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8 Best Remote Team Management Practices: All You Need to Know

Unlock the secrets of effective remote team management with our 8 best practices guide. Foster collaboration, productivity, and success in virtual work environments.

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With the right practices in place, remote team management can be a highly effective and productive endeavor. In this article, we will explore the top 8 best practices that managers can follow to ensure their remote teams are well-managed and thriving.

From optimizing onboarding processes to developing a strong communication strategy, and from fostering personal connections to prioritizing outputs over mere activity, we will delve into the key strategies that drive success in remote team management and building a strong company culture.

Additionally, we will address the challenges that come with managing remote teams, such as isolation and burnout, and provide valuable tips for remote managers to overcome these obstacles.

So, let's embark on this journey of discovering the most effective practices for managing remote teams and unleashing their full potential to help remote companies reach their goals.

8 Best Practices for Managing Remote Employees

Remote work policy has become a norm for many companies, especially during the pandemic. As more and more organizations adopt this model, managing remote individual employees has become a critical challenge.

Remote workers face unique challenges, including communication difficulties, office settings, flexible schedules, and emotional intelligence issues. To ensure your remote team stays productive, motivated, and connected, it's essential to implement best practices for managing remote employees and developing a company culture.

Whether you're an experienced manager or just starting, here are ten best practices to help you manage your remote team effectively.

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Optimize Onboarding Processes

In the realm of remote work, optimizing the onboarding process for new employees is a crucial step in setting them up for success. Providing remote employees with the right tools and equipment can significantly boost their productivity and help them seamlessly integrate into their new roles away from office spaces.

Alongside the latest desktops and time-tracking software, consider incorporating additional elements to create a conducive work environment. If noise pollution poses a challenge, investing in noise-canceling headphones or other relevant equipment can ensure a distraction-free workspace much like a traditional office.

By prioritizing a strong onboarding program, organizations can reduce turnover rates and equip remote employees with the necessary resources and support to thrive in their roles. This commitment to optimizing onboarding lays the foundation for long-term success and productivity within the remote workforce.

Give Team Members The Chance To Input Ideas

In the world of remote team management, it is vital to recognize the importance of giving team members the opportunity to contribute their ideas. By involving employees in the decision-making process and allowing them to shape their own way of working, managers can foster a sense of ownership and engagement.

Seeking input from remote workers on procedures, expectations, and even the choice of communication methods or core working hours can yield numerous benefits. It not only ensures that decisions are made with the input and perspective of those directly affected but also helps remote workers feel connected to the organization and its goals.

Collaboration lies at the heart of their work, and by intentionally promoting team collaboration through strong project management tools, managers can prevent the pitfalls of poor communication and create an environment where remote employees feel informed, valued, and appreciated.

Embracing team input and involving employees in decision-making is a key ingredient in successful remote team management, cultivating a sense of shared ownership and fostering a collaborative and inclusive work culture. This also improves employee well-being, employee performance, and fosters a strong remote work culture.

Focus on Communication

Effective communication is the cornerstone of successful remote team management. Implementing various communication tools and strategies tailored to the specific needs of remote teams can significantly enhance collaboration and foster strong connections in hybrid teams and remote teams.

One-on-one meetings provide a valuable space for personalized discussions and feedback, while team meetings allow for collective brainstorming and alignment. Email serves as a versatile tool for sharing detailed information, while platforms like Slack facilitate real-time messaging and quick updates.

Video conferencing or Virtual Meetings on platforms like Google Meet bridge the physical distance by enabling face-to-face interactions. Regardless of the communication channels used, frequent and transparent communication is essential to building trust and cultivating meaningful relationships within the remote team. Having dedicated project managers and robust project management software can help in improving communication within the organization as well.

By employing a diverse range of communication methods, managers can effectively bridge the gap, ensuring remote team members stay connected and engaged in their shared goals and objectives while building a strong culture.

Further, AI-enabled tools like Dive can make your meetings more effective. We offer features like AI-generated meeting agendas, minutes, and much more. 

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Photo by Dylan Gillis on Unsplash

Create Well-Documented Procedures

When managing remote teams and employees, the creation of well-documented procedures is of paramount importance. Establishing clear and standardized operating procedures serves as a crucial foundation for efficient remote team management.

With the absence of physical proximity and face-to-face interactions, documented procedures provide remote employees with a reliable reference point, ensuring consistency and clarity in their work allowing business leaders to take forward their plans.

Moreover, involving employees in the development of these procedures fosters a sense of ownership and empowerment, as they contribute their insights and expertise to the process. It is crucial to recognize that procedures should not be set in stone but should be continuously updated and refined to adapt to evolving needs and challenges.

By prioritizing the creation and maintenance of well-documented procedures, managers can equip their remote teams with the guidance and structure necessary for smooth operations and successful outcomes.

Schedule Regular Check-Ins

Regular check-ins play a vital role in virtual team management, fostering employee engagement, preventing overload, and ensuring alignment among team members. From daily stand-up meetings to individual one-on-one sessions, these check-ins provide valuable opportunities to touch base and stay connected.

