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Managing a team working from different locations

Managing a team who are working remotely can be difficult particularly during the coronavirus outbreak.

It is important to think about how you and your team will work together while being apart. Here are some tips on how to manage this transition.

Create a work plan

Think about the work output of the team in a normal week and how that can be planned out while the team works from home. There may be areas that now need to be prioritised because of the coronavirus outbreak.

A clear work plan for your team will help manage everyone's expectations and what to focus on each day.

Check in regularly

If possible, check in with your team daily or every couple of days to make sure everyone is on track. It also gives the team an opportunity to flag any issues they are having quickly.

See section on using tools and software to find out how you can do this easily.

Communicate as a group

There are several online tools designed to help teams communicate and work as a group.

To set this up, you will need to identify how you will:

  • keep in touch collectively
  • share files and work outputs across the team

Audio and video conferencing

Even if your team is not working from home, teleconferencing is recommended instead of face-to-face meetings, to reduce the risk of spreading coronavirus.

There are a number of options available:


Exceptional provision has been made for this app to be made available during the Covid-19 crisis on the HSE network, primarily to support messaging, but it also can support video calls. It is suited for 1-4 users. Read more about Whatsapp. conference calls offers a free conference call facility across all government departments. Registration is free and you can schedule conference calls in advance.

Register for conferencing

Cisco Webex

An enterprise solution for video conferencing, online meetings, screen share and webinars. It provides for controlled ‘room’ access and this may be suited to clinical consultation and larger meetings. Read more about Cisco Webex Meetings.

Microsoft Teams

A strategic collaboration platform providing video and audio conferencing, document sharing, screen sharing, messaging etc. This may be suited to larger meetings (>6 participants). Read more about teams.

Sharing work files

How your team will share and store work files is another important part of home working.

Some options available to you are:

Shared file on HSE network

This is the simplest option to store and access team documents. If you don't already have this set up for your team contact OoCIO and they can set this up for you quickly.


Basecamp is a project management tool. It can allow your teams to communicate and have fewer meetings. You can share documents, group chat and message your team easily.

You can start a free 30-day trial here

Contact Office of the CIO

Phone: 0818 300 300

Log a call via NSD Self Service portal

Related Content

  • Setting up messaging on a HSE phone and smartphone
    In light of the Covid-19 outbreak, the HSE have decided to permit HSE employees and others working on behalf of the HSE to download and use the WhatsApp instant messaging service for the communication and discussion of HSE Information. Under no circumstances are HSE employees and others working on behalf of the HSE permitted to use WhatsApp for the communication and discussion of a patient’s, service user’s or employee’s healthcare record
  • Getting set up to have calls and emails on a HSE phone
    Guide for HSE staff on how to get set up with access to email and calls on a HSE phone. Information includes mobile ordering process during the coronavirus pandemic.
  • Technology you need when holding a teleconference
    Infographic explaining what technologies you need when holding a teleconference. Information includes teleconference solutions for groups of 3 to 5 people, 5 to 10 people, more than 10 people and collaboration where audio, video and or screen share capabilities.

Page last reviewed: 08/04/2020
Next review due: 08/04/2023