Remote Supervisor Resources
This webpage is meant to assist supervisors in identifying employees and positions appropriate to remote work and to support supervisors in the engagement and management of remote employees.
Supervisor Responsibilities
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Supervisors are responsible for establishing the remote work expectations and guidelines set forth in the remote work agreement. As the supervisor, you set the tone for employees working remotely and should be familiar with the all relevant policies, processes and skills needed to successfully work remotely work in your area.
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Supervisors must first identify job categories and duties that can be performed in a remote location. Some considerations include:
- Job requirements that accommodate working away from the office for one or more days each week.
- Predictable contact with other employees and ʺcustomersʺ.
- Identifiable portions of the job which can be performed effectively outside the office.
- Work that can be accomplished equally as well inside or outside the office.
As a rule of thumb, if someone can close their office door for eight hours, without the need for face-to-face contact, then you might consider the job for remote work. If someone can ʺclusterʺ their work into eight hours not requiring face-to-face contact, they may be a candidate for remote work.
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Remote work does not suit everyone. Careful selection and candid communication are essential elements in a successful program. Research shows that employees with the following characteristics generally make effective remote employees:
- Self-motivated
- Successful performance evaluations
- History of dependability
- Function independent of direct supervision
- Comfortable with a degree of social isolation
- Well organized with good time management skills
- Able to communicate effectively
- Has an appropriate remote location that includes privacy and lack of distraction
- Has adequate level of job skills and knowledge
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Supervisors must be willing to develop realistic performance goals for the remote employee.The supervisor must support remote work and adapt management styles to continue providing effective guidance.Remote work is not a reduction of management/supervisory responsibility. Participation in a remote work program requires a high level of communication and management skills.
Effective Remote Management
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Supervisors should set specific expectations for remote employees with regards to:
- Equipment and other supplies
- Work schedule and "down time"
- Remote duties vs in-person duties
- Performance standards and other assessments
- Communication
The above information should be clearly outlined in the approved Remote Work Agreement, but other internal processes, schedule, and deadlines should be detailed and clearly understood by the remote employee, supervisor, and any relevant staff (e.g., coworkers working in the office).
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Set clear expectations in terms of the frequency and channels for communication (e.g., Microsoft Teams, Zoom, phone call, etc.). Establish a schedule and identify techniques for staying in touch with remote employees, keeping abreast of their assignments/progress. Encourage communications with between remote employees and their in-office coworkers and other university personnel. The remote employee should be accessible during their working hours and other members of the campus should know how to reach them.
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Identify and set clear standards of performance for remote work assignments. The same management skills and expectations used to manage employees working in the office should apply to remote employees. Manage for performance and results instead of managing by observation. A common question is ʺhow do I know when someone is working?ʺ. Effective managers do not equate presence with performance.
Some tips (and things to avoid) as it relates to identifying objectives and standards include:
- Review current job tasks and responsibilities.
- Establish measurable outcomes and deliverables.
- Specify who receives or monitors the outcomes and deliverables, and when interim checkpoints and due dates will occur.
- Use language that avoids subjectivity, vagueness, and interpretation. Be clear and specific to avoid misunderstandings about what is required.
- Link outcomes and deliverables to organizational goals. It is important that employees understand the importance of our work functions in relationship to the organization’s goals, mission, and services.
Things to avoid:
- Assigning remote employees more or less work than you normally would if they were in the office. Remote work does not change an employee’s job responsibilities, it just changes where the work is performed.
- Close supervision is not always good supervision. Effective supervision can be achieved without being close in proximity.
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Supervisors should provide clear feedback often and regularly. It is recommended to schedule ongoing check-in meetings and evaluations, and to adjust procedures and processes as needed. If performance problems occur, it's essential to discuss with the employee immediately. The issues may not necessarily be the results of the remote arrangement itself. If remote employees continue to perform unsatisfactorily, work with them to implement a solution. You can also reach out to Human Resources for assistance and guidance on establishing a Performance Improvement Plan (PIP). If necessary, the remote work arrangement can be canceled.
Feedback Tips
- Be descriptive and avoid subjective language
- Prioritize feedback to address immediate concerns
- Give feedback immediately
- Give positive feedback; "praise in public, criticize in private"
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Some concerns for remote employees are that they will have less visibility in the office and become less connected with the department. Supervisors can support remote employee engagement by engaging in the following
- Include the remote employees in office activities even when they are not there. For example, include them in departmental meetings or casual events (e.g., staff meetings, lunch meetings).
- Frequent communication with your remote employees enables you, as the supervisor, to maintain the appropriate guidance and direction your employees need and expect.
- Engage in active listening and ensure your remote employees feel heard and valued.
- Ensure
visibility. Take advantage of ʺopportunity assignmentsʺ and have the remote employees participate in
those assignments. When the opportunity
arises for presentations, be sure to include them.
