Managing Remote Teams: 21 Best Practices and Tips in 2024

Remote work is everywhere after the pandemic, and it’s not slowing down — but leading a team that’s miles apart comes with its own challenges.

How do you make sure everyone is on the same page when they’re in different time zones?
How do you build trust when you can’t chat by the coffee machine? And how do you keep everyone motivated and accountable when you’re not all working under the same roof?

These are all valid questions. So, what’s the answer? Be intentional in how you manage your remote teams. These best practices from Mosey can help.

1. Set Your Foundation for Success

Your remote team needs proper instruction to thrive. As a manager, your first step should be clearly defining each team member’s role and responsibilities.

Doing so gives everyone detailed job descriptions of tasks, goals, and who to report to. This clarity is essential if you hope to overcome misunderstandings and keep everyone on the same page.

2. Establish Communication Protocols

Next, make sure you have clear communication protocols in place. Decide which tools you’ll use for different types of communication:

Email: Best for formal announcements, project updates, or information that needs to be documented.
Slack (or similar messaging apps): Ideal for quick questions, casual chats, and informal team communication.
Video Calls (Zoom, etc.): Essential for team meetings, one-on-one check-ins, and building rapport.

Having designated channels streamlines communication and prevents important messages from getting lost in the shuffle.

You’ll also want to set up a meeting schedule that works for everyone. This step is crucial when you have remote workers in different time zones. It might mean alternating meeting times or offering flexible work options like recording meetings for those who can’t attend them live.

3. Build Trust

Look at any successful virtual team, regardless of industry, and you’ll find one common denominator: trust. Trust is what binds remote workers and allows for seamless collaboration.

So, how do you cultivate trust when you can’t see your teammates in person? Luckily, trust is about quality, not quantity. It also grows over time. So simply listen to your team members and act in their best interests — trust will organically come from your intentions.

When trust is high, your team becomes more than just a collection of individuals. Instead, it transforms them into a powerful collective capable of achieving remarkable results.

4. Avoid Micromanagement

Throwing out the old playbook of micromanagement. Remote teams thrive on autonomy and ownership. Encourage open dialogue where everyone feels safe sharing their ideas and asking questions. If someone has a concern, they’ll feel like they can voice it without hesitation. Remember, a question asked is a mistake avoided.

5. Regularly Check In

Regular one-on-one meetings are your virtual roundtable. It’s a space to connect, not just to check off boxes. Share stories, celebrate milestones, and ask about your team members’ lives outside work. These conversations build the kind of rapport that transcends spreadsheets and project deadlines.

6. Don’t Let Your Team Get Lonely

Remote work can get lonely. Combat isolation with virtual coffee breaks, dedicated Slack channels for fun, or even online team-building games. Injecting fun into the workday can do wonders for team morale.

Additionally, remember to acknowledge and reward a job well done. A simple “Thank you” or some public recognition can ignite a spark of motivation that can fuel your team. It’s an effective way to stave off loneliness, as your members won’t feel like they’ve been forgotten.

7. Focus on Employee Engagement

Working from home can blur the lines between work and personal life. As a manager, it’s your job to ensure those lines don’t disappear completely.

Engage with your remote employees, not just about their work progress but about their overall well-being. Are they feeling overwhelmed? Are they taking breaks? How’s their work-life balance?

8. Combat Burnout

Burnout is sneaky and can creep up on even the most dedicated remote worker. Watch for any red flags, like a sudden dip in productivity, missing deadlines, or a team member who’s usually chatty suddenly going quiet. If you see any of these signs, reach out to them right away.

Let your team know it’s okay to step away from their desks, take vacation days, and truly disconnect when they’re off the clock. A well-rested team is a happy team, and happy teams get things done.

9. Include Everyone

Working from home sometimes feels isolating, but who says you can’t build a thriving remote community? Even without those spontaneous chats by the water cooler, you can create a virtual workspace where your remote team can connect, collaborate, and even have a little fun.

Regular video calls are a fantastic way to kick things off. They allow everyone to see each other’s faces, read subtle cues, and build genuine connections. Spice things up by incorporating online whiteboards or collaborative docs for brainstorming sessions and problem-solving.

Make sure everyone feels like their voice matters when it comes to meetings. Don’t let the quieter ones get lost in the shuffle. Your entire team needs to know it’s okay to share their thoughts. This will lead to more ideas and collaboration.

10. Support Team Fun

Encourage your team to let loose and have some fun together. A virtual coffee break, an online game night, or a themed happy hour will do the trick. These informal, social interactions build camaraderie and remind everyone they’re part of something bigger than themselves.

