32.6 million Americans will work remotely by 2025. These numbers highlight how popular remote work opportunities are, but learning how to build a remote team is easier said than done.
Achieving a well-structured remote team takes time and consideration. And you also have to think about the key differences between managing remote workers and in-person employees.
In this article, we’ll take you on a step-by-step journey to constructing a remote team that’s motivated, productive, and dedicated to your organization’s mission and values.
The rise of remote work has completely transformed the way teams operate. No longer constrained by geography or office walls, organizations can build talented teams across states, time zones, and even countries. However, managing a dispersed team that seldom meets face-to-face comes with unique challenges.
It takes careful planning and effort to unite remote employees into a cohesive, productive team. Follow these proven tips to help your remote team collaborate seamlessly and succeed together:
Set Clear Expectations
With employees scattered about it’s crucial that everyone understands role expectations and responsibilities. Don’t leave people guessing. Set clear guidelines in areas like
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Work hours and availability Set a consistent schedule with core overlapping hours for meetings and collaboration Be flexible about exact start and end times
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Communication norms: Establish preferred methods and response times for different needs (e.g. chat for quick questions, email for formal updates).
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Productivity and time management: Provide guidance for focusing deeply and minimizing distractions when working solo.
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Performance metrics Agree on tangible metrics and output goals to track progress
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Team culture: Outline values and work styles that bring out the best in each individual and the team.
Take time to align with both managers and direct reports on guidelines upfront. Revisit periodically to refine as needed.
Establish a Consistent Communication Rhythm
When employees are not side-by-side, you must be intentional about communication. Establish regular touchpoints to connect on work and strengthen relationships.
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Daily stand-ups: Brief video check-ins to share daily plans and roadblocks
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Weekly team meetings: Discuss recent accomplishments, current priorities, and upcoming goals.
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Monthly one-on-ones: Manager-employee meetings to cover performance, development, issues.
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Quarterly offsites: If budget allows, in-person retreats to build relationships and handle planning.
Keep meetings focused and purposeful. Share agendas in advance so everyone can come prepared. Capture notes and action items to stay aligned.
Encourage informal hangouts as well – virtual coffee breaks, happy hours, etc. Watercooler chat matters, even from afar.
Provide Helpful Remote Work Tools
Leverage technology to recreate helpful aspects of working together in-person. Key tools include:
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Videoconferencing: Face-to-face communication is vital. Ensure everyone has quality webcams, microphones, and software.
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Chat apps: Enables quick conversations and bonding. Popular options include Slack, Teams, and Discord.
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File sharing: Tools like Dropbox, Google Drive, and SharePoint centralize documents.
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Project management: Platforms like Trello, Asana, and Basecamp provide visibility into who is doing what by when.
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Digital whiteboards: Miro, Mural, and Stormboard enable real-time brainstorming and visual collaboration.
Invest in the latest tools to remove technology as a barrier. Offer training and support to smooth adoption pains.
Host Regular Virtual Team-Building Activities
Don’t neglect the team-building experiences that bring people closer together in the office. Recreate those activities in creative virtual ways.
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Virtual coffee/meals: Randomly pair up employees for casual video chats to deepen connections.
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Online games: Friendly competitions like virtual scavenger hunts, trivia, and arcade games spark fun team moments.
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Remote wellness activities: Do healthy activities together like meditation, yoga, or cooking classes led by employees.
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Virtual retreats: Gather remotely for activities like cooking classes, escape rooms, art workshops or even concerts.
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Learning experiences: Attend online courses, workshops, or seminars as a team. Discuss takeaways after.
Finding opportunities for informal interactions and fun fuels team spirit when working apart.
Celebrate Employee and Company Milestones
When working remotely, employees may feel disconnected from company culture and achievements. Combat this by celebrating wins and milestones virtually.
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Recognize work anniversaries, promotions, or awards with messages or e-cards.
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Spotlight new hires by having them introduce themselves in a video or meeting.
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Share product launches, media coverage, and other company updates broadly.
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Post wins and kudos on internal social networks or chat channels.
Take advantage of video calls to toast special moments and reinforce shared purpose. Thoughtful recognition, even from afar, boosts morale and unity.
