Ways to Create a Company Culture Within a Virtual Office World

In the spring of 2020, many workplaces were thrown into disarray with the unexpected need to immediately conduct operations remotely.  Overnight, businesses and staff had to turn their homes into their workplace for an undetermined amount of time.  Many had too quickly renovate a spare room or a shared space into a functional office.  Others had to upgrade their internet service, buy new furniture, and figure out a new work/life balance now that their home and office were one and the same.

Any time something new is introduced, it takes a while to adapt.  After some time (and lots of trial and error) working remotely became more manageable for most - and even more enjoyable and productive for many.  Yet, while the logistics of remote work were defined fairly quickly, many organizations found it difficult to establish a company culture in the virtual world.  Two years later, many companies are still facing difficulty with this issue.  Although many organizations are planning to return to their offices full time or in a hybrid model, many other organizations have made the decision to remain virtual.

The good news for many companies is that creating a company culture in a remote or virtual office environment is not as complicated as perceived.  It’s just a matter of learning new ways to adapt an existing culture to this new virtual world.

Below, we have outlined several effective methods that established and new companies can use to help adapt or create a company culture that is attuned with their virtual office world.     

Use Platforms and Apps That Suit The Culture

The last few years have seen a rise in the use of various platforms and applications for business communications and daily operations.  While there are so many options to choose from (with many being available for free or at low costs), a company needs to determine which options best complement their culture - and meet their business needs.

Small to midsize companies who already use Gmail may benefit from conducting internal or informal meetings with Google Meet.  This video communication service is integrated with the free Gmail email service, so it’s accessible and easy to use for staff who are familiar with Google’s products.  Plus, it can connect with staff members’ Google Calendars to make meeting scheduling and tracking more efficient and manageable.

Many companies have learned how effective Microsoft Office 365 with Teams is to conduct meetings, manage documents and keep team members connected.  At Elite, we have become experts at Teams and are learning all of the myriad ways Microsoft has stepped up and made virtual workplaces efficient and productive.

Some companies may benefit from Zoom.  While a free option is available, it does have participant and meeting time restrictions.  However, a paid subscription to this video conferencing service increases the number of participants and meeting length (the highest tier plan supports 1,000 participants and meetings that last as long as 30 hours).

While email is still one of the most effective tools for internal and external business communication, it’s often not the most effective option for informal communications.  Using a team chat tool like Google Chat, Slack, Microsoft Teams or Discord, allows employees to send brief messages (such as non-vital questions and simple requests) without worrying about them being overlooked in email queues.  These tools are also an effective way for employees to participate in the “water cooler” conversations that are a traditional part of the workplace environment.

Using project management software such as Teamwork or Zoho, allows companies to more easily and effectively track hours worked, project progress, create estimates, bill clients, and establish greater senses of trust and accountability for all remote employees. 

All of these apps and platforms are available for desktops, laptops, tablets and phones.  This convenience helps keep leadership and staff connected and allows them to work remotely in almost any environment.  Best of all, they support a more practical and personal company culture by providing greater flexibility, establishing greater lines of communication, offering more opportunities to balance work/life, and connecting everyone in the virtual office community.   

Schedule Regular Meetings and Check-Ins

Working remotely can be difficult for many employees.  Although the technology listed above makes it possible to work remotely and easily communicate with coworkers, many employees miss the human interactions of the traditional office environment.

To establish a more empathetic company culture, companies should schedule regular meetings with employees.  From weekly company-wide meetings to daily team scrums to one-on-one check-ins, conducting consistent meetings makes companies more transparent, keeps each staff member informed, allows everyone frequent opportunities to ask questions and participate in discussions, and creates a real workplace community in a virtual world. 

However, to be even more empathetic, companies should also schedule frequent informal get-togethers.  Whether it’s a daily coffee break conversation, monthly trivia events or weekly virtual lunches (with the company supplying each member with a meal from a food delivery service), hosting regular informal virtual events helps build more morale and camaraderie in a virtual office while making every employee feel valued.   

Partner New Employees with a Mentor

While current employees have adapted to your virtual office environment, the remote or hybrid operation of your company will be an adjustment for new hires.  Pairing a new employee with a mentor or team buddy can help them adapt to this new environment and company culture.  By connecting them with a go-to person for their questions and concerns can help them feel more comfortable and less overwhelmed as they navigate the virtual office world.

Overall, it’s an effective and empathetic way to make new team members feel less isolated and better connected to the virtual office community.  Helpful hint: Avoid using supervisors or managers as mentors.  To help new employees feel less intimidated and more comfortable, mentors should be equals or a team member who will work closely with these individuals.

Be Flexible and Adapt

Perhaps the best way to create and maintain a beneficial company culture in a virtual office is to be flexible and willing to adapt.  As time goes on and remote work trends evolve, businesses should be prepared to adapt to these changes.  Doing so helps avoid any potential logistical issues, keeps employees connected and informed, and establishes greater unity and understanding.

Conclusion

Two years into the rise of the virtual office, there are still lots to learn and new concepts that need to be incorporated.  Hopefully, the steps above give you good ideas to make your workplace even more productive and fun.  Getting the remote or hybrid workplace right can lay the foundation for a wonderful company culture that can more easily adapt to the ever-changing world of remote work.

If your company is looking for new team members to join your virtual team, Elite Personnel is ready to help!

Contact our recruiting experts today to find your next remote work team member!