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Working Remotely with monday.com

More and more teams are working remotely these days. There are many things to consider when going remote-- managing your team's schedule, communicating across platforms, and maintaining your company culture. With so much to evaluate, let monday.com take the work out of it for you!

 

Manage Your Team Schedule

The first thing you'll need to know is who is working and when. With remote teams, your workforce may be spread across timezones. Consider building a board to schedule out your weekly shifts.

In this example, each item is a day. Each column is a People Column. By labeling each People Column with a shift and the associated hours, your team can get a quick visual of when they're expected to be working and who is working when they are:

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You might also want to keep track of your staffing needs and availability using this board: 

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In this example, the "Minimum Staff Needed" column is a Numbers Column. The "Total Employees" column is a Formula Column counting the employees across all scheduling segments using this formula:

{8-5 EST//9-6 CST//5-4 PST#Count}+{9-6 EST//8-5 CST//6-3 PST#Count}+{10-7 EST//9-6 CST//7-4 PST#Count}+{11-8 EST//10-7 CST//8-5 PST#Count}+{PTO/OOO#Count}

 And the "Out" column is a Formula Column counting the number of employees in the "PTO/OOO" (Personal time off, Out of the office) column using this formula:

{PTO/OOO#Count}

 

You can add a third Formula Column that counts the employees scheduled ("Total Employees" minus "PTO/OOO") and compares that number to the minimum number of employees needed to remain operational. This will allow you to get a quick read on your staffing levels.

In this example, the formula column reads out "CRITICAL" when the number of people scheduled is not enough to meet the business need. The formula will output the words "Check Staffing" when the number of people scheduled is within 10% of critical:

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The formula used in the "Staffing?" column is:

IF(IF(AND(MINUS({Total Employees},{Out})<ADD({Minimum Staff Needed},(DIVIDE(MULTIPLY({Minimum Staff Needed},10),100))),MINUS({Total Employees},{Out})>{Minimum Staff Needed}),"true","false")="true","Check Staffing",IF((MINUS({Total Employees},{Out}))<{Minimum Staff Needed},"CRITICAL","normal"))

With the Formula Column on your board, managing your team's schedule should be a breeze! 🎉 

 

 

Communicate

The most important skill to practice while working remotely is communication. Having the tools you need to communicate clearly and easily is key. That's why we built the Updates Section.

  • Updates Section

Keep the conversation going about your projects, meetings, ideas, and internal knowledge by using the Updates Section. Or even just let your team know that you're excited to work with them!

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You and your team do stellar work. "Like" an update to show your approval or use emojis in your replies:

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For more information about how to communicate efficiently in monday.com, check out this guide. 

 

  • Slack Integration

Does your team need to communicate across multiple platforms? Check out our Slack Integration. With the Slack Integration, you can turn your updates into messages.

For this example, let's refer back to the Weekly Shifts board. Let's say that, whenever an update is posted requesting a shift change or PTO, you'll want to receive an update in your Slack channel, #scheduling. We can use this recipe: "When any update is posted, send it to channel"

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This way, no matter which platform has your attention at the moment, when your team requests time off:

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You'll be the first to know:

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Keep Goals Top of Mind

When a team has the same vision in mind, they can accomplish almost anything! So, once you have your team's schedule down, you'll want to be sure that everyone is aligned on what the company is working towards. What are your KPIs and expectations? Let your team know with Dashboards

Dashboards are the best way to keep your team motivated and focused on your goals. With many different widgets available, you can customize your dashboard exactly the way you want! Here are a few examples of widgets you could use: 

  • Battery widgetto track the overall progress from your team and their projects
  • Countdown widgetKnowing how much time is left to your goal or event is pure motivation to get it done quicker and setting a sense of urgency.
  • Workload widgetsee in one glance who is over capacity and assign upcoming tasks accordingly. 
  • The playlist widget - without music, life would be a mistake. Enjoy listening to your favorite tunes directly from your dashboard 🎶

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Manage Your Meetings

Half the fun of working remotely is connecting with your team. Meetings can be a time to get on the same page or an opportunity to hang out with your coworkers.

  • Zoom Integration

If you haven't heard yet, monday.com now integrates with Zoom! After setting up the integration, any meetings you initiate will post to the designated group on your board. When your meeting starts, an item will be created for the new meeting and an update will post with the text "Meeting Started":

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Make sure that your meetings are fully attended by setting up the automation "When any update is posted and contains keywords, notify someone":

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If you subscribe your team to the board and choose to notify your board subscribers, they'll receive the notification that you customize when the meeting starts. The notification may look like this:

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When they click the notification, they'll be redirected to the relevant board, where they can click on the Zoom meeting ID to join the meeting:

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And your designated note-taker can use the updates section to record all of your meeting notes:

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For instructions on how to set up the Zoom integration, check out this helpful resource.

 

  • Calendar Integration

If you'd prefer, you can schedule meetings in advance and use our Calendar Integration to sync the events with your calendar:

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However you choose to manage your meetings, monday.com has your back!

 

Create a Knowledge Base

So how do you plan to share all of the knowledge gained in those meetings? With boards, of course! And what better way to keep track of your boards than to create a board index. Think of this as an internal knowledge base.

For the following example, we listed processes as one group and boards as another group. We use the Link Column to hyperlink text to the relevant boards. The Creation Log Column documents when the item was created. Finally, try using the Last Updated Column to keep track of how up-to-date the information is on the board.

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Share Ideas and Make Requests

Even when working remotely, you can make an impact on the entire company by sharing your ideas! Consider creating a board where your team can add thoughts about how to improve and innovate.

You can add Status Columns to categorize which areas of the business might be impacted by the change as well as the status of each suggestion.

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Keep the Culture

You don't have to sacrifice culture when working remotely. You can build opportunities for engagement in your monday.com account. Create a board where the team can share pictures of their workspaces, playlists, and their personal tips for working at home!

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Or create a board where the team can share online resources:

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Have a teammate lead a virtual fitness class. Collect resources to make sure your little ones stay entertained! Post pictures of your pets or your latest recipe adventure. Chat about evening plans. The possibilities are endless. Take a look at our team's blog post for inspiration on how to maintain culture even when working from home. 😄

 

If you want to explore all things remote, head over to our Remote Work blog. And don't hesitate to reach out to the team at [email protected] with any questions. We're here for you!