11. Know Your Specific Remote Challenges

Remote work is not black and white. It has numerous layers and components that allow everything to work together. But if just one thing is out of whack, it can throw everything off.

Ultimately, you know your team best. While these recommendations can be scaled to most remote teams, it’s your responsibility as a manager to adapt these tips to the specific needs of your team members. This customization will demonstrate your commitment and care while fostering productivity and engagement.

12. Address Time Zones

Time zones can be a major headache for remote teams. You’ve got early birds on the East Coast, while night owls are just getting started out on the West Coast — but don’t let time differences throw a wrench in your team’s productivity.

When scheduling meetings, be mindful of everyone’s location and working hours. Aim for reasonable times for all team members, or consider rotating meeting times so no one is consistently inconvenienced.

Asynchronous communication is your friend. Tools like project management platforms and messaging apps allow team members to collaborate and share updates on their own time. This can be a game-changer when working across different time zones.

Most importantly, respect everyone’s work-life balance. Just because someone could be available at odd hours doesn’t mean they should be. Set clear expectations around work hours and encourage your team to disconnect and recharge when they’re off the clock.

13. Always Over Communicate

Remember that game of telephone you played as a kid? Miscommunication can be just as frustrating in the remote work environment. Overcommunication is key.

Don’t assume everyone has seen that email or Slack message. Instead, repeat important information across different channels and check in regularly to ensure everyone is on the same page.

14. Diversify Information Channels

Documenting processes and decisions is essential for remote teams. Create a central repository for information (like a company wiki or shared drive) so everyone knows where to find the necessary answers. It can also help with onboarding new remote team members.

However, important information is also frequently shared through company communications. Utilize a variety of communication channels for different purposes. Video calls are great for face-to-face interactions and building rapport, while email might be better suited for formal announcements or detailed updates.

15. Ensure Compliance in All Locations

Compliance can get tricky when your remote workforce is scattered across multiple states, as each one has its own rules and regulations. From payroll to taxes, you can bet you’ll have to make accommodations for each state’s unique guidelines.

At Mosey, we know better than most that keeping up with these different laws can feel like a full-time job. What are you supposed to do? You’ve only got so many hours in the day, and trying to manage conflicting state laws can lead to headaches. Mosey is your solution.

Our compliance management platform is designed to streamline compliance, ensuring you’re following the law and able to spend more time on other important tasks. We can even benefit your human resources management.

16. Use Technology and Tools

Without the right tools, your remote team will struggle to collaborate, communicate, and stay productive. But with so many options out there, it can be overwhelming to choose the right ones.

In the next few recommendations, we’ll review some essential remote working tools and how they can empower your team. But as always, you know your team best. Also, don’t be afraid to mix and match different technologies to create a suite of services tailored to your needs.

17. Take Advantage of Project Management Software

These platforms are like your team’s virtual office. They help you organize tasks, track progress, set deadlines, and keep everyone on the same page.

Remember, there are many software options, such as Trello and Asana. Do your own research and check out others. Each has its strengths, but you’ll want the one that best suits your team’s workflow and communication style.

18. Recognize Each Channel’s Strengths

We mentioned this before, but it’s so important that it bears repeating: Not all communication methods have the same purpose!

Email is great for formal updates, but you’ll need something more dynamic for day-to-day communication. Slack and Microsoft Teams offer instant messaging, file sharing, and video meetings.

19. Prioritize Virtual Face-to-Face Time

Face-to-face interaction is vital, even when it’s online. Zoom, Google Meet, and Microsoft Teams offer reliable video conferencing, allowing you to hold team meetings, conduct one-on-one check-ins, and even host virtual social events face-to-face.

20. Make Automation Work for You

Who wants to spend hours on repetitive tasks? Not you, and certainly not your team. Automation tools can take over those mundane chores, allowing your team to focus on more strategic work.

Consider using tools that automate meeting scheduling, expense reporting, or onboarding new team members. For HR teams, Mosey offers compliance automation to help you stay up-to-date with different state regulations.

21. Troubleshoot Tech Issues

Tech issues are bound to happen. The internet goes down, software glitches, or someone’s cat decides to walk across their keyboard. Have a plan in place for troubleshooting common roadblocks. These plans might include having a designated IT contact, providing training on how to use different tools, or even creating a simple FAQ document for common issues.

Ensure Compliance With Mosey

Managing remote employees requires a different kind of playbook. With a little initiative and creativity, you can create a company culture that promotes connection, engagement, and productivity, regardless of where your team is located.

If you need a helping hand, reach out to Mosey for tips, insights, and solutions. Let’s chat about how we can make remote management easier and ensure compliance.

The Platform for State and Local Compliance