How to manage a remote team and build a strong culture: 6 essential strategies

The way we work has undergone a dramatic shift. Gone are the days of cubicles and water cooler chats; today, remote teams are becoming increasingly commonplace. This offers a multitude of benefits, from attracting top talent regardless of location to fostering a more flexible work-life balance. On the other hand, many organizations face a pressing challenge – how to manage a remote team effectively?

For many managers, keeping their remote employees productive and satisfied may seem daunting. So, how to manage virtual teams to help them realize their full potential? Let’s look at six tips for managing remote teams that are beneficial both for your business and your employees.

1. Define clear expectations and responsibilities

When managing a team remotely, you must pay extra attention to delegating tasks and responsibilities to each member. Establishing a transparent framework and clear KPIs will give your team members a clear roadmap of how they can contribute to the desired outcome of each project or task.

Establishing clear expectations for work style, including work hours, preferred communication tools, and availability, is equally crucial. Make sure all the basics are crystal clear to all team members, for example:

• Work schedule: Define core working hours and flexibility options.
• Reachability: Establish clear guidelines for team member availability.
• Preferred communication tools: Determine the most efficient platforms for team communication.
• Project focus: Outline key projects with associated deadlines.
• Planned meetings: Communicate the purpose and agenda for scheduled meetings.

By clearly defining roles, responsibilities, and expectations, you create a solid foundation for successful remote collaboration and project delivery.

2. Support your remote team with the right technology

Choosing the right communication tools is essential for learning how to manage remote employees. Thankfully, today there are tools that cater to every communication need. You may have to do deeper research into these to match your team’s specific needs. However, these are the top management apps that have stood the test of time and proven to be essential to millions of remote teams out there: 

• Instant messaging platforms like Slack are great for quick updates and informal chats, while video conferencing apps like Zoom, Microsoft Teams, or Google Meet are ideal for meetings, brainstorming sessions, and fostering a sense of connection.

• In addition, project management platforms like Trello or Asana offer task tracking, deadline reminders, and progress reports. This increases visibility into individual and team contributions, fostering accountability within a collaborative environment.

• Time management tools like DeskTime are invaluable for tracking the time and productivity of remote team members. Remote employees can track their hours each day and make sure they switch off when they’ve completed them.

3. Hold regular check-ins and keep everyone in the loop

Maintaining consistent communication is paramount for effectively motivating and managing remote teams. A Gallup study found that employees who regularly meet with their managers are three times more engaged than their peers. Another study found that face-to-face communication is 34 times more effective than email correspondence.

When working remotely, it’s better to provide too much information than not enough. Regularly update your team on project progress, share relevant resources, and actively encourage open communication.

Weekly team meetings, even if virtual, are essential for maintaining alignment and boosting morale. Additionally, consider smaller, project-specific huddles or one-on-one check-ins for focused discussions.

Remember – remote employees are at risk of falling out of the loop of discussions and events that happen at the office. If you have a hybrid team, with some employees working on-site and others in remote or hybrid settings, pay special attention to this. Always make sure everyone receives the same amount and quality of information. 

4. Empower your team and build a sense of purpose

Purpose is a powerful motivator. A PwC survey revealed that 83% of professionals believe purpose gives meaning to their work. Remote employees can become disengaged quicker than on-site ones. That’s why, when managing remote teams, you have to work hard to empower your team members and foster a sense of purpose.

Here’s how to cultivate both empowerment and purpose when managing remote teams:

• Connect individual efforts to the bigger picture: Clearly demonstrate how the team members’ collective contributions contribute to achieving key milestones and overall company growth.
• Recognize and celebrate success: Express gratitude for the good work of your remote employees through virtual shout-outs, public recognition, and even virtual celebrations.
• Empowerment through meaningful work: Avoid micromanagement, delegate tasks that offer growth opportunities, and consider involving employees in decision-making. 
• Provide feedback and support: Regular feedback and support are crucial for any team, allowing individuals to learn, improve, and thrive.

By fostering a sense of purpose and empowering your remote team, you can unlock their full potential and create a more engaged and productive workforce.

5. Emphasize the importance of work-life balance

Remote work offers flexibility, but it can also lead to remote work burnout. When looking for ways how to best manage your remote employees, encourage them to set boundaries, take breaks, and use their flexible schedules to maintain a healthy work-life balance.

Start by defining core working hours and flexibility options. This will allow team members to structure their days effectively and schedule personal time. In addition, follow these work-life balance tips for managing remote teams:

• Encourage breaks and time off: Discourage the “always-on” mentality. Emphasize the importance of taking breaks throughout the day and using vacation time.
• Respect boundaries: Avoid sending urgent messages or emails outside of designated work hours unless absolutely necessary.
• Promote well-being resources: Offer access to online resources or programs like mindfulness workshops, therapy sessions, or fitness classes to support overall well-being.
• Lead by example: Model healthy work-life boundaries by respecting your own “off-time” and avoiding late-night emails or calls.
  

6. Promote team bonding

Looking for that rule of thumb on how to successfully manage a virtual team? Promoting team bonding may be just that. Remote team building activities can achieve three things simultaneously – foster friendships, boost morale, and improve performance.

Working from home offers flexibility and time savings, but it lacks the in-person interaction crucial for building strong team bonds and company culture. Casual interactions are missing, so it’s necessary to create opportunities for social connection. 
Organize virtual team-building activities to encourage interaction and camaraderie. This could be anything from online games and quizzes to virtual happy hours.

Besides real-time team events, create ongoing initiatives like virtual spaces for informal, work-unrelated interactions. This could be a dedicated chat channel for discussions about hobbies, interests, or even sharing funny pet videos.

Finally, organize in-person events once in a while. While remote team-building activities are valuable, face-to-face events (parties or longer workations) offer a deeper level of connection and boost team productivity and morale.

How to manage remote teams effectively (and respectfully)?

In short, best practices for managing remote teams involve setting clear expectations, keeping everyone in the loop, empowering your team, and showing that you care about them through team bonding and work-life balance-promoting initiatives. 

Last but not least, choosing the right technology is an essential part of successfully managing virtual teams. Make sure to pick tools that eventually make things easier for everyone instead of overcomplicating their workflows with another app that requires learning and adapting.

For example, DeskTime has no learning curve whatsoever. It automatically tracks and reports the time your remote employees spend on the clock, meaning they won’t have to waste time manually filling out timesheets. 

DeskTime can also help employees identify and eliminate inefficient habits, improving their productivity. Finally, DeskTime fosters work-life balance by preventing overworking and ensuring that remote employees switch off when they’ve done their hours for the day.