Working with a remote team is an excellent way to tap into a diverse talent pool worldwide. You will undoubtedly find the right fit for any specific role or project to ensure your business is booming.

However, working with a remote team requires a different approach than managing an in-house team. You will have to overcome challenges like poor communication, lack of recognition, scheduling difficulties, and more. This means you will need to set up processes to ensure your remote team performs at its best. This article will cover tips and tools to help you achieve this goal.

1. Set Up Communication Channels

Effective communication is vital to any successful team, especially in a remote setup. Since you won’t be able to communicate in person, for the most part, it is vital that you set up different channels to overcome common communication mistakes in virtual teams and ensure everyone is on the same page.

There are several types of tools that you can use to overcome common remote team communication challenges, like emails, videoconferencing systems, and instant messaging platforms. Each tool provides different features, so choose the ones that best fit your team’s needs and specific use cases.

For instance, you can use an instant messaging app like Slack for quick conversations and questions, emails to communicate with clients, and videoconferencing software like Zoom to hold virtual meetings or check-ins. Whatever communication channels you choose, ensure that everyone knows their purpose and uses them correctly.

2. Choose Productivity Over Digital Presenteeism

Overcoming digital presenteeism is vital to ensuring that your distributed team works at its best. Working with a remote team allows you to avoid replicating the traditional office model of ‘presenteeism’—where you measure productivity by the amount of time spent in front of a computer rather than actual work results.

Rather than expecting your team to be glued to their screens all day, you can focus on setting a SMART plan to help them achieve their goals and rewarding results rather than time spent online.

This gives them the freedom to work during their most productive hours and ensures you get the most out of their time. It also shifts the focus from an “always-on” culture that hurts productivity to one that celebrates output by encouraging flexible work hours and better focus.

3. Pick the Right Tools for Communication

Effective communication empowers your team to be more productive. If that’s your goal, then it makes sense to spend less time responding to messages and more time on actual tasks. One of the best ways to enforce a culture that celebrates output and not hours spent connected to work devices is by using tools that encourage asynchronous communication.

While instant messaging has its place in some circumstances, the constant pings, notifications, and messages can be distracting and make it challenging for your team to switch off. Asynchronous communication is handy for teams working in different time zones, as it allows them to respond when available instead of expecting everyone to be available at the same time.

You can use asynchronous communication tools like Qatalog, Twist, or Yac to get all the information they need to do their best work while keeping interruptions to a minimum.

4. Be Prepared to Handle Technical Problems

Sometimes, technology can be a double-edged sword. While computers and virtual team tools can help you stay connected, nothing is foolproof.

There will be times when your team members will face technical problems that prevent them from doing their job. And, considering everyone is working from different locations, you might not always be able to rely on your in-house IT team to troubleshoot everyone’s problems promptly.

To prevent significant disruptions to your team’s workflow, it is vital that everyone is prepared to handle common technical remote work problems. This includes knowing how to fix common network errors and addressing cybersecurity threats. You can add some troubleshooting tutorials to your internal wiki, so team members know what to do in case of technical difficulties.

5. Create an Effective Documentation Strategy

One of the best ways to ensure that your team performs at its best is to have a comprehensive documentation strategy in place. Documentation is essential in any organization, but it’s especially useful for remote teams where information can get lost in endless messages and emails.

Whether it’s a project brief, a how-to tutorial, or notes from meetings, ensure that your team has a common platform where they can quickly share, store, and access relevant information. A well-organized documentation system will help keep everyone on the same page and make it easier for team members to find what they need when they need it.

You can use software solutions like Tettra to create your workplace’s internal wiki and use it as your central hub for all relevant information. This tool lets you organize information into categories and grant permission to specific team members to edit specific documents.

6. Give and Receive Feedback

There’s always room for improvement, even in the best teams. As a remote team leader, it’s your responsibility to ensure everyone is working efficiently and receiving the feedback they need to improve and climb the corporate ladder. You can do this by instituting regular check-ins on video calls or having supervisors send out written feedback forms.

Chances are, your people also have valuable feedback for you and the company. However, most of them might not feel comfortable speaking up on a video call or writing an email. You can use a tool like Officevibe for team management and to ensure everyone’s voice is heard.

This tool offers anonymous feedback options, so even the most introverted team members can share their honest thoughts without fear. This gives you a clear insight into what your team needs and allows you to take the necessary steps to get them to perform at their best.

7. Encourage Social Interactions

Working from home can feel lonely at times and affect engagement and morale. With no physical office where you can occasionally bump into a colleague and have a quick chat, it’s essential to find virtual solutions to foster a sense of camaraderie among your team members.

You can create a virtual water cooler where team members can engage in casual conversations. This could be a group chat where people can share funny stories, discuss hobbies, or anything unrelated to work. You can also plan virtual coffee breaks to keep your people engaged and motivated. This could be a private video call where everyone can hang out, laugh, and play games.

Build a Positive Remote Work Culture

Creating a positive work culture is vital for any remote team to reach its full potential. To achieve this goal, you need to constantly evaluate and improve your remote work approach.

By incorporating the tips mentioned above and finding creative ways to help your remote team feel connected and motivated, you can create an effective work culture that will bring out the best in your remote team and ensure a successful future for your organization.