Distributed Workforces: Benefits, Tools, and Management Strategies
Table of contents
- What is a Distributed Workforce?
- What are the Benefits of a Distributed Workforce?
- What Are the 5 Essential Distributed Workforce Tools?
- Strategies for Effective Distributed Workforce Management
- Is Your Business Ready For a Distributed Workforce?
- ProHance Supports A Hybrid Work Model
- Frequently Asked Questions
The way we work has completely changed over the last few years. While businesses have always crossed geographical boundaries, today even the workforce shows an inclination to follow the same path. The trend is global, and it has been shown to increase productivity and employee satisfaction, giving companies enough reasons to adopt this distributed workforce movement.
What is a Distributed Workforce?
In a distributed workforce model, a business could be operating out of one physical location while its employees could work from anywhere in the world. These could be employees who work part-time or full-time, or they could even be outsourced resources. The concept of a distributed workforce isn’t new. Even before the pandemic, many workers had begun to favor working remotely or opted for a hybrid model. Today, one in five workers are working remotely and companies and managers alike are navigating this shift in working. According to Upwork, by 2025, about 32.6 million Americans will be working remotely.
Let’s delve a little deeper into the subject and understand the benefits of a distributed workforce and the many ways a business can make this model work effectively.
What are the Benefits of a Distributed Workforce?
Some of the benefits of the distributed workforce model include:
- Not Limited by Geography: These are two benefits rolled into one. Firstly, the employees can be exactly where they need to be to do their job and not be forced to be in the office. Secondly, the business can widen its talent pool to include people from literally anywhere in the world, allowing it to recruit some great talent.
- Better Work-Life Balance: Today employees are focused on their satisfaction and want to work in environments that don’t increase stress. Being able to work remotely gives them a chance to enjoy a better work-life balance and also provides flexibility for better parenting. As a bonus, they save time and money that would otherwise be spent on commuting.
- Fewer Company Overheads: There are savings for the company too. With a distributed workforce, a business has to spend less on renting real estate, maintaining it, paying electricity, and various other overheads.
- Operational Agility: A company with a distributed workforce is better equipped to handle any unforeseen or catastrophic events. In case of natural disasters, or even global circumstances such as the pandemic, businesses with a distributed workforce will not have to cease their operations or rely on disaster planning.
What Are the 5 Essential Distributed Workforce Tools?
Not all businesses start with a distributed workforce and many are making the transition to adapt to the changing business landscape. However, the decision to shift from a traditional office to distributed teams is often challenging, requiring management and operational adjustments. There is a need for a more fluid, inclusive, and technology-based approach to managing a distributed workforce. Some of the essential tools that can help businesses include:
- Communication Tools, such as video conferencing platforms like Zoom, Webex and Google Meet, and instant messaging tools like WhatsApp, Telegram and Microsoft Teams, enable face-to-face and real-time communication, building relationships among team members.
- Collaboration Tools include cloud-based document-sharing services and virtual whiteboards that support collaboration, real-time editing and brainstorming.
- Project Management Tools are essential for assigning responsibilities, streamlining tasks and tracking progress to keep everyone informed and aligned.
- Mobile Training Tools help provide a learning platform for the distributed workforce and encourage continuous learning while giving access to a company-wide knowledge repository. Productivity tools, like ProHance, are helping businesses build a future-ready workforce by keeping teams connected and engaged.
- Cybersecurity Tools are perhaps the most crucial since they protect your company information and the security of your people from cyberattacks. VPNs, multi-factor authentication, regular software updates, and security training are crucial.
Strategies for Effective Distributed Workforce Management
Having the right tools is the first step to managing a distributed workforce. However, business leaders also need to put in place distributed workforce best practices that can make remote teams work and collaborate seamlessly.
Hire the Right People
Remote work has immense potential, but it isn’t everyone’s cup of tea. It is easy to slip into feelings of isolation, loneliness, and distraction. And with no manager looking over the shoulder, employees can get complacent, leading to a loss of accountability and therefore, loss of productivity. A business operating with a distributed workforce needs self-driven people whose goals align with those of the company.
