For most of human history work was done in a shared physical space during a specific shifts or window of time. For as long as civilization has been around we have worked in the fields, mines, markets and bazaars and then offices. The idea of managing remote teams wasn’t even a problem leaders and manager had to content with.
However, with the arrival of personal computers and then mobile phones our work life started to leak into our personal life and more people began taking their work home with them. For two or three decades this trend persisted until all at once the dynamic got flipped on its head dramatically during the COVID-19 pandemic.
In the space of two weeks hundreds of millions (if not billions) of people went from working in offices and other physical places of work to working remotely from home.
What started as a temporary measure has evolved into a permanent reality. Today around a fifth of workers in the US work remotely while about 12% of Europeans currently work from home. Remote work has shifted from an isolated phenomenon to a mainstream and widely accepted working practice.
Many organizations permit temporary remote work periods or have hybrid work setups. However, remote work presents managers with a whole new host of challenges when it comes to getting the best out of their teams.
Leadership in this new environment can’t rely on the old management playbook. Managing remote teams is a unique challenge that requires a fresh approach. Since remote work is here to stay, any current or aspiring leaders need to learn how to adapt their management style to get the best out of remote teams. Here are seven best practices that we’ve observed help remote teams work more effectively.
1. Establishing Clear Communication Protocols
In a remote work environment, clear and consistent communication is the backbone of success.
Without the casual, in-person interactions of an office, misunderstandings can quickly arise, leading to confusion, delays, and misaligned goals. Similarly, working remotely can silo your team and make the flow of information between team members worse if you don’t actively put communication best practices into place.
Step one is being crystal clear about the communication expectations and protocols you hold as a manager leaves no room for doubt or ambiguity. Proactively and transparently setting this standard will help ensure efficient communication remains the norm and not the exception, even if your team is spread out across several countries and timezones.
Step two is to select the right communication tools that fit your team’s specific needs. Slack or Microsoft Teams are excellent for real-time messaging, helping teams stay connected throughout the day. For more formal communication, email remains a staple, while Zoom or Google Meet are ideal for video conferences where face-to-face interaction is essential.
Apart from those tools such as daily standup tools and project management tools can help ensure ongoing communication around shared goals and tasks.
Step three is to clearly define which tool should be used for which type of communication—quick questions might go through chat, project updates via email, and brainstorming sessions on video calls. These are important decisions that you as the manager have to make.
By setting these expectations early, you can streamline communication, reduce the potential for errors, and keep your team aligned and productive.
2. Building and Sustaining Trust
When it comes to managing remote teams trust isn’t just a nice-to-have—it’s essential for driving team performance and collaboration. Without the daily in-person interactions that naturally build rapport, managers need to be intentional about fostering trust within their teams. More importantly, when onboarding new team members it can be very hard to build trust and rapport when you have almost no physical interactions with your new colleagues.
One of the most effective strategies for building trust is transparency. This means being open about company goals, decisions, and challenges. Regularly sharing updates during team meetings and keeping everyone informed helps to create a sense of security and belonging. Additionally, establishing consistent feedback loops is crucial. Regular one-on-one check-ins and performance reviews provide opportunities for employees to voice concerns, ask questions, and receive guidance, reinforcing their sense of value and trust in the leadership.
Trust plays a pivotal role in team performance. When employees feel trusted, they are more likely to take ownership of their work, collaborate openly, and go the extra mile. A trusted team is a cohesive team, one that communicates effectively and supports each other, driving better outcomes across the board. By prioritizing transparency and regular feedback, you lay the foundation for a remote team that not only performs well but also thrives in a collaborative, supportive environment.
3. Managing Performance and Expectations
Managing performance in a remote work setting starts with setting clear, transparent, and achievable metrics. The key is to establish performance goals that focus on outcomes rather than micromanaging day-to-day activities. This approach not only drives accountability but also empowers employees to manage their work in a way that suits them best. This can help marry the best that work from home has to offer with the benefits of having a team that is aligned and working together urgently towards a shared goal.
Start by defining SMART goals—Specific, Measurable, Achievable, Relevant, and Time-bound—that align with your overall business objectives. Regularly review these goals with your team to ensure everyone is on track and understands what success looks like. Use project management tools like Asana or Trello to track progress in real time, and make sure to have open channels for feedback to address any challenges as they arise. By focusing on the results rather than the process, you foster a culture of trust and efficiency.
