As a remote-first company, we have firsthand experience building and maintaining a productive and cohesive remote team, and we are passionate about helping other businesses do the same.
We understand the challenges and opportunities of managing a team remotely. With the right strategies and tools, it’s possible to foster a productive, collaborative, and supportive work environment regardless of where your team members are located.
In this blog, we’ll share our insights and best practices for effectively managing remote teams, including how to build trust, empower your team, hold employees accountable, and leverage the benefits of a remote-first company. Whether you’re just starting out or looking to optimize your existing remote management practices, this guide has you covered.
Here’s the effective framework we’ve employed to manage our remote team to ensure operations run smoothly and don’t miss a beat.
Trust and empower your team
Trust is one of the most important aspects of managing a remote team effectively. Trust that your team members are capable and responsible. Give them the autonomy to manage their own work and make decisions as long as they align with the goals of the team and the organization. In a remote setting, trust and empowerment are important for several reasons. First, trust is the foundation of any successful team. It is especially important in a remote setting where team members are not physically present to collaborate and communicate in person. Without trust, team members may feel uncertain about the intentions and capabilities of their colleagues, leading to conflicts and misunderstandings. Empowering your team means giving them the autonomy and resources they need to do their best work. This can be especially challenging in a remote setting where team members are not physically present to communicate and collaborate. However, empowering your team can lead to greater productivity and innovation, as team members feel more ownership and responsibility for their work. Empowerment also helps to build trust within a team, as team members feel valued and trusted to make their own decisions and contribute to the team’s success. This can lead to increased motivation and engagement, as team members feel invested in the success of the team and the company. Overall, trust and empowerment are critical for the success of a remote team, as they help to foster a collaborative and supportive culture that enables team members to do their best work. Creating a culture of transparency and open communication is important to establish trust among employees in a remote setting. This means encouraging team members to share their thoughts, ideas, and concerns and providing opportunities for them to connect and collaborate with one another. Trust your employees to do their job and finish tasks on time, even when you’re not there to supervise. This will give them a sense of autonomy and responsibility, motivating them to do their best.Establishing key performance indicators (KPIs)
Establishing key performance indicators (KPIs) and goals in a remote work environment is essential for monitoring and improving team performance. Here are some critical steps to consider when setting up KPIs and goals for a remote team:- Identify the critical drivers of progress: The first step in establishing KPIs is identifying the key factors that drive progress toward your goals. This may include metrics such as revenue, customer satisfaction, or efficiency.
- Assign KPIs to each department and function: Once you have identified the critical drivers of progress, you can assign specific KPIs to each department or function. For example, the sales team may have KPIs related to revenue and customer acquisition, while the marketing team may have KPIs related to website traffic and lead generation.
- Set clear goals and expectations: Setting clear goals and expectations for your team is critical to ensure everyone is working towards a common purpose. Make sure to communicate your goals and expectations clearly and frequently, and provide support and resources to help your team achieve them.
- Monitor performance regularly: Monitoring team performance against your KPIs is essential for identifying areas of improvement and staying on track toward your goals. This can be done through regular progress reports or a dashboard to track performance in real-time.
Communicate clearly and regularly
In a remote setting, open channels of communication and being responsive to employees is especially important because it helps to foster a sense of community and connection among team members. When team members are physically separated, it can be easy for them to feel isolated and disconnected from the rest of the team. By providing opportunities for open communication and being responsive to their needs and concerns, you can create a sense of belonging and support that can help to increase motivation and engagement. Open communication is essential for team success. When team members have access to the necessary resources, they can work more productively, resulting in better outcomes. Use clear and concise communication. When communicating with your team, be clear and concise in your messaging. Avoid jargon or complex language that may be difficult for team members to understand. Another key factor in improving internal communication is setting up regular check-ins and meetings. This can be as simple as daily stand-ups or weekly team meetings, depending on the needs of your team. These check-ins allow team members to share updates, discuss progress, and address any issues or concerns. Outside of scheduled meetings, it is also critical to be approachable. Encourage team members to reach out to you with questions or concerns. Make sure to respond to their inquiries in a timely and helpful manner. In addition, open communication and responsiveness can also help build trust within a team. When team members feel that their concerns and ideas are being heard and valued, they are more likely to trust their colleagues and feel invested in the team’s success. This can lead to stronger team relationships and better collaboration, which is essential for the success of any team, but especially in a remote setting.Hold employees accountable
Holding employees accountable is also essential in a remote setting. Here are some practical tips for holding employees accountable in a remote setting:- Set clear expectations: Clearly communicate each employee’s expected tasks and objectives. Make sure they understand what they need to do and when it needs to be done.
- Use a project management tool: Use a project management tool, such as Asana or Trello, to track the progress of tasks and projects. This allows you to monitor work status in real time and identify potential issues or delays.
- Establish regular check-ins: Schedule regular check-ins with your team to discuss progress and address any challenges they may face. This can be done through video conference calls or messaging apps.
