As a coach who works with entrepreneurs (Remotepreneurs) and remote teams, I spend a lot of time in dialogue around systems. As I write in PlanDoTrack, systems create consistency which is so critical in the remote space. Systems also allow us to scale which is so important in the remote space as well.

This week’s blog post is a systems check. It gets you to think about the systems you have in place, as well as which ones you might want to, or need to develop.

Consider these different areas:

• Recruitment
• Financial
• Sales
• Marketing
• Client support
• Communication
• Reporting

What else?

Enjoy your reflection!
Jennifer

Jennifer Britton
Potentials Realized | Coaching Team Leaders | Remote Pathways Podcast
Team and Leadership Development | Coaching | Everything DiSC
Phone (416)996-8326

Get your Q2 planning on with the PlanDoTrack Workbook and Planner or Coaching Business Builder

Looking to enhance your virtual conversations? Webinars? Pick up a copy of Effective Virtual Conversations at Amazon, or join me for the Virtual Facilitation Essentials program

Contact us to discuss how we can support you and your teams and organization with remote work.

Check out upcoming virtual programs on our calendar
​
PDF copies of PlanDoTrack now available! Get yours here. ​

With teams everywhere focusing on remote work right now, many teams are looking for something different to do to gain clarity and help them focus on their results. This week’s tip is the IS/IS NOT framework, which helps us all get clarity around what we are focusing on and/or what we need to do. For example, let’s say as a team we are tasked with rolling out a new process for serving customers in the remote space.

We could use the IS/IS NOT framework to help frame out the following:

What it is…
Quick
Virtual
Flat (people can make decisions)
Flexible by using a decision tree
Iterative
Informed by feedback

What it is not…
Multi-layered decision making (we want people to be able to make their decisions themselves, hence the decision tree)
Slow
Not focused
ETC ETC...

Where do you need more clarity around your projects and end-results as a remote team? Where could you use this process? 

All the best,
​Jennifer

Jennifer Britton
Potentials Realized | Coaching Team Leaders | Remote Pathways Podcast
Team and Leadership Development | Coaching | Everything DiSC
Phone (416)996-8326

Get your Q2 planning on with the PlanDoTrack Workbook and Planner or Coaching Business Builder

Looking to enhance your virtual conversations? Webinars? Pick up a copy of Effective Virtual Conversations at Amazon, or join me for the Virtual Facilitation Essentials program

Contact us to discuss how we can support you and your teams and organization with remote work.

Check out upcoming virtual programs on our calendar
​
PDF copies of PlanDoTrack now available! Get yours here. ​

A challenge when working in the global space remotely is that there can be blurring of boundaries across time zones, particularly if you work with clients, or customers around the world. While it may feel possible to operate 24/7 with only a few people, over time it can be important to incorporate some boundaries in your remote work. That might entail:

• Setting core working hours where people are available to set meeting times, connect and work together
• Identifying on your signature lines or website what your hours are

What are the time windows you want to be available around? What are the ways you can communicate that to others? What does it mean in terms of collaboration with others -i.e. getting materials out, and/or getting materials or resources on to others?

Another boundary which most remote workers become aware of quickly are the boundaries around workspace. When we work from home it can be a challenge to focus in on working from home. What are the boundaries you want to incorporate there? It might include:

• A dedicated office space, possibly with a door that closes
• Scheduling your work so that it occurs when others aren’t around
• Dressing like you are going to the office
• Communicating to others that even though you may be “home” you are working and aren’t available to undertake their tasks

What are the other boundaries which are important to create? 

Best wishes,
​Jennifer

As we move towards the end of the year, it’s an opportune time to focus in on the systems in your work. Systems help us automate routine tasks and also create consistency. Systems help us with information sharing and leveraging tasks and processes. This is key when people and projects may move not only in an office but move to different locations.

As we move to year end, it can be an important time to dedicate some focus on anchoring in the systems we have been using, developing others and/or making sure systems and focused.

This year I’ve mentioned systems several times. They are an important part of keeping a remote or global business running consistently, ensuring that our customer or clients experience is the same from location to location.

In larger organizations, systems are likely to be well established, but in start ups or smaller organizations it’s likely that they are not as well developed.

You might consider the systems you have as it relates to sharing of information around projects, special initiatives and tasks. One of the challenges as teams move into the remote space is that information flow may not be as smooth. If you have people needing to access information and work on shared documents or with shared information what needs attention. This may involve nomenclature around how documents are saved and where things get digitally filed. IT may also involve a mindset shift around how items get documented and shared.

• Communication (Internal/External, team communication)
• Performance
• Goals
• Projects
• Marketing/Business Cases/Case Studies

What else?

