With the rise of remote work, managing remote teams has become a crucial responsibility for many managers. However, mastering the art of managing remote and hybrid talent doesn’t come naturally—it takes time, know-how, and practice.
The leaders who learn how to better manage remote teams will have the advantage in the modern-day workforce. They’ll be better able to produce better business outcomes, improve employee satisfaction, cultivate work-life balance, boost productivity, meet company goals, and increase team retention.
Managing remote employees is challenging, but don’t worry, we’re here to help you become a top-notch virtual manager. In this article, we’ll cover the challenges of managing remote teams and share 28 best practices to help you succeed.
Why it’s Hard to Manage a Remote Team
Managing remote teams can be difficult for several reasons. Here are some common challenges you’re bound to face:
Confusion
Sometimes, email and Slack messages aren’t as clear as we think. It’s easy for remote employees to get confused about processes and expectations. Not everyone has the courage to raise their hand when they have a question, so it’s important to create an open and supportive communication environment.
Various Work Preferences
Your remote team likely works in different time zones and stages of life. Some may have just graduated college, while others have family responsibilities. Being flexible with scheduling and demands is key to accommodating different work preferences.
Communication
Every employee has their own communication preferences. Instead of forcing everyone into a single mode, provide options and accommodate everyone’s work and management style. Some might prefer Zoom chats, while others rely on Slack. Flexibility is the key to effective communication.
Loneliness
Remote employees can feel isolated and alone. Without physical interaction, they rely on emails and Slack messages to communicate with others. It’s essential to create opportunities for social interaction and foster a sense of belonging within the team.
Burnout
Remote employees are more susceptible to burnout without clear rules of engagement and remote-working guidelines. Ensuring a clear separation between work and personal life is crucial to prevent burnout. Encourage your team to establish healthy boundaries and take breaks when needed.
28 Best Practices for Managing Remote Teams
Managing remote teams requires adopting best practices that promote effective collaboration and productivity. Here are 28 secrets to success:
1. Set Clear Expectations
Establish rules of engagement for your remote teams. Set clear expectations for team meetings, communication channels, and workflows. This clarity ensures everyone is on the same page and helps streamline remote work processes.
2. Create Accountability
Give your employees autonomy in their work, but ensure they are accountable for their tasks and projects. Metrics should be established to measure success, and regular progress updates should be provided during one-on-one meetings and team meetings.
3. Provide the Right Tools
Invest in tools and hardware that empower your remote teams. Ensure they have reliable computers and remote-friendly collaboration tools such as Asana, Figma, Slack, Google Drive, Zoom, Invision, GitHub, and LastPass.
4. Overcommunicate
It’s better to overcommunicate than under-communicate. Regularly update your team on project progress and company changes. Don’t assume everyone reads every email. Take time in weekly virtual meetings to catch up and get everyone on the same page.
5. Respect Time Zones
Respect the different time zones your team members are in. Avoid scheduling meetings that inconvenience certain team members. Utilize scheduling features in email and messaging applications to deliver messages during employees’ working hours whenever possible.
6. Focus on Output (Not Input)
Don’t micromanage your remote team. Instead, focus on the outcomes and results they produce. Trust that they will get their work done in their own way and on their own time, as long as the desired results are achieved.
7. Allow for Flexibility
Encourage flexibility among your remote workers. Embrace the fact that they have lives outside of work. Allow for flexible schedules as long as goals and deadlines are met. Trust your team to manage their time effectively.
8. Come Together Often
Bring your entire team together regularly, preferably at least once a week. Use this time to socialize, build relationships, and encourage collaboration. Consider incorporating team-building activities and games into these meetings.
9. Document Processes
Create detailed documents outlining your team’s processes. These guides will be valuable for onboarding new employees and ensuring continuity when employees transition to new roles or leave the company.
10. Build Streamlined Workflows
Look for opportunities to automate and streamline your team’s workflows. This could involve using automation tools or hiring contractors to handle repetitive tasks. Streamlining workflows frees up time for your team to focus on more impactful work.
11. Chat (Just Chat)
Create a remote-friendly environment where employees can socialize and chat informally. Encourage social interactions through regular video meetings or dedicated Slack channels for casual conversations.
12. Be Inclusive
Ensure that all team members, regardless of their location, feel included and valued. Be intentional about creating an inclusive environment where everyone’s opinions and contributions are respected and heard.
13. Meet in Person
Whenever possible, plan in-person meetings at least once a year. In-person meetings allow for more effective collaboration, team building, and foster a stronger sense of camaraderie among team members.
14. Do Virtual Team-Building
Team-building activities can be done virtually, even without in-person meetings. Explore online office games, cooking classes, fireside chats, and other virtual activities to foster teamwork and collaboration.
15. Create a Safe Place
Ensure that your remote employees feel comfortable being their authentic selves. Foster an environment where individuals can express themselves without fear of judgment or bias.
16. Provide Regular Recognition
Celebrate your team’s achievements regularly, both big and small. Recognize outstanding performance and milestones. Acknowledgment and appreciation go a long way in boosting morale and motivation.
17. Train Employees on Working Remotely
Not everyone is familiar with remote work best practices. Provide training opportunities for your team to learn and improve their remote work skills. Consider bringing in experts to provide guidance on healthy habits and collaborative tools.
18. Use Project Management Software
Implement a project management tool to keep everyone informed and organized. Centralize project-related conversations, tasks, and assignments within the tool to eliminate the need for employees to search for information across different platforms.
19. Automate the Minutiae
Identify repetitive tasks and find ways to automate them. Utilize workflow automation tools, AI transcription services, and custom automation platforms like If This, Then That (IFTTT) to streamline your team’s work processes.
20. Plan for Technical Difficulties
Technical difficulties are inevitable when working remotely. Anticipate and plan for connectivity issues, camera or audio malfunctions, and app failures. Work closely with your IT team to troubleshoot and resolve technical problems quickly.
21. Build a Remote Culture
Be intentional about developing a remote culture that aligns with your company values. Define the norms, language, and communication style that will shape your remote work environment. Foster a culture that encourages collaboration, creativity, and inclusivity.
22. Have Face-Time (Even Virtually)
Encourage the use of video during meetings to enhance communication and build stronger relationships. Non-verbal cues are vital for effective communication and can help eliminate misunderstandings.
23. Ask Questions
Regularly check in with your team to understand their pain points and challenges. Ask for feedback on how remote work can be improved and what support they need to thrive in a remote setting. Consider providing anonymous feedback options to encourage honest responses.
24. Watch for Burnout
Be attentive to signs of burnout among your team members. Late arrivals to meetings, decreased performance, and increased stress levels can indicate burnout. Offer support, provide opportunities for breaks, and promote work-life balance.
25. Share the Spotlight
Highlight your remote employees’ contributions and successes in broader meetings and communication channels. Celebrate their achievements and give them opportunities to shine in front of the rest of the company.
26. Talk about Career Progression
Engage in regular career-focused conversations with your employees. Discuss their career goals, growth opportunities within the company, and support their professional development remotely. Help them navigate their career paths and provide guidance.
27. Remove Roadblocks
Advocate for your team members when they encounter obstacles or challenges that hinder their work. Support them in overcoming these roadblocks and facilitate communication between different departments to find solutions.
28. Be Patient
Adapting to remote work takes time and patience. Understand that everyone is still learning and adjusting to this new way of working. Be patient with yourself, your team, and the process.
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Now that you’re armed with these insider tips, go forth and conquer the world of remote team management!