4. Promoting Flexibility While Maintaining Productivity
Flexibility is one of the greatest perks of remote work, but it needs to be balanced with maintaining a culture of urgency and efficiency. To maintain productivity while offering flexibility, it’s essential to set clear expectations around deliverables and deadlines. Encourage employees to structure their workdays in a way that suits their personal lives, as long as they meet their performance goals. Working from home still means working hard and nobody should forget that.
Managing time zone differences is something you have to evaluate in the hiring process and then proactively manage as a team leader. Use overlapping work hours for essential meetings and communications, while allowing asynchronous work where possible. Tools like Slack and Google Calendar can help manage different time zones by highlighting overlapping work hours and scheduling meetings accordingly. Additionally, create flexible work policies that include core hours—specific times when all team members are expected to be available—alongside flexible hours where employees can choose when to work. Being able to effectively manage teams in different timezones enables your company to expand their talent pool globally and hire amazing talent from around the world.
By promoting flexibility while maintaining a focus on outcomes, you create an environment where employees can thrive, leading to better performance and higher job satisfaction.
5. Fostering Team Culture and Cohesion
Building a strong team culture remotely comes with its own set of challenges, particularly when team members are spread across different locations and time zones. The absence of physical interaction can make it harder to create a sense of camaraderie and belonging. However, with the right strategies, you can cultivate a cohesive remote team that feels connected and engaged.
Start by prioritizing regular communication that goes beyond work-related topics. Virtual coffee breaks, team-building activities, and informal check-ins can help bridge the gap between remote workers. Platforms like Slack can facilitate these casual interactions, allowing team members to bond and build relationships.
Another effective strategy is to celebrate milestones and achievements together. Recognizing accomplishments, whether big or small, during team meetings or through a dedicated recognition channel can boost morale and reinforce a positive team culture. Encouraging participation in company-wide events, even if they’re virtual, can also help remote employees feel more integrated into the broader organization.
6. Supporting Career Development and Growth
Continuous learning and development are vital for keeping remote employees motivated and engaged. Without the traditional office setting, it’s easy for remote workers to feel isolated or disconnected from growth opportunities. To combat this, make career development a core part of your remote work strategy.
Offer regular training sessions and encourage participation in online courses that align with both the company’s needs and the employee’s career goals. Providing access to resources like LinkedIn Learning or Coursera can empower employees to upskill at their own pace. Additionally, establish clear paths for career advancement by setting up regular one-on-one meetings where employees can discuss their career aspirations and receive feedback on their progress.
Mentorship programs can also play a crucial role in career development for remote workers. Pairing employees with mentors who can guide them through their professional journey not only aids in skill development but also strengthens their connection to the company. By actively supporting career growth, you ensure that your remote team remains engaged, motivated, and committed to their long-term success within the organization.
7. Leveraging Technology for Effective Team Management
In the remote work landscape, technology is the backbone of effective team management. The right tools can streamline communication, enhance collaboration, and ensure projects stay on track, even when team members are miles apart.
For communication, tools like Slack and Microsoft Teams are indispensable. They offer real-time messaging, video conferencing, and file sharing, making it easy to stay connected and informed. For project management, platforms like Asana, Trello, and Monday.com provide visual workflows that help teams track tasks, set deadlines, and manage workloads efficiently. These tools offer features like task assignments, progress tracking, and automated reminders, which keep everyone aligned and accountable.
When evaluating these technologies, it’s essential to consider your team’s specific needs. For instance, if your team works across different time zones, tools with robust asynchronous communication features, like Notion or Basecamp, can be particularly beneficial. They allow team members to contribute to projects and communicate on their own schedules, reducing the need for constant real-time interaction.
Implementing the right technology not only improves operational efficiency but also fosters a more collaborative and cohesive team environment. Regularly reviewing and updating your tech stack ensures that your tools evolve alongside your team’s needs, helping you maintain productivity and stay ahead in the remote work game.
Conclusion
Managing remote teams effectively requires a thoughtful approach that combines clear communication, trust-building, ongoing performance management and the strategic use of technology. By focusing on outcomes rather than micromanaging activities, fostering a strong team culture and supporting continuous learning you can create a remote work environment that is high-performance while remaining flexible.
Managing a remote team is a unique challenge for a manager. However, by following these best practices and more, it’s a manageable challenge. Remote work is only likely to rise in the decades to come. As a manager the success of your remote team hinges not just on the tools you use but on how well you connect, support, and inspire your team to achieve their best.
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