This is an excerpt from Lauren Parsons book “Pitfalls and Positives of Remote Work : How to maintain a thriving connected team even when you’re spread apart.” You can download a complimentary copy here.

Creating and sustaining a close-knit team is a challenge especially if some of your team work remotely all or part of the time. It’s also more difficult to know how your colleagues are really doing when you’re not meeting in person. You miss a lot of the body language cues.

It takes effort to create a culture where people can share how they’re feeling. It’s also highly worthwhile – not just for people’s individual wellbeing, but to build a strong team dynamic where people look out for each other.

A sure-fire way to do this is to introduce structured ‘connection meetings’ which can take place online. 

KEYS TO FANTASTIC CONNECTION MEETINGS 

• Video on, notifications off, be present and fully focused.
• Create a positive environment.
• Non-work related, totally people-focused.
• Opportunity to check in, learn and grow.
• Chance to share appreciation.

Note – if you’re not able to set aside time for a monthly connection meeting, draw on individual aspects of the format below and make them a five-minute slot in your regular team meetings.

STEP BY STEP CONNECTION MEETING AGENDA:

1. Set the Scene and Get Present

Have one person start the session with an activity such as an active game, a treasure hunt, song or some sort of Brain Gym exercise get to everyone energised. Or have someone lead everyone through a breathing technique, or mindfulness practice for 1-2 minutes to get everyone present and focused.

2. Celebrate High Fives

Open the floor for anyone to share ‘high fives’, providing specific praise to someone else in the team. This is a powerful way to reinforce the positive and strengthen relationships.

3. Share

Have another person facilitate this section, asking a question of the week, such as the check in questions listed earlier. You might give two options for people to choose from.

Have a timer with a pre-arranged signal to indicate when each person’s time is up (e.g. 1-3 minutes).

For groups of more than six to eight people, you can use breakouts for this and the next step.

4. Check In

Invite everyone to share how they’re feeling by sharing their high and low from the week, using the Emotional Culture Deck, or using a weather analogy.

The Emotional Culture Deck prompts people to boost their emotional intelligence by providing the vocabulary to work with. Available for free download (see the resource pack), it facilitates more meaningful conversations in a really positive way.

The weather analogy activity asks the question, “What was the weather like for you at work this past week?” e.g. sunny, overcast, rainy, stormy, snowy, windy or foggy. 

Depending on timing, responses can be typed into the chat or shared verbally, either as a large group or in breakouts. 

5. Close on a High

Have a different person wrap up each meeting with an inspirational quote, a joke or a story that reinforces your ‘why’, or even a physical activity (such as high fives on gallery view, a stretch or a dance party) to finish on a positive note. 

SIX OTHER WAYS TO REINFORCE YOUR CULTURE REMOTELY

1. POST PACKAGES TO STAFF AT HOME

Prior to the pandemic, Zappos had a community garden that staff collectively tended. When they were forced to work from home, they mailed out herb and salad kits to all staff and encouraged them to share photos of what they were growing and how they were using the produce. It created a great way to build community, even when they were spread apart.

Dropbox send out the ingredients and a recipe for cupcakes to new staff (sometimes even before they’ve accepted an offer) with a note, “The magic of Dropbox starts with each Dropboxer and we’re so glad we have a chance to create that magic with you. Before we get started, we want you to have a taste of the magic!” It’s their way of reinforcing their core value of a smiling cupcake, which represents delight.

2. CONNECT WITH PEOPLES’ LOVED ONES

During the pandemic, in response to the common reality of kids appearing over parents’ shoulders during online meeting, GitLab embraced this by hosting ‘juice box’ meetups where children and grandchildren were invited along. These sessions typically focused on topics like Lego, camping or video games. Rather than fight the reality of working from home, they embraced it, bringing people’s loved ones together in a virtual ‘bring your child to work day’.

If a lot of your staff have pets, you can build connection by inviting them to send in photos to create a fur-baby board to share digitally and/or to have up in the staff room. For teams with a lot of dogs, set up a video call time to walk the dog and start with a virtual meet and greet to see one another’s pets.

3. NURTURE SHARED INTERESTS

Highlight staff hobbies by having company slack channels or meetup groups for gardening, cooking, gaming or any other popular topic where people can geek out and share ideas.

4. KNOW WHO’S WHO

Create an engaging profile of each staff member when they start. This can be ‘60 seconds with (name)’ with five fun facts about each person and a headshot photo. Or even better, a photo of them doing something they love like being out in their garden, playing the piano or having a cuddle with their cat. 

Share these on both a digital company map on your intranet and on the wall in your offices. At all-hands staff meetings share slides with each new hire’s 60 seconds intro, or message these to all staff once a month.

5. GET COMPETITIVE

Have virtual contests, inviting teams to send in images in line with a theme, such as best team photo, coolest team pet, or best team smoothie recipe.

6. TEAM TUNES 

Create a team playlist, or a series of playlists for different scenarios which your team can add songs to. This could include a ‘focus time’ instrumental list as background music while working, an ‘energiser’ list for when you need a pick-me-up and a ‘celebrate’ list for social events and dance parties.

Download your own copy of  “Pitfalls and Positives of Remote Work : How to maintain a thriving connected team even when you’re spread apart.”

About the Author – Lauren Parsons, CSP, AS

Lauren Parsons is a sought-after international speaker, author, and expert in resilience, wellbeing, and leadership. She’s passionate about equipping busy professionals with powerful strategies to enhance energy, vitality and performance.

Named NZ Keynote Speaker of the Year and Educator of the Year for 2023/24 by the Professional Speakers Association, Lauren is one of only a handful of Certified Speaking Professionals and the only Toastmasters International Accredited Speaker in New Zealand. With over 20 years of experience, she’s a TEDx speaker, author of Thriving Leaders Thriving Teams, and host of the Thrive TV Show.

Lauren blends her expertise in wellness, business, and leadership to be the only speaker worldwide focusing on the intersection of boosting both wellbeing and productivity. Described as dynamic, life-changing, and unforgettable, Lauren’s presentations leave audiences inspired, uplifted, and ready to take immediate action.

Based in the Manawatu, New Zealand, Lauren lives with her husband, three children and a menagerie of animals. She travels regularly to speak at conferences and in-house, helping leaders create positive, energised workplaces, where people thrive.

See all the goodness at Lauren’s “Free Stuff” page – www.LaurenParsonsWellbeing.com

Ways to connect with Lauren

1. Find out about conference keynotes 
2. See her most popular topics
3. Make a time for a virtual cuppa over zoom