Leadership 
Managing remote teams may seem challenging on the surface — but the core responsibilities of a manager are virtually the same as managing employees in person. Managers need to motivate, engage, and develop employees, no matter where they work.
As virtual work becomes more common, mastering the art of remote management is crucial for leaders who want to enhance business outcomes, improve employee satisfaction, and foster a healthy work-life balance.
Let’s dive into the best practices and strategies for managing remote teams to help you become a rockstar remote team leader.
1. Share Information and Updates Openly
Transparent communication is the cornerstone of building trust between management and remote employees. The first tip for managing remote teams is to provide regular updates and announcements to ensure that everyone is on the same page. This will prevent misunderstandings and keep projects on track. Encouraging open dialogue and feedback allows remote workers to voice concerns, share ideas, and contribute to a more cohesive and collaborative environment.
| New manager tips: Use email, remote office phone systems, and collaboration tools — like Slack, Zoom, and Microsoft Teams — to facilitate open communication across different locations and time zones. |
2. Outline Roles, Responsibilities, and Goals
You don’t want remote workers to be confused about what they’re working toward. When hiring new employees for your remote workforce, you should clearly communicate job descriptions and expectations to avoid any confusion.
During onboarding, align individual goals with team and organizational objectives to ensure everyone is working towards the same outcomes. Regular check-ins and performance reviews provide opportunities to assess progress and make necessary adjustments.
| New manager tips: Consider using a shared document or project management tool when managing remote teams to outline roles, responsibilities, and goals, making them easily accessible to all team members. |
3. Establish Clear Performance Metrics and Expectations
Define your goals and the customer engagement metrics and key performance indicators (KPIs) you will use to measure team and individual success. Communicate this with your team and discuss them during team and one-on-one meetings. Regular performance reviews and constructive feedback help keep team members on track and motivated. Proactively addressing performance issues ensures you can manage any challenges before they escalate.
| New manager tips: Use a performance management tool to track progress against established KPIs and provide regular feedback. |
4. Respect Different Time Zones
Managing a remote team across different time zones requires flexibility and consideration. Scheduling meetings at times that work for all team members or allowing for asynchronous participation helps accommodate varying work hours.
Provide remote teams with asynchronous communication tools, such as shared documents and messaging platforms, that allow employees to collaborate and progress without requiring their live presence to be in sync. Planning with time zone differences in mind and respecting remote workers’ hours are key to maintaining a healthy work-life balance and team cohesion.
| New manager tips: Use a time zone scheduling tool to automatically suggest meeting times that work for everyone on your team, regardless of location. This can help save time and reduce scheduling conflicts. |
5. Promote Asynchronous Work
Asynchronous work offers flexibility, allowing remote workers to contribute at times that suit them best. Project management tools and shared calendars help keep everyone informed and coordinated, even when working across different time zones.
Clear communication across remote teams ensures that tasks are understood and deadlines are met. Establishing guidelines for asynchronous work helps set expectations and enables smooth collaboration, fostering a productive and flexible remote work environment.
6. Trust Your Team
Trust is the cornerstone of successful remote teams, enabling team members to work independently and confidently. Delegating tasks and providing autonomy empowers individuals to take ownership of their work, leading to higher productivity and innovation.
Avoiding micromanagement allows remote workers to thrive and demonstrate their capabilities without feeling overly scrutinized. Recognizing and appreciating contributions is essential for maintaining morale and reinforcing trust within the team.
| New manager tips: Set clear expectations, provide productivity hacks, and allow your team members to work independently, demonstrating your trust in their abilities. |
7. Schedule Regular Team Meetings and Virtual Hangouts
Maintaining social connections in remote teams creates a sense of belonging and fosters teamwork. Video conferencing tools like Zoom can facilitate regular live meetings, allowing face-to-face interaction that strengthens relationships.
Organizing virtual team-building activities helps break the ice and build camaraderie among remote workers. Balancing regular meetings with asynchronous work ensures that team members stay connected without overwhelming their schedules.
| New manager tips: Experiment with different meeting formats, such as stand-up meetings or virtual coffee breaks, to keep team members engaged. |
8. Create Clear Guidelines and Procedures
Establishing clear guidelines and procedures helps make remote teams run smoothly. Standard operating procedures for the customer service process and common tasks provide a consistent framework for team members to follow.