They serve as a platform to discuss goals, track progress, assess workloads, address concerns, and establish rapport. Implementing best practices such as establishing a consistent check-in schedule, whether it be daily, weekly, or project-based, helps create a sense of structure and accountability.

Keeping these meetings concise and focused ensures that valuable time is utilized efficiently. By prioritizing regular check-ins, managers can promote open communication, maintain team cohesion, and empower remote employees to thrive in their roles.

Be Responsive And Available

Being responsive and available is crucial when managing remote teams. To establish effective communication, it is important to set clear expectations for availability and communication channels, taking into account time zone differences and setting a definitive meeting time.

Engaging with team members through video calls helps foster a sense of connection and maintain eye contact, despite the physical distance. Being accountable as a manager means clearly assigning tasks and providing all necessary information to team members, ensuring that everyone understands their responsibilities.

Promptly responding to questions and comments demonstrates attentiveness, and it's essential to establish reasonable guidelines for after-hours communication to respect work-life balance. Documenting and communicating these expectations clearly helps prevent miscommunication and ensures that all team members are on the same page.

By prioritizing responsiveness and availability, managers can facilitate effective collaboration and maintain a positive and productive remote work environment.

Make Meetings Accessible

Making remote meetings accessible and engaging for all team members is essential for effective collaboration. To achieve this, it's important to set clear video expectations for the call and encourage active participation from everyone.

By sharing tentative agenda objectives beforehand, team members can come prepared and know if they are expected to contribute to specific topics. Respecting everyone's time is crucial, so it's important to keep the meeting focused and end with clear action items.

Actively participating in meetings involves preparing notes, chiming in with comments during the call, and building rapport with colleagues through casual conversation before or after the meeting.

Additionally, providing face-to-face meeting opportunities when feasible adds a personal touch and strengthens connections within the team. By implementing these practices, remote meetings can be productive, inclusive, and meaningful for all participants.

Facilitate Strong Personal Connections

Facilitating strong personal connections with remote employees is vital for fostering high employee engagement and satisfaction. Building trust starts with honest communication and providing regular feedback.

Encouraging team-building exercises can also help strengthen relationships. It's important to set clear expectations and boundaries to create a sense of ownership and inclusion among team members.

To promote team bonding, consider incorporating activities such as sharing personal stories during team meetings or scheduling virtual breaks where colleagues can engage in informal conversations.

By prioritizing personal connections, remote teams can cultivate a supportive and collaborative work environment, leading to increased morale and productivity.

The Challenges Of Managing Remote Teams

Managing remote teams comes with its own unique set of challenges. While remote work offers flexibility and autonomy, it can also present obstacles that require careful navigation. From ensuring effective communication and collaboration to combating feelings of isolation and burnout, remote team managers must be equipped with strategies to address these challenges.

In the following sections, we will explore key areas of concern when managing remote teams and provide actionable insights to overcome these hurdles, promoting productivity, engagement, and well-being among team members.

Lack of Clear Expectations and Boundaries

Clear expectations and boundaries play a vital role in effectively managing remote teams. Without them, team members may experience confusion, frustration, and a lack of alignment.

By setting clear expectations around communication, scheduling, performance, recognition, and goals, managers can improve efficiency, prevent conflicts, and ensure that everyone is on the same page.

Additionally, establishing boundaries around working hours and methods of communication is crucial to prevent burnout and ensure that team members have sufficient personal time to recharge. By providing clarity in expectations and boundaries, remote team managers can foster a productive and balanced work environment for their team members.


Effective communication is paramount when managing remote teams. In the absence of a physical office setting, it becomes crucial to establish clear practices that promote effective communication.

Managers should provide clarity on the channels to be used and the frequency of communication to ensure seamless collaboration. Utilizing a combination of video conferencing, email, and tools like Slack can facilitate effective communication.

Establishing guidelines on the appropriate use of these channels helps prevent miscommunication and ensures that team members are on the same page. Regular check-ins or one-on-one meetings with remote workers are valuable opportunities to discuss goals, address challenges, and provide feedback. Clear communication also includes employee recognition during the good times.

It is equally important to set clear expectations regarding communication within the team, including guidelines for background noises and visual elements during video calls. By prioritizing effective communication practices, managers can foster strong collaboration and maintain productivity within their remote teams.


Burnout is a significant concern for remote workers, as the boundaries between work and personal life can become blurred. The nature of remote work, with its flexibility and constant connectivity, can increase the risk of burnout.

It's important for managers to recognize the signs of burnout, which may include decreased motivation, chronic exhaustion, and feelings of detachment. To prevent burnout, it is crucial to encourage remote workers to take regular breaks, establish a consistent routine that includes dedicated work hours, and set boundaries between work and home life.

Creating a supportive work environment that prioritizes positive mental health is also essential. Managers can promote open communication, provide resources for stress management, and foster a culture that values work-life balance.

By addressing the challenges of burnout and implementing preventive measures, managers can support the well-being and productivity of their remote teams.


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