Picture this, you’re leading a rapidly growing startup with employees scattered across multiple time zones. Exciting, right? But suddenly, the challenge hits you—you’re managing a team of talented individuals, but no one’s ever in the same room. Gone are the days of spontaneous brainstorms by the coffee machine. How do you build a tight-knit, productive team when your closest team member is a thousand miles away?
Fear not! We’ve got you covered with 15 game-changing tips to help you manage your remote team like a pro. Ready to dive in? Let’s go.
1. Creating Virtual Bumps
Remote work is fantastic, but let’s be honest—it’s missing a key ingredient: those unplanned hallway run-ins that spark creativity. In a traditional office, casual encounters often lead to the best ideas. But when your team is spread across different continents, there are no hallways, and let’s face it, Zoom fatigue is real.
So, what can you do? Create opportunities for “virtual bumps.” Yes, we’re serious. Encourage regular, informal conversations. Set up times when your team can gather online with no agenda- just like you would at the office watercooler (without the awkward small talk). And if all else fails, start sending random memes in your Slack channel. You’d be surprised how fast that breaks the ice.
2.The Watercooler Effect
Remote teams need a little casual chit-chat to build camaraderie. So why not create a virtual watercooler? It’s simple, really– set up a chat room dedicated to all things non-work. It’s where team members can share their thoughts on the latest Game of Thrones theories, show off their pet pics, or vent about last night’s Netflix binge.
This kind of unstructured, casual interaction is crucial for building relationships that go beyond work. It’s where those “bump into” moments can still happen. Plus, who doesn’t love a good debate about the merits of pineapple on pizza?
3. Email and Chat Overload: How to Keep Your Team Sane (and Productive)
We’ve all received an email at 3AM sending us into a panic. We’ve all been there, but here’s the thing: email overload is a serious problem in remote work. It’s easy to let communication bleed into every waking hour, and that’s a fast track to burnout.
Encourage your team to set boundaries—turn off notifications when the workday is done, and don’t expect anyone to reply after dark (even if you’re wide awake). Your team will thank you, and the result? Happier, more productive employees who aren’t on the brink of an email-induced meltdown.
4. When and when not to use video
When it comes to remote communication, not all methods are created equal. Sure, email is great, and chat is quick, but video communication is the golden ticket. It’s the next best thing to being in the same room, and it captures the nuances of facial expressions and tone that written words just can’t deliver.
That said, be mindful of your team’s time zones—no one wants to be on a video call at 8 AM with bedhead. Prioritize video for key conversations, like team updates, feedback sessions, or when things need to be crystal clear.
Choosing the right Video Tool:
When it comes to remote team management, video conferencing tools are non-negotiable. But choosing the right one? That’s where the magic happens. Zoom is a fan favorite, but if you’re just starting out, Skype or Google Hangouts will do the trick.
The key here is non-verbal communication—those little nods, smirks, or confused expressions that tell you if someone’s actually on the same page. So, pick a tool, make it a habit, and save your team from the agony of “Can you hear me now?”
5. Visualization Tools
Ever tried to explain a complex task over email, only to have it blow up into a misunderstanding of epic proportions? Yeah, it’s not fun. That’s why visualization tools like Miro are such lifesavers. When you can’t jump on a video call, use screen recording tools like Loom to show exactly what you mean.
Trust us, a five-minute video walkthrough beats a thousand-word email any day. Plus, it saves everyone from playing email ping-pong trying to figure out what you meant by “that thing on the upper left of the third tab.”
6. Have Regular Meetings
Consistency is key in remote teams. Daily, weekly, or bi-weekly meetings help your team stay aligned and accountable. But here’s the thing: these meetings shouldn’t be endless. Keep them short, sweet, and to the point.
Jeff Bazos, CEO of Amazon, said in an interview that they dedicate time to unpacking agendas before their meetings so that all individuals are properly prepared– this can save a lot of time and boost productivity amongst your teams.
Want to really knock it out of the park? Set clear goals for each meeting. What did your team accomplish? What’s next? Any roadblocks? Boom—you’ve got yourself an efficient meeting rhythm that keeps everyone on track.
7. Get Used to Cloud-Based DocumentsÂ
Forget the days of version 17.final2.docx—cloud-based collaboration tools are a must-have. With Google Docs or similar platforms, your team can collaborate in real time, track changes, and avoid that dreaded “I thought I was editing the latest version” moment.
In a remote team, centralized documents keep everyone on the same page (pun intended) and ensure that no one is left working on outdated info.
8. Project Management Systems: Because We Can’t Read Minds
One of the biggest remote work fails? Not using a project management system. Trust me, if your team doesn’t have one, you’re losing valuable time and money. Tools like Asana, Basecamp, or Jira allow everyone to see the status of tasks, next steps, and deadlines.
Plus, it eliminates that fun game of “Did you get that memo?” If it’s not in the project management system, it doesn’t exist. Period.
9. Standardized Processes: The Secret to Scaling Your Remote Team
Processes might sound boring, but let’s be real—they’re the backbone of successful remote teams. If you’re growing fast (and we know you are), having standardized workflows saves time, prevents mistakes, and makes sure your team doesn’t reinvent the wheel every week.
Think of processes as your remote team’s manual. Everyone’s on the same page, things get done, and your stress levels? Way down.
10. Flexible Hours Are Great, But Consistency is Key
One of the perks of remote work? Flexible hours. But before you let your team run wild, remember: consistency and accountability is key. Sure, they can work at 3 AM if that’s their jam, but make sure they show up for key meetings. As long as the work gets done and your team shows up for those crucial touchpoints, let them work when they’re most productive. After all, no one wants to be micromanaged.
11. Managing Time Zones Like a Pro
When your team is spread across continents, time zone management becomes a whole new challenge. To keep things running smoothly, set up overlapping “hot zones” where everyone can meet, no matter their time zone.
Pro tip: hold multiple meetings if you need to. It ensures no one feels left out, and your team stays connected even when they’re working on different schedules.
12. 360-Degree Reviews
Feedback is crucial in any team, but in remote teams, it’s everything. 360-degree reviews allow you to gather feedback from all sides—managers, peers, and the employees themselves. This holistic view helps you spot strengths, areas for improvement, and overall team dynamics.
13. Pay Remote Workers Well – Seriously
Just because someone lives in a low-cost region doesn’t mean you should shortchange them. In fact, paying remote workers above-market rates is one of the best ways to build loyalty and ensure your team sticks around for the long haul.
14. Hire People Who Are Suited for Remote Work
Not everyone thrives in a remote work environment. That’s why it’s crucial to hire people who are independent, self-motivated, and detail-oriented. Personality tests can help you figure out who’s the best fit for the job—and who might need a little more structure.
15. Meet in Person—It’s Still Important
Last but not least, in-person meetings matter. Even if your team is 100% remote, try to get together once a year. These face-to-face interactions help build trust, create stronger bonds, and give your team the non-verbal cues that are so hard to pick up online.
Bonus: How Oneo Can Help You Build a Remote Team
We’ve helped countless global companies scale their remote teams. The best part? You don’t have to worry about local labour laws, tax implications or payments, we have a long list of premium contractors that we can deploy at a moments notice. Chat to our team to find out more.
Wrapping It Up
Managing a remote team doesn’t have to be a struggle. With the right systems, tools, and strategies in place, you can build a connected, productive team no matter where they are in the world. Ready to take your remote team management skills to the next level?
How are you currently managing your remote team, and which of these tips are you most excited to try out?