Define Expectations for Your Distributed Workforce
How can managers instill accountability within their cadre? Learning how to get the most out of staff working outside of a traditional office set-up is crucial for the success of the distributed workforce model. Managers can begin by setting clear expectations. Set tasks for them and get them on board with goals and timelines. Provide a contact person to ensure a smooth flow of work.
Establish Clear and Effective Communication
Before expectations are set, it is important to understand the need for seamless and effective communication. Deploy communication tools that can facilitate the flow of information. Mix up meeting times that take into account time zones so no one is singled out and forced to join calls outside of their local work hours. Implement regular one-on-one check-ins so work doesn’t get held up. And lastly, have clear policies on communication and responsiveness expectations.
Streamline Project Management
Unless it’s an individual contributor, most projects require seamless teamwork. It is crucial to have everyone understand project objectiveness, timelines, and responsibilities. Schedule regular project meetings to keep all members of the distributed workforce on track and to highlight issues quickly to prevent delay. The effectiveness of project management software in keeping track of tasks is highly recommended.
Embrace Cultural Diversity
A distributed workforce brings diversity into the organization. As a responsible organization, it is important to provide training and invest resources into including people from different backgrounds and cultures. Taking the time and effort to educate the team on diversity and inclusion promotes a culture of understanding and respect among the workforce. Organizing inclusive team-building activities, even virtually, can inculcate this culture easily. Respect, recognize, and celebrate cultural holidays and traditions.
Leverage Technology
In a traditional office setup, people get a chance to socialize. However, with a distributed workforce, the absence of human connection can be handled using technology. Ensure managers make at least one video call to all their subordinates, even if there is nothing work-related to discuss. There could be some resistance, but make the calls interesting and encourage employees to share some aspect of their work or life with colleagues to decompress.
Maintain a Strong Company Culture
Create a virtual office culture that mimics the vibe of a physical space. Make the environment inclusive and positive. Regularly conduct rewards and recognition events that celebrate achievements and boost overall employee morale. Leadership should be available for its people and facilitate open communication.
Encourage Work-Life Balance
Working remotely doesn’t mean unending or irregular work. Encourage flexible hours, allowing employees to decompress and disconnect from work. Provide access to resources that enable employees to focus on their physical and mental well-being.
Is Your Business Ready For a Distributed Workforce?
The work landscape has changed irrevocably and WFH, remote and hybrid models are here to stay. Businesses that operate using a distributed workforce experience higher productivity and their workers are more satisfied. Keep in mind all the above factors and your business too can make the transition to a distributed workforce successfully.
Also Read: Best Ways to Effectively Manage A Remote Workforce
ProHance Supports A Hybrid Work Model
Businesses with a Work From Home or distributed workforce model can benefit from ProHance’s solutions that provide complete employee visibility across the organization, irrespective of the location. With real-time data and productivity insights, leaders and managers are better equipped to make strategic decisions that can have a direct impact on the bottom line. Moreover, our work distribution and allocation solutions can help drive collaboration, improve efficiency and transparency, and ensure better work-life balance for all employees.
Frequently Asked Questions
Q1. Is a distributed workforce the same as remote working?
While the two might appear to be the same, remote working is when employees choose to work out of the office if they desire to, and a distributed workforce is the entire operational model of an organization. In a nutshell, remote work is an employee’s choice and a distributed workforce the organization’s.
Q2. What are some examples of distributed workforce best practices?
Making a distributed workforce successful means implementing certain best practices such as:
- Hire the right people
- Define expectations for your distributed workforce
- Establish clear and effective communication channels
- Streamline project management
- Embrace cultural diversity
- Leverage Technology
- Encourage Work-Life Balance
Q3. What are the top benefits of a distributed workforce?
A distributed workforce brings numerous benefits to the table, including:
- Offering employees the convenience to work from anywhere.
- Widener talent pool.
- Better work-life balance for employees.
- Fewer company overheads.
- Improved operational agility.