know what is required of them:
- Urgent tasks to be accomplished and take priority over the next week.
- General objectives going forward
- Whom to contact if issues arise
- How many hours of work are expected?
- How much work per day/week they should be completing?
- Your level of availability and how you can be reached
The best way to check if your expectations are clear is to ask questions relating to what you have discussed in order to make sure you are working towards the same goal.
2.2 Monitor Progress Regularly
The CCC has developed a progress tracking tool for managers and employees to help track and monitor progress. This tool will also help to track attendance of staff. Managers can modify this tool to suit their department. However, it is recommended that all managers have a tool for tracking goals and KPI’s.
Refer here for WFH The Yoma Way – Performance Tracker
2.3 Conduct Regular VC Team Meetings
Conduct regular VC team meetings via Microsoft Teams. Meeting should have a clear agenda and you should give each person on the call an opportunity to talk. Keep the meeting relevant to all the team and use this as an opportunity to check in on work progress.
All managers should have a minimum of one VC meeting per week to check in on their team.
Click here for quick reference guide for setting up a ‘Microsoft Teams’ VC [insert document] and video
- Video Conferencing Tips for Managers
- Send an invitation for VC.
- Include the link to the VC in the invitation for quick reference by participants.
- Have a clear agenda and state the agenda at the beginning of the meeting.
- Be prepared.
- Let staff know ahead of time if they are required to present so that they can be prepared.
- When addressing staff on the call, use their name to address them.
- Give the quieter staff an opportunity to present, as they are less likely to chime in with responses.
- Pause at the end of your point to allow others to voice their opinions.
- Avoid other distractions like checking your phone or answering emails.
- Communicate your expectations for VC etiquette to your staff.
2.4 Communicate Regularly with Employees
- Call staff instead of emailing to keep up your connection with them.
- Keep the communication channels open at all time.
- After the call, follow up with emails setting clear expectations.
2.5 Stay Informed
As a manager, you should be seeking out management information that you can disseminate to your staff. Ensure that you are up to date on current policies, guidelines and activities that are happening at a corporate level so that you can share this information with your staff.
The ‘Yoma Connect Employee portal’ has been determined as the most effective communication channel where all Yoma employees can access corporate communications and COVID-19 related policies and guidelines. The Yoma Connect Employee Portal can be accessed via the Yoma Connect App or by clicking this link: https://yomagroup.net/
2.6 Trust your Staff and Be Understanding
- Understand the unique challenges that each of your staff are facing while working from home.
- Trust your employees to work independently.
- Use tracking tools to track progress.
- Create an open line of communication where staff feel comfortable expressing their challenges.
- Provide feedback to staff if they are not meeting your expectations.
2.7 Ask for Feedback
Ask your staff for feedback on how effectively you are managing. Staff may feel they require more communication, more meetings, or more guidance. Use this feedback to modify your approached.
3. Monitor your staff’s Health and Wellness
The current situation has led to managers having to operate in a unique situation. Managers have an obligation to their employees to monitor their mental and physical health. Group HR has developed a WFH Wellness Center for employees and managers to access.
Some staff may not be coping with the current situation and may be experiencing increased stress and anxiety. If you believe that one of your staff is struggling mentally, you should send a message to email@example.com and a member of the senior HR team will reach out to the employee. We may be able to refer the employee to external counselling services or discuss alternate arrangements to support the employee in their WFH set up.