It’s the launch day for your new app. The website countdown ticks down. Your team members around the globe—one refreshing a faulty browser, another battling a flurry of unclear messages, a third feeling a pang of isolation—all struggle with a sense of disconnection. The dream of a smooth launch hangs in the balance.
But it doesn't have to be this way. With clear communication, shared goals, and the right tools, you can have a team that clicks, collaborating smoothly despite the distance.
Want to transform your remote team into a synchronized unit? Learn about remote work management tips and the remote working tools to build a thriving remote workplace for your team.
The difference between on-site and remote team management
Managing a team that works in the same physical location differs from managing one scattered across different time zones. It’s not just about the tools you use but also the mindset and the culture you create.
Here are some key differences:
Communication and collaboration: In-person vs. virtual
Imagine a co-working space. You bump into colleagues, contribute to spontaneous brainstorming sessions, and overhear snippets of conversation.
This kind of organic communication strengthens work relationships and even leads to breakthroughs. Plus, face-to-face interactions make it easier to clarify tasks and resolve issues.
Communication in the remote world is more like a scheduled video call. It’s planned, purposeful, and relies heavily on remote working tools like Slack and Zoom.
At the same time, the recent surge in remote work and global teams calls for a less rigid and more flexible approach to communication—a shift facilitated by asynchronous video messaging tools like Loom.
Now, every conversation doesn’t have to be a live meeting or a lengthy email. You can record a quick video to demonstrate a process, explain your thoughts, or share your screen.
It’s also more personal, capturing your tone and expressions. Your recipient can respond when they’re ready and revisit your video messaging as often as needed.
Team building and culture: Shared experiences vs. intentional connection
Shared experiences like coffee chats, company picnics, and monthly happy hours after work help instill camaraderie in your on-site team. These are the places where the team forms a bond and shares inside jokes.
Building a strong culture and creating a sense of community isn’t as simple in a remote setting.
In the absence of chance encounters in the hallway or elsewhere, remote teams rely on virtual coffee breaks and online games to foster employee engagement and team building.
Some companies even fly team members in for annual or biannual meet-ups around the world.
Accountability: Direct observation vs. output
Gauging accountability is more straightforward in an on-site office setting. Managers can easily check in with employees throughout the day and address any roadblocks immediately. This can be helpful for tasks requiring close collaboration or real-time problem-solving.
In contrast, remote teams rely on more scheduled check-ins and structured communication using project management tools, shared updates, and video-based communication. Trust is also an important factor here because you expect remote employees to manage their time and workload in a way that allows them to deliver the expected results.
Flexibility and work-life balance: Structured days vs. work-from-anywhere freedom
While there’s no one-size-fits-all answer to whether remote or on-site work is more flexible and affords better work-life balance, statistics suggest that most remote workers have healthy work-life boundaries. Specifically, 40% of remote workers say they have very healthy boundaries, and 38% say they have somewhat healthy boundaries.
On the other hand, remote work can also result in always being “on.” Setting clear boundaries and healthy routines can alleviate this issue.
Remote work is also synonymous with workspace flexibility. Employees might be able to set their own work hours, work from anywhere, and take breaks to run small errands.
This flexibility is impossible in a traditional office setting, where employees have restricted working hours and locations.
At the same time, on-site work can make disconnecting at the end of the day easier since you physically leave the office. And after-work events and daily commuting can eat up precious time and energy.
Cost and resources: Office overhead vs. tech investments
Global Workplace Analytics estimates that companies can save about $11,000 annually for every employee who works remotely half the time.
Companies with remote teams save massively on office space rent, utilities, furniture, office supplies, and extras like snacks, gym membership for employees, team-building activities, and holiday parties.
Depending on the location, these costs can be astronomical.
While some remote companies offer access to reliable software technologies to facilitate remote work and stipends for a home office setup, leading a remote team is still cheaper than keeping an entire office running.
What not to do when managing your remote teams
Leading a virtual team is all about striking a balance between communication and trusting your team to manage their work independently. However, even the most seasoned leaders can sometimes stumble. Here are a few common pitfalls to avoid:
Micromanaging: Trust your team to do their jobs. Overly scrutinizing their every move will only stifle creativity and might breed resentment.