If you have not taken a look at this month’s Effective Virtual Conversations call which I held on November 4th around Remote and Virtual Team Tools, do take a look. In the 25-minute call I share five key areas you will want to explore and possibly incorporate with your team – from communication tools, to team development tools, to project management tools.

What is the one tool you know you can’t live without? For me, I would say it is Zoom. Whether I am leading a group session or hosting an individual coaching session, Zoom allows me to seamlessly move throughout calls all day long, seeing my clients without having to travel  (sometimes thousands of miles to see them!). While travel is a passion for some, having spent the better part of my first decade plus of my working career travelling for a living, I so appreciate getting to reconnect with places without having to physically go there.

Wishing you the best,
Jennifer 

​Jennifer Britton
Potentials Realized | Coaching Team Leaders | Remote Pathways Podcast
Team and Leadership Development | Coaching | Writing 
Phone (416)996-8326
 
As we step into the end of the year, get your planning on with the PlanDoTrack Workbook and Planner or Coaching Business Builder
Looking to enhance your virtual conversations? Webinars? Pick up a copy of Effective Virtual Conversations at Amazon.

We’re about six weeks away from the end of the year, a time which I like to frame as the LAST MILE of the year. It’s at this point where we start getting really clear on what needs to get done, what needs to get carried forward and what needs to get delegated.

Today’s post is an encouragement to think about what you want to accomplish in the last six weeks of the month.  As we consider the last mile there may be many areas we want to consider including:

Projects:

• What are the projects which still need attention?
• What are the projects which need more resources to wrap up?
• What has moved out of scope and needs to be readjusted?

One-on-one time with your team:

• When was the last time you held 1-1's with your team?
• What are conversations which need to happen before year end?

Team Events:

• What team events need to happen before year end?
• What supports do they need individually? Collectively?

Planning and Performance Events:

• Have you already prepared your 2020 plans – at the organizational, team and individual levels?
• When did you last hold a performance conversation with each team member? Ask for feedback yourself?

Stakeholder Events:

• What stakeholders do you want to reach out to?
• What conversations and/or collaborations are important to have?
• What updates are important to provide?
• Who do you want to set meetings up with before year end, or at the start of the year?

Communication and Reporting

• What reports need to be completed?
• What information needs to be shred with others?
• What reports need an update?
• What tasks have you been putting off? What needs an update?

Other Items:

• What other items need to be wrapped up?
• What do you need to put in hold or closed off on?
• What are you going to do to capture lessons learned and lessons to carry forward?

The last couple of weeks of the year can feel like a whirlwind, and sometimes the important tasks get set aside and missed, including time set aside for the team. In one of my newsletters this month I included 8 different ways to wrap the year up with groups and teams – link to newsletter here. 

What daily steps do you want to take going forward to get important items focused on?

Best wishes,
Jennifer

Jennifer Britton
Potentials Realized | Coaching Team Leaders | Remote Pathways Podcast
Team and Leadership Development | Coaching | Writing 
Phone (416)996-8326
 
As we step into the end of the year, get your planning on with the PlanDoTrack Workbook and Planner or Coaching Business Builder
Looking to enhance your virtual conversations? Webinars? Pick up a copy of Effective Virtual Conversations at Amazon.

This week’s Tuesday blog post continues along the pathway of working productively in the remote space. Today’s topic is about getting organized in remote space.

Working remote may mean a smaller office footprint than you might have been used to, or a more open workspace which is shared with friends and loved ones.

Keeping focused, keeping things secure, and keeping things organized are key for success. In today’s post, I’ll cover five areas you might want to consider as it relates to getting and keeping organized:

#1 – Files – From our paper-based files, to electronic ways, we file and access information, keeping files in check is critical.

#2 – Version Control – When working with other team members in collaborative documents being able to access and work on the most up-to-date documents is key.

#3 – Build in time for planning – Planning often falls to the bottom of the list for remote work. When boundaries are fluid by us working odd hours with our stakeholders across the world, the ability to build in time for planning is important.

#4 – Consider Batching – Remote workers are often pulled from task to task, especially if we become reactive around key tasks coming in via email.  A challenge for the remote team today is ensuring that we do make headway on all the different tasks involved such as the more focused, deeper work required for tasks.

#5 – Keep on top of rote tasks – Reporting, finances, filing etc. Dedicating 15 minutes to more rote tasks regularly can help to keep the clutter (physical and mental at play). Physically also filing things in an orderly fashion -i.e. a box for receipts – can also help to diminish the mental clutter created by the open loop of invoices which have not been entered.

