How to create a sense of accountability and urgency
when leading remote teams across time zones
High performance in a remote team is about leading people AND managing things SO THAT you can create a sense of urgency. Most remote teams are glacial if left to their own devices.
In this email I will share the ten commitments I make to my team, a meeting guide on how to run 1:1s, and the advice I give to them to work most effectively. You’ll need this as well as a firm grip on your planning processes and an information hierarchy that everyone understands.
The language below is written as if you’re communicating to your team and can be used as a lift and shift for your calendar descriptions.
The Ten Commitments to My Team
A team is strongest when everyone works together, supports one another, and takes care of each other. Please be observant and offer assistance to your colleagues. Don't hesitate to ask for help when you need it. We do not work in isolation.
Regular 1:1 Meetings: We will have a 1:1 meeting, and I will never cancel it. However, you have the option to cancel it if needed. Your time is important.
Clear Agendas: The agenda for our 1:1 will be included in the meeting invite so that we can remember important topics. However, you are always free to discuss whatever is on your mind during that time.
Purposeful Meetings: Whenever I schedule a meeting with you, I will clearly state the purpose of the meeting. I will not schedule meetings without an agenda.
Direct Messaging: If I send you a direct message, I will always start with a greeting and explain the reason for reaching out. No suspense or small talk while you wonder what I want.
Important Updates: Any news or announcements that significantly affect you, your work, or your team will come directly from me during our 1:1 meetings, rather than being revealed in a large meeting.
Timely Feedback: I will provide feedback to you promptly. You will not hear feedback for the first time during your performance review.
Trust in Your Autonomy: I trust you to manage your own time. You do not need to seek my approval in advance for being away from your desk or out of the office.
Freedom in Your Work Approach: You have the freedom to approach your work in your own way. My focus is on the outcomes, not the specific output. Once we agree on the goal, the path to achieve it is up to you. If I feel it's necessary to suggest a specific approach, I will provide an example.
Open Communication Channels: I trust you to communicate with my manager or other senior management if you feel it is necessary. You do not need to seek my permission, and I will not react negatively when you do.
Recognition of Contributions: I will properly acknowledge and give credit to you and your team. I will not exaggerate my own role or downplay your contributions. I will ensure proper attribution, especially when senior management acknowledges our accomplishments.
In return, the one thing I value most is the truth. I want to hear your feedback, know when you think I'm wrong, and hear your ideas on how we can improve. Please feel comfortable sharing your thoughts, disagreeing when you see fit, and offering ideas for improvement.
A 1:1 Meeting Guide
You can use this time to talk about what's important to you. This 1:1 is your opportunity to set an agenda and discuss what's important to you. You can use it to talk about where you are stuck or need input, coaching, and/or feedback. Ideas or issues you want to raise?
Frequency: Twice a week initially, then adjusted as needed
Duration: One hour for onboarding, then adjusted to 45 minutes.
How 1:1s Work
You will ensure your updates are up-to-date and walk me through them, when we catch up regularly for 1:1s.
Start with Screen Sharing: The first fifteen minutes will be spent screen sharing your Lattice update and walking me through it. Ensure you've filled this out ahead of time.
Your Agenda: This meeting is for you, and you will create the agenda.
Discuss MITs: Align on Most Important Things, progress, blockers, and wins.
Flexible Scheduling: If there is no need to meet, you can cancel a meeting. Just let me know - it's your call. If I have something to add to the agenda, I will ask for it.
Communication: If I am doing my job well, you will be doing most of the talking, and I will be listening and engaged.
Distraction-Free: Both of us should eliminate distractions and give our full attention during the meeting. If we run out of topics, we can end the meeting early.
Your Responsibility:
Have an informed view of you work.
Keep me updated.
The best people find a way!
For good advice on managing up, consider reading this thread.
How To Work for Maximum Impact
Morning Focus: Allocate your mornings for deep work and reserve afternoons for calls. Or vice versa depending on timezones.
No Calls Friday: Adhere to a "No Calls Friday" policy.
Buffer Time: Keep 30% of your week free for unexpected tasks.
Blocks of ‘Focus Time’: Communicate and safeguard your dedicated focused work time by adding it to your calendar, setting away messages on Slack, and informing your team. Utilize 'focus time' on Google Calendar to schedule dedicated time. Avoid scheduling meetings on Fridays and during the first half of Mondays.
The Rule of 3: Wrap up workdays by listing three high-priority tasks for the following day. Consider using post-it notes and placing them on your computer screen. Repeat this practice at the end of the week as well. Identify next week's priorities and potential obstacles every Friday. This practice helps declutter your mind and reduces the "Sunday Scaries."
Stick to the System: Choose one productivity system and commit to it. Ensure you master updates and 1:1s which are scheduled in Google Calendar though you write them up.
Mindful Productivity: Strive for efficiency to maintain a work-life balance. Focus on mindful productivity: aim to complete tasks efficiently and effectively to be able to switch off and be more present in your personal life during non-work hours. This promotes a healthy work-life balance.
Final Thoughts
High performance in a remote team requires both leading people and managing things effectively to create a sense of urgency. Without clear direction and management, remote teams can become slow. By following these commitments and guidelines, we can work together efficiently and support one another.
Thanks for reading
Best of luck on your journey towards community-led growth and product-market fit!