Other Tips for Remote Team Success
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Overcommunicate expectations initially: Don’t assume knowledge; spell everything out.
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Spot potential miscommunications: Summarize meetings and confirm interpretations.
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Send weekly status emails: Share recent accomplishments and plans.
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Limit meetings: Carefully evaluate if a topic truly needs real-time discussion.
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Vary communication mediums: Email, chat, call, and video all have pros and cons.
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Encourage video: Seeing faces builds rapport and trust.
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Reinforce values and culture often: Celebrate employee and company achievements.
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Check in about work-life balance: Working remotely can blur boundaries between work and personal time.
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Be flexible on schedules: Respect employees get work done on different timetables.
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Send care packages: Mail branded or personalized packages to employees’ homes to delight and connect.
With deliberate effort and care put into communication, connection, and culture, remote teams can be just as cohesive and productive as those working side-by-side. Leverage the strategies and tools above to bridge physical distance and build a thriving team.
Create Detailed Job Descriptions
Based on the roles you’ve identified, create detailed job descriptions highlighting each role’s responsibilities. Always include the required qualifications and any specific remote working experiences or skills.
This step is crucial because no matter how qualified a candidate is, they may not be the best fit if they don’t have the skills necessary to be successful as a remote worker.
Here are other best practices to follow when creating remote job descriptions:
- Use the right keywords. To attract remote talent, use relevant keywords like “work at home,” “work from home,” “distributed,” “work from anywhere,” “virtual,” and “home office.”
- Clarify the location and define “remote.” While some remote jobs are 100% remote, others aren’t. Some companies require employees to report to the office several days a week. So, be specific. Also, if your company or office resides in a certain state, you might require candidates to live there. So, instead of saying “remote [job title]” in the job description, you might say “remote [job title] in [state].”
- Describe the required equipment. Let candidates know up front what equipment they need to perform the job so that they can prepare. Specify whether they need a specific type of computer, internet speed, or virtual private network (VPN).
- Explain expectations for meetings. If you require meetings, let candidates know that attending them is mandatory.
- Clearly define the working hours. Even though remote jobs offer some flexibility, it doesn’t mean employees can clock in and out whenever they want. So, if your staff must be “on the clock” during certain hours, make this as clear as possible.
Need inspiration? Look at how uSERP outlines expectations for a fully remote role as Sr. SEO Specialist and includes the necessary keywords to attract the proper talent.
Because remote teams typically don’t meet in person, your company will need the right tools to ensure everyone stays connected. Communication allows everyone to collaborate effectively and reinforces a strong remote team.
Use collaboration and communication tools like:
- Slack: To help remote teams stay connected, collaborate on projects, and create a sense of community
- Zoom: For bringing teams together with face-to-face video interactions, screen sharing, chat, captioning, and more
- Trello: For simplifying project management and staff collaboration with visual boards
- Hubstaff: For time tracking, productivity monitoring, and people management.
Ensure your team has access to these tools and a reliable internet connection. Also, consider providing training to help them use the necessary software.
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Ready to cultivate thriving remote teams? Dive into success with these twelve straightforward steps.
3 Ways To Build GREAT Culture On A Remote Team! (and when to switch to an office)
FAQ
How to team build while working remotely?
How do you build a remote team?
Create rules of engagement for your remote teams. Be flexible, but establish ground rules that everyone should follow. Expectations could include the following: Team meetings: Set a time during the day when the team should plan meetings that’ll work for everyone’s schedule and time zones.
What makes a good remote team?
Your remote team likely works in different time zones in varying stages of life. Some team members might have just graduated college, while others might be wrangling a handful of kids. You’ll need to learn to accommodate work preferences and be flexible with scheduling and demands.
How to manage remote teams effectively?
The number one way to effectively manage remote teams is to prioritize effective communication. Make sure you have clear processes in place for how and when your team will communicate with each other. This will streamline your workflows, build trust, and ensure accountability across the board. 2. Build trust and connection.
How can a remote team improve communication?
You can achieve that same connectivity with a remote team by: For example, you could set up regular team meetings using conferencing technology. Video conferencing is preferable since that enables you to see body language, which may enhance your team’s ability to communicate effectively. Related: 28 Tips To Help Conduct Your Remote Meetings 4.
