An Intern’s Guide to Creating Strong Virtual Workplaces

My name is Samantha Malec, I am the Executive Assistant at Sinogap Solutions. I am also attending the University of Victoria as a 3rd-year student in the Gustavson School of Business. A unique program requirement for me is participating in a co-op, a short-term paid internship. Co-op positions can be taken anywhere in the world, and this year because of the pandemic, there was the added option of working remotely from the comfort of your own home.

Although working remotely posed as an interesting opportunity, I was nervous about pursuing a remote placement. My friend, Lisa, shared with me what her virtual work experience was like last summer.  She shared with me that she wished she had waited for the opportunity to work in an actual office instead of working in a virtual environment. Lisa expressed that she did not feel like she was a valued member of the team she was working with. Her employer did not conduct consistent one-on-one meetings with her to check in on how she was doing, and touch-base on how she was finding her work experience.

From what Lisa shared with me, it was clear that her employer made little to no effort to develop a relationship with her. If they had put in the time to get to know her better, they would have got a much better understanding of her potential. As the summer progressed, Lisa disliked her work more and more. One of the primary reasons Lisa did not get to know her team very well was that she communicated with her team almost exclusively through e-mail. Lisa would be sent tasks and was not provided with any information on the tasks larger purpose or importance. Due to this, Lisa felt as though she was not a valued member of the organization she was working for.

Lisa’s virtual internship experience is what negatively skewed my perceptions about remote work. Some of my biggest apprehensions about working remotely were:

What would my onboarding be like?

Would I be assigned pointless tasks to fill my day?

Would I end up disliking my internship experience just as Lisa did with hers?

Despite my apprehensions, I decided to take the leap into a virtual internship when presented with the opportunity to work at Sinogap Solutions, a leadership consulting firm based out of Alberta. The founder and CEO, Dr. Johanna Pagonis, was looking at hiring her first employee who would help her with a variety of tasks from basic administrative duties, to supporting the design and launch of a marketing strategy. At the point of me writing this blog, I have been here for a little over three months. I am happy to report that I don’t hate my job. In fact, I am having a fantastic work experience.

The reason I am writing this blog is to share five reasons why my virtual internship has been my favourite job to date.

Five Ways to Create a Strong Virtual Working Experience

1. Checking-In With Your Employees

Although this may seem very self-explanatory and obvious, from what I have observed, it is one of the most forgotten and overlooked parts of the employee-employer relationship. This is so unfortunate because it can make a huge difference in a work experience! Checking-in regularly with employees is something that should not be neglected. Map out a time to sit down with your employees, in person or over video chat, and take the time to talk to them about what is going on in their lives and in their work. Ask them to lead the conversation.

Johanna and I meet a couple of times per week to share what is happening in our personal lives and to review the status of our individual projects. Through our meetings, Johanna and I were able to build both a strong relationship, personally and professionally. This makes it easier to ask for support when we need it and it gives Johanna the chance to explain the main purpose for my work, which inspires me to keep moving forward.

2. Minimize Communication Via the Written Word

While e-mail and apps such as Slack can be a great way to get in touch quickly, they should not replace face-to-face communication. It can become very easy to develop an over-reliance on e-mail or Slack. The ease of e-mail can be appealing, but when it becomes the main method of communication, critical details may be left out. Majority of the time, employees receive instructions for a task, but the crucial purpose for the task has been left out.

When managers make time to meet their employees face-to-face, virtual or in-person, they have the time to explain in detail the reason behind a task and can articulate their expectations. Employees are also given the opportunity to ask questions and gain clarity of what is expected of them. This also reinforces point #1 about the importance of checking-in and building personal relationships with your employees.

3. Invest in Personal and Professional Development

No one can truly say that they have nothing left to learn, regardless of how much they may have achieved in their career. By investing in your employees’ continuous development, as well as in your own, you will develop a workforce that feels more confident in pushing their abilities beyond their comfort zone. A confident employee will be more willing to take risks, consequently increasing their agility and ability to innovate. By investing in professional development, you will develop extremely productive employees who report greater levels of work satisfaction and engagement.

4. Stop Micromanaging

Give your employees the opportunity to try something on their own before jumping in to take over. They need to be given permission to take ownership of the work they have been assigned. The benefit of working with others is getting diverse ideas, perspectives, and approaches. When you micromanage, you do not allow your employees to take risks or bring their own thoughts to fruition. When you create a space for employees to approach their work in their own way, they will be more likely to bring a perspective that you did not see. When people are given autonomy and ownership of their work, they will develop a sense of accountability and will have a strong desire to produce excellence.

5. Be Honest and Transparent

Do not leave your employees in the dark. Share with your employees what the company’s purpose is and how they fit into it. When Lisa felt like she was doing pointless tasks, she began to disconnect from her work. It is your job as a manager to fill in the blanks. Share with your employees what the big projects are and how they can contribute to the success of the organization. The worst feeling is feeling like you are unnecessary. Even small and tedious tasks have a purpose. As a manager, it is critical to ensure your employees know the WHY so they can feel connected to the bigger purpose.

Final Thoughts

Although there are so many other approaches I could suggest, these are my top five. The biggest takeaway from my virtual internship has been that managers need to engage their employees in a consistent and meaningful way. No one likes to feel like they are arbitrary or that they are just a cog that keeps the machine running. Each employee should feel like they are a piece of an important puzzle. Without them, the puzzle can never be complete.

In closing, ensure you are connecting with all your employees. Make sure that you are taking the time to meet with them face-to-face not just over e-mail or Slack. Invest in their continued growth, which is not just an investment in them, but also an investment in your company. When your employees are empowered with the knowledge, skills, and permission to approach their work in their own way, they will work harder and produce better results. Lastly, take the time to build relationships with the people on your team. Relationship building is more important now than ever, especially for those who work virtually. A hybrid workplace can be an extremely engaging, empowering, and productive work environment if you invest the time to build it properly.

About the Author

Samantha Malec is a  3^rd year student at the University of Victoria. Originally from Vancouver BC, Samantha moved to Vancouver Island to pursue a Business Degree. Her goal is to pursue a career in business management after graduation. Sam has previous experience working with firms such as Business Works Consulting and League of Innovators as a business assistant.

As Sam progresses through her degree, she plans to specialize in marketing and management. While she was hired as an executive assistant, her tasks have focused largely on social media and marketing. Her time with us at Sinogap Solutions has been instrumental in helping the company grow and pivot in an ever-shifting world.