Communication blackout: Don’t go days without communicating with your team or addressing their concerns. Make sure you check in regularly and resolve issues promptly.
Ignoring cultural differences: Managing remote teams across cultures requires a different approach, as things like communication styles can vary. Some cultures are more direct, while others prefer indirect approaches. Ignoring such cultural norms and expectations can lead to misunderstandings and conflicts.
Relying solely on live meetings: While Zoom meetings are useful, they won’t always work if your team spans across different time zones. Constant video meetings might also disrupt their daily routine. To avoid that, use async video messaging tools like Loom to keep your interactions personal and clear without causing unnecessary disturbance to your team.
Avoiding these common mistakes can set up your remote team for success and avoid unnecessary friction.
Remote management tips when leading a remote team for the first time
Leading a remote team can be daunting, especially if it’s your first time doing so. But with the right tips and tools, it doesn’t have to be.
Document things properly
Leading a remote team for the first time can raise questions like: How do you keep everyone updated? What can you do to prevent miscommunication? And how do you ensure everyone works toward the same goals?
The answer: documentation.
Documentation is any recorded or written information that captures the details of your team’s work. This includes:
Step-by-step guides for tasks
Project goals, deadlines, and individual responsibilities
Key decisions, action items, and summaries
Company policies and guidelines
Feedback and project expectations
Instructions for setting up software
FAQs and knowledge-base articles
It’s like a centralized repository of knowledge, processes, and decisions your team can reference anytime, helping you avoid miscommunication, duplicated work, and unnecessary delays.
Pro tip: Reinforce your message using screen recording tools like Loom. Record quick videos to walk your team through processes, provide feedback, recap meetings, or share company updates.
Here’s an example of Loom’s team using a quick Loom video to explain an internal process
Document decisions and meeting notes, too, so everyone has a reference point.
Set clear expectations
Leading a remote team without clear expectations is like going on a treasure hunt without a map. They’re all digging around but have no clue what they’re looking for.
Here’s how to set up your remote team for success with clear expectations:
Co-create goals and define roles. Work with your team to set measurable, realistic goals and responsibilities. They’re more likely to take ownership of work that incorporates their input.
Communicate openly and often. Don’t leave your team guessing. Clear doubts, check in regularly, and provide feedback using tools like Slack or record quick video explanations with Loom.
Set milestones and track progress. Establish reasonable deadlines and milestones and use project management tools like Trello and Airtable to monitor progress.
Hold people accountable without micromanaging. Create a culture where everyone is responsible for their work and understands their impact on the overall goal.
Clear expectations set the groundwork for your remote team. They help everyone feel connected, stay accountable, and understand their role in the bigger picture.
Set virtual “office hours”
Traditional office settings allow employees to swing by the manager’s desk for a quick question.
How do you replicate this casual connection in a remote setting? By setting up virtual office hours. These are dedicated times when your remote team members can give you a quick call or invite you for a video chat to discuss their concerns or ask questions.
For effective office hours, set a consistent schedule and make sure your team knows how to contact you—for example, through Zoom or Slack.
Prioritize video communication
After the COVID-19 pandemic forced companies to experiment with work-from-home policies, 65% of remote workers reported feeling disconnected from their colleagues. As they say, “out of sight, out of mind.” It’s natural to feel isolated and for bonds to weaken when your team can’t see their colleagues in person.
Video communication is the antidote for this disconnect. Here’s why:
Builds trust: Seeing someone’s body language and expressions builds rapport and allows the viewer to understand the intent behind their message.
Increases engagement: Video messaging is more engaging and memorable, leaving a lasting impression.
Allays possible misunderstandings: Video communication helps convey your message more clearly.
That said, simple video communication alone won’t bridge the connection gap. To truly enhance employee communication, you have to use suitable video communication tools in the right context.
With features like breakout rooms and live screen sharing, Zoom is suitable for one-on-ones with your entire team simultaneously.
But not everything requires a scheduled live meeting. For quick check-ins, updates, feedback, and explanations, you can use Loom to record and share asynchronous videos with your team without disrupting their workflow.