One final thing to keep in mind in terms of getting more organized = systems. In PlanDoTrack, I point to the importance of five main areas of systems for entrepreneurs and other remote workers. Consider these areas:

1. Financial systems – Invoicing, Accounts Payable, Cash Flow, Accounts Receivable etc.
2. Client and Stakeholder systems – Connecting with and sharing information with others – this might include things such as email templates, contact lists, meeting notes, past reports on collaboration.
3. Marketing – Websites, Social Media Feeds, Frequently Asked Questions
4. Content – Do you know what you have created? Do you have an accessible listing of what there is?
5. Sales – What do you notice about sales? What can generate more? What follow-up do you have with those you have sold to?

I'm adding on the other area you may find useful which is Project Management - What can you do to make your project flow and communication work for effectively? Are thre apps or programs which will help you like Asana or Trello? These are two that we use here to manage our projects.

​What are the systems which are going to help you streamline and keep on top of your work?

IF you are a coach -  be sure to check out my recent article for the Coaching Tools Company newsletter which was just published on coaching business systems. You can read it here.

For more on this topic, be sure to check out section 3 of both PlanDoTrack (a planner workbook for remote professionals) and CoachingBusiness Builder (a planner-workbook for professional coaches)

Best,
​Jennifer

This month we are going to look at several interesting topics including:

• The variations of remote work
• Remote Team Tools
• Getting organized in the remote space
• Performance Reviews in the Remote Space
  
• Remote Myth Buster – Things need to take longer
  
• Setting up the team for remote team success – Going back to the basics

Given that it's the start of a new month, let's take a few minutes to look back at September and consider what's important for your month ahead.

AS you think about September, make sure you have captured your thinking around these questions:
1. Key successes in September were...
2. Lessons learned were....
3. Next month I will
4. Something which surprized me this month was...
5. Something I want to replicate is....
6. Other things to note are..

Questions to consider as we step into October:
1. What are your top 3-5 goals this month?
2. What needs to get completed, no matter what?
3. What habits and practices do you want to lean into?
4. What do you need to say NO To?
5. Who do you want to collaborate with?
6. My theme this month is....
Be sure to check out yesterday's post as well about Q4 planning.

Look forward to diving deeper into the remote work space this month!

Best,
Jennifer

Jennifer Britton – Potentials Realized 
Leadership | Teamwork | Business Success
Author of multiple books including Effective Virtual Conversations (2017), PlanDoTrack (2019) and From One to Many: Best Practices for Team and Group Coaching (2013)
Follow along with the #90DaysPlanDoTrack series over at Instagram @CoachingBizBuilder 
Join the conversation at the Conversation Sparker Zone - our online community where you can explore virtual and team issues, coaching, productivity and business development.
Pick up a copy of Volume 1 of the Weekly Journaling Prompts in a digital format. Print it out and take it with you for some inspiration and writing on the go! Available at the Potentials Realized Store.
For those looking for tips, tools and ideas about remote work and support for your remote teams, be sure to check out these tags and resources. ​

Getting organized and set up with the space and processes you require to work at peak performance is critical for those new to the remote space. It’s tempting to say “I’ll deal with it later”, and it’s likely that later may never arrive. Build in time at the start of your remote work to put into place these items at your new, dedicated work space:
​

• A place with good lighting, privacy and space to work

• A place to close the door and have private conversations
• Place to secure files – physically and digitally
• Cloud based storage for when you need it
• Contact list you can access
• Back up - where are you saving your files?
  
• Super strong internet
• Clear boundaries with loved ones and family about when and when you are not available. What are your working hours? Break times?  Just because you are home it does not mean that you can walk the dog, take out the garbage, cook dinner etc. Developing a series of “go-to” phrases for when neighbors ask you to do things that will distract you from your focus can be useful.

What else do you think you will require to help you be at your best in the remote space?

Best,
Jennifer

Jennifer Britton – Potentials Realized 
Leadership | Teamwork | Business Success
Author of multiple books including Effective Virtual Conversations (2017), PlanDoTrack (2019) and From One to Many: Best Practices for Team and Group Coaching (2013)
Follow along with the #90DaysPlanDoTrack series over at Instagram @CoachingBizBuilder 
Join the conversation at the Conversation Sparker Zone - our online community where you can explore virtual and team issues, coaching, productivity and business development.
Pick up a copy of Volume 1 of the Weekly Journaling Prompts in a digital format. Print it out and take it with you for some inspiration and writing on the go! Available at the Potentials Realized Store.
For those looking for tips, tools and ideas about remote work and support for your remote teams, be sure to check out these tags and resources. ​

One of the biggest areas of time utilization that teams points to as not as effective as it can be is virtual meetings. In today’s post, I wanted to explore five key areas which can derail and demotivate teams. As someone who works with professionals who want to become more proficient in the virtual space, getting a handle on these five meeting pitfalls are key.
​
#1 – Not prioritizing meetings.
Many times, virtual meetings are postponed because not everyone is going to be there. In fact, it may be more useful to start from the assumption that not everyone is going to be there, and people can catch up with a recording or the transcript. Regular team meetings and communication are important. They provide an important channel for sharing information, taking the pulse, and/or keeping the team connected.