Documentation and knowledge bases are invaluable resources, ensuring that information is easily accessible and reducing the likelihood of misunderstandings. Consistent policies and practices help maintain clarity and prevent confusion, enabling remote teams to work more effectively.
| New manager tips: Use a shared document or wiki to store and organize guidelines and procedures, making them easily accessible to the team. |
9. Use Tools to Optimize Task Management and Streamlined Workflows
Utilizing the right tools is key to optimizing task management and streamlining workflows in remote teams. Project management software like Trello or Asana helps organize tasks, set deadlines, and track progress.
Team collaboration platforms such as Nextiva facilitate instant messaging and enable seamless document sharing and real-time editing. Integrate time tracking and productivity tools to help monitor performance and ensure that projects stay on track.
| New manager tips: Regularly evaluate and update your team’s toolset to ensure it aligns with their evolving needs and preferences. |
10. Encourage Informal Communication to Build Rapport
Foster informal communication across remote teams to build rapport and a strong team culture. Virtual social events and team-building activities, such as online games or coffee chats, provide opportunities for team members to connect on a personal level.
Encouraging casual communication through business communication tools like Nextiva, Slack, or Zoom chat can help replicate the water cooler conversations of an office environment. This sense of community and belonging can significantly enhance team cohesion and employee satisfaction.
| New manager tips: Organize virtual social events or team-building activities to foster a sense of camaraderie and belonging. |
11. Be Inclusive
Creating a diverse and inclusive work environment fosters innovation and ensures all team members feel valued. Respecting different perspectives and backgrounds enhances collaboration and helps avoid biases that could limit team success.
Promoting equal opportunities and fair treatment ensures that everyone has the chance to contribute and grow within the organization. By prioritizing inclusivity, remote teams can harness the full potential of their diverse talents and experiences.
| New manager tips: Encourage diversity and inclusion initiatives within your team, such as celebrating cultural holidays or hosting workshops on unconscious bias. |
12. Consider an Annual Offsite or Onsite Week
An annual offsite or on-site week can significantly enhance team cohesion by providing valuable in-person interactions. Planning and organizing these events requires careful consideration of goals, activities, and team dynamics to maximize the benefits.
Budgeting and logistics are important aspects to manage, ensuring that the event is accessible and well-executed. Creating memorable experiences through team-building activities and shared moments can strengthen relationships and boost team morale.
| New manager tips: Plan a virtual offsite or on-site retreat to strengthen team bonds and foster collaboration. |
13. Look for Collaboration Opportunities
Encouraging cross-functional collaboration can lead to innovative solutions and a more integrated approach to problem-solving.
An AI knowledge base can facilitate knowledge sharing and learning opportunities within the team, help individuals grow, and enhance the team’s skill set. Building strong relationships within the organization through collaboration fosters a sense of unity and shared purpose, leading to more effective teamwork.
| New manager tips: Create cross-functional project teams or knowledge-sharing groups to encourage collaboration and innovation. |
14. Continuously Adapt to Team Preferences
Not all teams are the same, so understanding and adapting to their preferences can help you manage virtual team communication and meet their needs effectively. Create an open forum for remote employees to make suggestions.
Being flexible and making changes based on their evolving needs and preferences demonstrates that you value their input and are committed to creating a supportive work environment. Continuously adapting to team preferences helps maintain higher levels of satisfaction and engagement, leading to better performance and retention.
| New manager tips: Conduct regular surveys or feedback sessions to gather input from your team and make necessary adjustments. |
15. Check In Often
Regular one-on-one meetings allow team members to discuss their progress, challenges, and goals. Team check-ins and updates help ensure everyone is aligned and aware of the latest developments. Promptly addressing concerns and providing support can prevent small issues from becoming major obstacles. Maintaining open communication through frequent check-ins fosters trust and keeps the team connected, even remotely.
| New manager tips: Schedule regular one-on-one meetings with each team member to provide support, address concerns, and ensure they align with team goals. |
16. Value Employee Feedback and Input
Creating effective feedback mechanisms is essential for understanding the needs and concerns of your remote team. Actively listening to employee suggestions shows that their voices are heard and valued. Implementing changes based on feedback demonstrates a commitment to continuous improvement and fosters a culture of collaboration. Show appreciation for contributions, whether through acknowledgment or action, to reinforce the importance of each team member’s input and strengthen their engagement.
| New manager tips: Create a feedback channel where team members can anonymously share their thoughts and suggestions. |
17. Provide Continuous Feedback and Praise
Regular performance reviews and ongoing feedback help team members stay aligned with their goals and improve their performance. Recognizing and rewarding achievements is key to maintaining motivation and fostering a positive work environment. Constructive feedback, delivered thoughtfully, provides opportunities for growth and development.
| New manager tips: Use a performance management tool to track progress and provide regular feedback, both positive and constructive. |
18. Respect Work-Life Balance
Respecting work-life balance is critical in remote work environments where the lines between work and personal life can blur. Flexible work arrangements allow team members to manage their time effectively and maintain a healthy balance.