- Use performance metrics: Use performance metrics, such as key performance indicators (KPIs), to measure the success of each employee. This helps to ensure that they are meeting their objectives and helps you identify areas for improvement.
- Provide feedback: Provide regular feedback to employees about their performance. This helps them understand what they are doing well and where to improve.
- Set consequences: Set consequences for employees who do not meet their objectives or complete their tasks on time. This could include performance improvement plans, additional training, or even termination if necessary.
Use the right tools and technologies
Effective remote team management requires the right tools, applications, and resources to help teams stay organized, collaborate effectively, and maintain a sense of connection and community. Here are some key tools, applications, and resources that can be critical when managing a remote team:- Collaboration and communication tools: Tools like Slack, Microsoft Teams, and Zoom are essential for keeping teams connected and allowing for real-time communication and collaboration. These tools allow for group chat, video conferencing, file sharing, and other important functions.
- Project management tools: Tools like Asana, Trello, and Basecamp are essential for keeping track of tasks, deadlines, and progress. These tools allow teams to organize and prioritize tasks, assign responsibilities, and track progress.
- Time tracking and productivity tools: Tools like Toggl, Harvest, and Time Doctor can be critical for helping remote teams stay on track and focused. These tools allow team members to track their time, set goals and targets, and better understand how they spend their time.
- Virtual office tools: Tools like Google Workspace, Microsoft Office 365, and Dropbox are essential for keeping teams organized and productive. These tools allow for file sharing, document collaboration, and other important functions.
- Virtual team-building and socializing tools: Tools like Donut, Virtual Team Building, and Watercooler can be critical for helping remote teams build relationships, maintain a sense of community, and have some fun. These tools allow teams to connect, socialize, and bond in a virtual setting.
Foster a remote culture and community
As the digital world grows, more businesses allow employees to work remotely. This can bring advantages like more freedom and productivity, but it can also make it harder to create a strong culture. A company’s culture, which is based on values, beliefs, and actions, is very important to succeed. In a remote setting, it is important to focus on building a culture that will bring team members closer together. One of the biggest challenges of remote work is the lack of face-to-face interaction. When team members are physically separated, it can be easy for them to feel isolated and disconnected from the rest of the team. This is why creating opportunities for social interaction, such as virtual team-building activities or happy hours, is important. You can create a more cohesive and supportive work environment by fostering a sense of belonging within your remote team, leading to increased productivity and employee satisfaction. Building trust and transparency within a team is critical for creating a strong culture. Make sure team members feel comfortable sharing their thoughts and ideas, and encourage open communication. Promoting transparency within your remote team can foster a culture of honesty and collaboration, leading to better decision-making and stronger team relationships. Another important aspect of building a strong culture in a remote setting is empowerment. Empowering your team means giving them the autonomy and resources they need to do their best work. This can be especially challenging in a remote setting where team members are not physically present to communicate and collaborate. However, empowering your team can lead to greater productivity and innovation, as team members feel more ownership and responsibility for their work. Empowerment also helps to build trust within a team, as team members feel valued and trusted to make their own decisions and contribute to the team’s success. This can lead to increased motivation and engagement, as team members feel invested in the success of the team and the company. In addition to social interaction and transparency, it’s also important to provide team members with the tools and resources they need to stay connected and collaborate effectively. This might include video conferencing software, online project management tools, and other collaboration platforms. You can foster a more cohesive and productive remote work environment by making it easy for team members to connect and collaborate. Good communication is essential to build a strong culture in a remote setting. Keep open channels of communication and be responsive to employees. This encourages a sense of community and connection and ensures that employees have the necessary information and resources. Use clear and concise communication, and answer any questions or concerns promptly. One way to improve internal communication remotely is through regular check-ins and 1:1 meetings. These can be conducted via video conferencing or phone and are an opportunity for team members to discuss their progress, challenges, and ideas with their manager or team leader. These check-ins and 1:1 meetings can help to build trust, foster a sense of belonging, and ensure that team members have the support they need to be successful in their roles. Another important aspect of building a strong culture in a remote setting is establishing clear goals and KPIs (key performance indicators). By establishing clear goals and KPIs, you can give team members a sense of direction and purpose and help them understand how they work.Provide support and resources
It’s important to provide your team with the necessary resources and support to succeed. When managing a remote team, it is important to provide support and resources that enable team members to work effectively and efficiently. This includes:- Process documentation: Clearly documented processes help team members understand their roles and responsibilities and the steps required to complete tasks and projects.
- Key resources: Provide team members with the tools and resources they need to perform their jobs, such as software, hardware, and training materials.
- Online learning management systems: Providing team members access to online learning resources can help them stay up-to-date on industry trends and best practices.
- Regular check-ins: Regular check-ins with team members can help ensure that they are on track with their work and provide an opportunity to address any challenges or concerns.