Here’s an editor using Loom to record and annotate her screen for clear, concise feedback:
Celebrate wins virtually
A survey shows that 37% of employees value recognition. When employees feel appreciated and valued, they’re likely to go the extra mile.
Here are some ways to acknowledge your remote team virtually:
Host virtual happy hours
Send a surprise gift card as a token of appreciation
Give shout-outs in a dedicated Slack channel or team meetings
Record a Loom video to personally congratulate your colleagues, including those returning from parental leave
Employee recognition can also instill a sense of camaraderie, which is particularly important in a remote setting where isolation is a challenge.
Remote management tips when building a remote team from scratch
If you’re building a remote team from scratch, you need more than just the right communication tools. You need the right people on your team, and they need to feel connected. Here are some remote management tips if you’re starting from square one:
Hire for remote fit
While skills and experience are important, so is “remote fit.” This means looking beyond technical qualifications and considering how well a candidate will thrive in a virtual work environment.
Look for candidates with strong communication skills, self-motivation, and experience working independently.
Onboard thoughtfully
Structured onboarding allows you to create a positive first impression and build trust.
To create a long-lasting relationship with your remote team, create a thoughtful onboarding process that clarifies their responsibilities, conveys your company culture, establishes remote work and work ethic expectations, and facilitates team introductions.
Pro tip: Encourage each team member to record a short Loom video welcoming the new hire or expressing their excitement to work together. Stitch them together for a heartwarming welcome video that shows your new teammate how much they're valued.
Invest in remote team management and collaboration tools
When you are miles away from your team members, you need the right collaboration tools to thrive.
Here are some collaboration tools you’ll need:
Remote communication tools: Slack, Zoom, and Loom are staples of remote communication. Slack enables instant messaging, Zoom is for virtual meetings, and Loom helps you boost engagement and clarity with async video messaging.
Project management: Tools like Asana, Trello, and Airtable help you monitor tasks, deadlines, and progress and keep everyone in the loop.
Document sharing: Google Docs, Google Drive, and Dropbox make it easy to collaborate on documents, spreadsheets, and presentations with your team in real time.
Whiteboarding and brainstorming: Miro and Lucidchart are platforms that provide a virtual canvas to pore over ideas and visualize processes with your team.
These tools are like your virtual toolbox, helping streamline communication in a distributed team.
Provide your team with the necessary tools for communication, project management, and document sharing.
Foster social connections
Remember the “Great Resignation” of 2021?
Millions of people quit their jobs, some citing a lack of participation in virtual socialization and social networks.
This shows how building social connections is essential for employee retention and productivity.
You can encourage virtual coffee breaks, occasional team lunches, and online team-building games to build camaraderie and combat isolation.
Remote management tips when leading a global remote team
Beyond fostering connection with your global remote team, you’ll need sensitivity and trust to help them succeed. Here are essential tips to help you navigate a global remote team across different cultures and time zones.
Be mindful of time zones
Leading a global remote team means juggling different time zones while ensuring everyone feels connected. When one team member wakes up to their morning coffee in Tokyo, another wraps up their day in LA.
To combat time zones in a remote team, make sure to schedule meetings at times that work for everyone or rotate meeting times to be fair.
At the same time, streamline your daily standups and reduce meetings with asynchronous tools like Loom for updates and messages that don’t require immediate responses.
Embrace cultural differences
Working and communication styles vary across cultures. Some value direct and assertive communication, while others prefer to be more subtle and indirect.
For example, in Japanese culture, silence is often used to convey respect and thoughtfulness. This can be misinterpreted as disengagement or lack of interest in a remote setting.
To avoid miscommunication and unintentional disrespect, learn about the cultural norms of your team members and adapt your communication style accordingly.
Manage your remote team to success
Managing remote teams requires balancing communication, hiring the right people, and setting clear expectations. Factors like embracing cultural differences and respecting everyone’s time are equally important.
The right communication and remote management tools can make all the difference. You need a tool such as Airtable for team and project management, while Loom will help you distribute effective video messaging without disrupting your team’s workflow.
Ready to unlock the full potential of your remote team? Lead your remote team to success with Loom—start your free trial today.