Managing remote teams means you must be mindful about encouraging time off and regular breaks — this can help prevent burnout and ensure long-term productivity. Avoiding excessive workloads and promoting a balanced approach to work helps create a sustainable and positive work environment.
Source: Spring Health
| New manager tips: Encourage team members to set boundaries and prioritize their well-being. |
19. Celebrate Achievements and Milestones
Recognizing both team and individual accomplishments is vital for boosting morale and maintaining motivation. Whether big or small, celebrating successes and milestones reinforces a sense of progress and achievement within the team. These celebrations can be as simple as a shout-out in a meeting or as elaborate as a virtual party, but their impact on team spirit is significant. Regularly celebrating achievements helps build a positive culture where team members feel valued and appreciated.
| New manager tips: Create a virtual reward system or recognize achievements publicly to boost morale and encourage continued success. |
20. Build a Remote Culture
Building a strong remote culture starts with creating a sense of community and belonging among team members despite physical distance. Establishing shared values and norms provides a foundation for how the team interacts and collaborates. Work-related and social team-building activities help strengthen bonds and foster a supportive atmosphere. A positive and inclusive remote culture is key to maintaining engagement, productivity, and job satisfaction.
| New manager tips: Organize virtual team-building activities and celebrate company milestones to foster a sense of community and belonging. |
21. Be Empathetic to the Challenges of Remote Work
Managing remote teams comes with unique challenges for your employees, such as isolation, burnout, and difficulty separating work from personal life. Understanding these challenges and providing the necessary support and resources can significantly impact your team’s well-being.
Addressing issues related to isolation by fostering connection and offering mental health resources helps create a more resilient team. Being empathetic and responsive to your team’s needs builds trust and contributes to a more supportive and understanding work environment.
22. Align Individual Goals With the Organizational Mission
Clear communication of organizational goals ensures that every team member understands the company’s broader mission. Aligning individual objectives with team and company customer service goals creates a unified direction and purpose, leading to greater collaboration and productivity.
Providing career growth and development opportunities helps employees see how their personal ambitions fit into the larger organizational picture. This alignment fosters a sense of belonging and motivation, as team members can see how their contributions impact the company’s success.
| New manager tips: Create a shared company vision and mission statement, and encourage team members to align their goals accordingly. |
23. Provide the Right Communication and Collaboration Tools
Selecting appropriate communication and collaboration tools is critical when managing remote teams. Ensuring all team members receive proper training and support for using these tools helps maximize their potential and prevents miscommunication.
Compatibility and accessibility are key considerations when choosing tools, as they must work seamlessly across different devices and platforms. Regular evaluation and updates of these tools ensure they continue to meet the team’s evolving needs and remain secure and efficient.
| New manager tips: Regularly evaluate and update your team’s technology stack to ensure they have the tools they need to be successful. |
24. Make Video Meetings Optional (Audio Only)
Consider the benefits of audio-only meetings, such as reducing screen fatigue and allowing for greater focus to help enhance team productivity. Providing options for team members to choose between video and audio meetings respects individual preferences and comfort levels.
Balancing the use of video and audio meetings helps maintain engagement while avoiding the pressure of always being on camera. This flexibility fosters a more inclusive environment where everyone can participate in a way that suits them best.
| New manager tips: Offer team members the option to join meetings by audio only to accommodate different preferences and living situations. |
25. Leverage AI and Automation
Identifying tasks suitable for automation is the first step in leveraging AI to enhance your remote team’s efficiency. Implementing AI-powered tools can streamline repetitive processes, allowing team members to focus on more strategic and creative work. By improving efficiency and productivity, AI and automation can improve decision-making by providing data-driven insights.
| New manager tips: Start small by automating repetitive tasks and gradually expand the use of AI tools as your team becomes more comfortable with them. |
26. Provide Employee Training to Enhance Remote Working Skills
Identifying call center training needs specific to remote work helps ensure you equip your team with the skills required for success. Offering relevant courses and workshops focused on communication, time management, and collaboration can greatly improve remote work effectiveness.