#2 – Not putting everyone on the same platform.
One of the greatest challenges today is the blended meeting space, where you have some (or a bulk of people) calling in from one location, and others dialing in from separate locations. This can sometimes augment the disconnection across a team. Try putting all people on the virtual platform for a change and see what happens as you incorporate the different engagement strategies (see #5) and as you intentionally create dialogue and sharing across part of the team that may not normally be connected.

Putting everyone on the same platform is a great equalizer and if you are wanting to truly build a team, it means that common ground is needed.
​
#3 – Not having a plan – 8 Meeting Questions.
A lot of meetings in both the virtual and in-person space are poorly organized. Before kicking off any meeting, be sure to check out the 8 Meeting Questions I share in Effective Virtual Conversations:

In Effective Virtual Conversations, I shared 8 Essential Meeting Questions to ask at the start or end of any meeting. These include:
1.      What’s the purpose?
2.      What takeaways do we want?
3.      Who needs to be on the call?
4.      What preparation is needed for us to be most effective in the meeting?
5.      What pace to do we want in order to keep it engaging?
6.      What will help keep the focus?
7.     What’s absolutely essential? (What’s essential, versus what will be nice to cover? If you can’t cover it, where can people go for more information around topics?)
8.      What follow up might be required?

(Reference: Jennifer Britton, Effective Virtual Conversations, pp 304, 2017)

#4 - Speaking at, rather than speaking with, the group.
It’s easy for people to slip into the trap of "speaking at” rather than “speaking with” virtual groups. The use of process is key for engagement, and it’s important that you let your group/team know about what they can expect in terms of input and interaction. Follow through with this and learn to be comfortable with “silence” and also handing the reins over to others.

Instead of opening the floor up to dead silence, let people know that you are first going to call on everyone in the team in a certain order – i.e. First name (forwards, backwards), East to West or West to East, Job Role, length of time with the organization...

Process creates clarity and it also creates safety.

#5 – Not using or underutilizing the tools available.
From recording the calls so you don’t have to spend weeks typing up the meeting notes, to using the different engagement functions virtual meetings CAN be interactive. Depending on what the purpose of the meeting is, consider how you might use:

• Polls – for voting or pulse check across the team
• Chat – To capture ideas, brainstorming, comments, and/or team agreements. Depending on the platform you use, you may be able to save the chat easily with your recording. This text file can then get sent to everyone.
• Use annotation to have people share their thoughts – agreements, priorities, what their strengths are. Annotation allows people to highlight and circle items on the screen
• Breakouts – probably one of the favorite transformers I see, breakouts allow people to move into their own private meeting space and have a smaller discussion. This can be invaluable if you are wanting to get the team’s input on things or boost motivation for change. If we are always feeling like we are TALKED at, rather than part of the conversation, it’s hard to have a good meeting.

As you go to organize your next meeting, what pitfalls do you want to keep an eye on? What changes do you want to make?

Best,
​Jennifer

Welcome back to another Effective Virtual Conversations! This week’s post gets you thinking about “recording”.

It’s likely that in today’s remote work environment that someone is going to be late and/or not attend the meeting. While you don’t want to get into the practice of having people miss meetings, making sure that they can be recorded is an important option, particularly as it can serve as a record of the meeting.

If you are going to record, be sure to check out any local legislation and/or policies around recording and privacy and what agreements need to be obtained in order to share the recording. Check out Rev.com and Temi.com, two transcription services that offer low cost options. You’ll want to try out a couple of options to see what is going to work best for you, AND this can save a lot of time which used to be spent on having someone take hours typing in their handwritten notes.

One real benefit to recording meetings is that you can use the transcript from the call to serve as official meeting minutes. It can also serve as a “going back to” place to confirm who is going to do what as a result of the call.

Another consideration is where will things be housed. Consider a common naming system (i.e. date, focus) and also consider how additional materials may be housed. This could include handouts and other items.

What’s important for you to note about recording with your virtual conversations?

Best wishes,
Jennifer