The Impact of Remote Work on Project Management Best Practices

The shift toward remote work has fundamentally altered the landscape of project management. Enabled by new technologies and changing expectations, remote work is here to stay, presenting project managers with new challenges and opportunities.

For project managers, adapting to this new way of working requires reevaluating traditional practices in communication, collaboration, and performance tracking, as well as embracing new technologies. In this article, we’ll explore how project management is evolving due to remote work and how project managers can make the most of the new reality of remote work.

Suggested article: Top 10 Advantages of Working from Home (WFH)

The Shift to Remote Work

In recent years, remote work has seen tremendous growth. The COVID-19 pandemic certainly accelerated this trend, but it wasn’t the only factor in the shift to remote work. New technologies, an increasingly global economy, and a desire among workers for more flexibility and work-life balance have also contributed to this trend. 

Work hasn’t gone back to the way it was pre-pandemic and likely never will. Today, a large position of professionals work from home at least some of the time. According to research from Gallup, 55% of workers with remote-capable jobs have a hybrid work schedule, meaning the split time between working in-office and from home. 26% work exclusively remotely, while just 19% always work on-site.

Implications for Project Management

The increasing popularity of remote work means that project managers need to adjust significantly how they approach their roles. Remote project management presents new challenges, such as communicating across time zones and facilitating team cohesion without face-to-face interaction. However, it also comes with opportunities, such as the ability to work asynchronously with teammates anywhere in the world. 

As work changes, traditional project management methods may not be effective, so project managers need to adjust their strategies to fit into the way teams work today. Below, we’ll explore some of the most consequential ways project management has evolved due to remote work and how project managers can make the most of these changes.

Changes in Communication Practices

Historically, project management relied heavily on face-to-face meetings, emails, and in-person interactions to facilitate communication. These methods allowed for immediate feedback and a sense of connection among team members.

When working remotely, teams need to communicate virtually, which can present challenges. When communicating virtually, team members often miss cues like body language and facial expressions, which can lead to misinterpretation and confusion without the right approach. Project managers also frequently need to coordinate meetings across different time zones.

Tools such as videoconferencing tools like Zoom and Microsoft Teams and chat tools like Slack are essential for communication and remote teams. To effectively communicate remotely, project managers need to master the use of these tools and emphasize the importance of clear and concise communication so that no important information is lost.

Meeting scheduling and calendar tools are also essential for planning meetings at times that work for all participants. They allow managers to easily adjust to timezone differences and scheduling conflicts.

Evolving Collaboration Techniques

In-person brainstorming sessions and collaborative workspaces have long been staples of project management. These methods enable teamwork, creativity, and collaboration, which produce better results than working alone.

As teams have shifted to remote work, project managers need to come up with new strategies to enable collaboration.

Collaboration tools

Today’s remote teams have many tools available that enable collaboration no matter where teammates are working from. In fact, a survey from Gartner found that 80% of workers now use some sort of collaboration tool. Project management tools like Asana, Trello, and Wrike are the most relevant to project managers specifically and include features for:

• Project planning, which includes creating timelines and setting milestones
• Task management, which includes assigning tasks and setting deadlines
• Collaboration, which includes information sharing and feedback
• Reporting and progress tracking

Other tools that are specific to different departments and functions can also be helpful:

• Customer relationship management (CRM) software like Nutshell and HubSpot enable sales teams to manage relationships with leads and customers, track potential deals, and automate outreach. Many CRMs also include marketing features, and you can integrate CRM and project management tools for improved cohesion.
• Software development tools often use tools like Jira to track bugs and issues and manage development projects.
• Tools like Figma and Miro allow web, UX, and UI designers to share designs, provide feedback, and track projects.

How project managers can enhance collaboration

To ensure their projects succeed, project managers need to help their teams make the most of these collaboration tools.

To do this, they need to be well-versed in how to use these tools so they can effectively use them to manage projects. It’s also essential to keep up with managing tasks and tracking projects within these tools.

The rest of the team also needs to know how to use these tools. Project managers can organize training sessions to ensure that teams can collaborate effectively from anywhere.

Performance Tracking in Remote Environments

When your entire team is in an office, you can monitor productivity to an extent simply by observing those around you. When your team isn’t in the same physical location as you, it’s more difficult to know what your co-workers are doing from moment to moment.

In-person meetings are another traditional way to check in on performance and productivity. With virtual work, this has shifted to virtual meetings and asynchronous check-ins.

With the rise of remote work, it’s more important than ever to set clear goals and key performance indicators (KPIs). Tracking the right metrics and reporting on them is a key part of what makes project managers successful.

Project managers must choose the right metrics to track and use the right tools for doing so. Many of the tools mentioned above, from project management software to CRMs, include tools for analytics and reporting.

Best Practices for Remote Project Management

Remote project management requires new approaches and strategies. Here are some best practices that can help you successfully manage your projects when your team isn’t working together in person.

Establish Clear Communication Channels

Project managers need to choose the right tools, such as videoconferencing and chat tools, and ensure that everyone knows how to use them effectively. They should set clear guidelines about when and how to use each tool.

Set Clear Expectations and Goals

Defining roles and responsibilities is crucial for maintaining accountability and keeping projects organized in a remote setting. Project managers should ensure that all team members understand their tasks and objectives. Project management software can help with this and serve as a central source of truth on project progress.

Encourage Regular Check-Ins

Regular check-ins, whether weekly or bi-weekly, can help maintain engagement and connection among team members. These meetings provide opportunities for updates, feedback, and team bonding.

Create a Positive Remote Work Culture

Building team morale and trust in a virtual setting is vital. Project managers can recognize achievements and encourage informal interactions through virtual meet-ups and events, creating a supportive remote work environment.

The Future of Remote Project Management

Remote work is here to stay, so it’s essential that project managers optimize their approach to management for the remote work environment. This involves leveraging technology, ensuring clear documentation and reporting, and intentionally working to create connections among team members.

With the right strategies in place, project managers can thrive in the remote work environment and drive better results, no matter where their teams are located.