Supporting professional development through continuous learning opportunities shows a commitment to your team’s growth and can lead to increased job satisfaction and retention. Investing in training enhances individual team and individual skills.
| New manager tips: Offer online courses or workshops on topics such as time management, communication, and remote work best practices. |
27. Create a Welcoming and Informative Onboarding Process
A welcoming and informative onboarding process for employees working from home sets the tone for their experience with their remote team. Clear expectations and guidelines help new hires understand their roles and responsibilities from the start.
Introducing them to the team and company culture fosters a sense of belonging and connection. Providing access to necessary resources and tools ensures they can start contributing effectively right away. Support and mentorship during onboarding can further ease their transition and set them up for long-term success.
| New manager tips: Assign a dedicated mentor to new team members to provide support and guidance during onboarding. |
28. Treat Remote and In-Office Employees Equally
Ensuring fair treatment and opportunities for both work-from-home and in-office employees is important for maintaining a cohesive and inclusive work environment. Avoiding bias and discrimination in task assignments, promotions, and recognition helps build a sense of equity within the team.
Promoting a sense of belonging and inclusion for all employees, regardless of their work location, ensures everyone feels valued and engaged. Equal treatment fosters a positive work culture where all team members can thrive.
| New manager tips: Ensure that all employees have equal access to opportunities, resources, and recognition, regardless of their work location. |
29. Know How to Deal With Technical Problems Before They Occur
Strong troubleshooting skills and resources can prevent minor technical issues from becoming major disruptions. Providing IT support and assistance ensures remote team members can access the help they need when problems arise.
Develop contingency plans for technical issues to allow the team to minimize downtime and maintain productivity. Proactively addressing potential technical challenges helps create a smoother remote work experience for everyone involved.
| New manager tips: Creating a troubleshooting guide or FAQ document to help employees resolve common technical issues is important for managing remote teams. |
30. Respect Differences in Cultures, Communication Styles, and Work Habits
Understanding cultural nuances and differences within your team is important for fostering an inclusive and harmonious work environment. Adapting communication styles to fit the preferences and needs of diverse team members can improve clarity and reduce misunderstandings.
Respecting individual work preferences and habits allows team members to operate in ways that maximize their productivity and comfort. Promoting inclusivity and diversity within the team ensures that everyone feels respected and valued, leading to better collaboration and innovation.
| New manager tips: Encourage open dialogue and understanding among team members from different backgrounds and promote a culture of respect and inclusivity. |
The Challenges of Managing Remote Teams
Managing remote teams comes with its unique obstacles. Trying to get the best work from people you rarely see — and may have never met — can be tricky. Whether you’re new to leading remote teams or experienced in virtual management, here are some remote work challenges you’re likely to encounter:
✌️ Nonverbal communication: Nonverbal cues play a key role in face-to-face interactions, but their absence in remote work can lead to misunderstandings. Teams should use clear language, emojis, and video calls to communicate effectively without nonverbal signals.
🤝 Building a remote culture: Building a strong remote culture is challenging but essential for team cohesion and satisfaction. Strategies like virtual team-building activities and regular check-ins can help foster a positive culture, leading to improved collaboration and employee engagement.
📊 Measuring and tracking productivity: Measuring productivity in remote teams can be difficult, but using workforce management software and productivity tracking tools helps set clear expectations. Establishing realistic goals is important to ensure teams stay on track without feeling overwhelmed.
🔥 Employee burnout: Burnout in remote workers can stem from overwork and isolation, with signs including fatigue and disengagement. Preventing burnout involves promoting work-life balance and providing support while addressing it early.
⚙️ Choosing the right tools: Choosing the right tools for remote work is vital for efficiency and collaboration. Considerations like cost, features, and ease of use should guide the choice of tools, with popular options including communication platforms and project management software.
Nextiva’s Solution to Managing Remote Teams
Whether you’re a new manager or a seasoned leader, effective communication and collaboration can help you create a successful remote work environment. Tools like Nextiva’s team collaboration platform can make managing remote teams even easier.
By providing a centralized platform for phone calls, texts, chat, HD video meetings, and file sharing, Nextiva helps teams connect and collaborate seamlessly, regardless of their location.
Related: Remote Collaboration: A Blueprint for Effective Communication
Collab with your team anywhere.
Unify your teams, streamline interactions, and foster engagement with integrated team conversations.
