8 Tips and Challenges of Managing Remote Teams

Leading remote teams has become integral to the modern work environment as the adoption of remote and hybrid work models progresses. 

Currently, 28% of full-time employees worldwide operate entirely from their homes, signaling a trend toward this mode of employment. This evolution requires a deep comprehension of remote operational dynamics and proficient practices for guiding geographically dispersed teams.

To navigate this landscape, managers must be agile, responsive, and proactive in their approach. Effective management of these teams demands not only sharp leadership skills but also a mastery of deploying technologies and strategies that enhance productivity and team unity.

What does Remote Team mean?

Lets getting in to What does Remote Team mean?

The concept of remote teams has evolved significantly in recent years, driven by advancements in digital technology. 

These teams consist of employees from diverse locations, spanning cities, countries, or continents. 

The information sector, in particular, has seen a substantial increase in remote work arrangements. 

Many organizations have embarked on digital transformation initiatives, using cloud technology and agile systems to facilitate a smooth transition to remote work. This shift has been accelerated by recent global events, prompting companies to adapt quickly to changing workplace dynamics. 

Industry leaders like Google and Microsoft have embraced remote work, recognizing its numerous benefits.

Employees enjoy reduced commute times and flexible schedules, while companies can minimize office space and staffing costs. However, the transition to remote work presents challenges. Organizations still in the early stages of digital adoption may struggle to implement new protocols and procedures. 

Employees often face a learning curve as they adapt to remote work environments, potentially experiencing temporary dips in productivity. They must develop new skills and familiarize themselves with collaboration tools while managing the blurred lines between work and personal life. For managers, overseeing remote teams can be complex. 

Yet, with effective management strategies, remote teams can match or surpass the productivity of traditional office-based teams. The key lies in embracing the unique dynamics of remote work while addressing its challenges head-on.

8 Remote Teams Examples

#1. Collaborative Expert Teams

Collaborative expert teams are composed of specialized individuals who unite to achieve shared objectives. They draw from diverse organizations to integrate internal and external expertise. These teams often feature flexible roles, allowing personnel adjustments based on project requirements and task completion.

According to a study by McKinsey, organizations that promote collaboration are 5 times more likely to be high-performing, with 97% of employees believing that collaboration is essential for success. Technology and consulting firms frequently adopt this structure to address the specific needs of their varied international clients, particularly in areas that their internal teams may need to cover fully. 

Research from Deloitte indicates that 80% of leaders see collaboration as critical to their business strategy.

When a client requests a service that falls outside your company's core competencies, forming a collaborative expert team can enhance your professional network and demonstrate your ability to meet client demands effectively. This approach fosters innovation and drives growth, as companies that leverage external expertise can increase their market adaptability and competitive edge. 

It's a strategy that should instil confidence in your ability to serve your clients effectively.

#2. Internal Improvement Teams

Unlike collaborative expert teams, internal improvement teams comprise members from the same organization. Their primary focus is to analyze and address specific issues, offering recommendations for enhancement.

The strength of internal improvement teams lies in their ability to gather diverse viewpoints and expertise, making them particularly effective in multinational corporations where team members bring varied experiences from different regions. Businesses that market and sell their own products can establish internal improvement teams from various departments—like marketing, sales, and production—to collaboratively tackle emerging challenges.

Here is an example, if a marketing team encounters a new challenge, assembling an internal improvement team allows for a mix of insights from different branches, facilitating effective problem-solving and fostering interdepartmental collaboration.

#3. Innovation Development Teams

Innovation development teams share similarities with collaborative expert teams, consisting of specialists working together toward a common goal. However, their primary focus is on creating and enhancing products for the organization, often falling under the research and development (R&D) umbrella.

When a company aims to innovate and develop new products, innovation development teams can drive this effort, fostering creativity and invention within the organization.

#4. Operational Task Teams

Operational task teams comprise individuals responsible for ongoing daily activities. Each member operates independently within their defined roles, and their collective efforts contribute to larger organizational objectives.

These teams typically collaborate over extended periods, tackling new projects or goals after completing previous ones. Sectors such as marketing agencies, video editing studios, and software development companies greatly benefit from operational task teams, as their task-oriented nature lends itself well to remote work.

#5. Freelance Collaboration Teams 

Freelance collaboration teams blend elements of both operational task and collaborative expert teams. These groups consist of independent contractors who work together for varying durations, completing individual assignments that contribute to a broader goal.

Freelance collaboration teams often include creative professionals—such as writers, editors, and graphic designers—engaged as needed. Utilizing such a team allows companies to incorporate fresh perspectives and specialized talents into their projects, ultimately enhancing the quality and profitability of their offerings. 

#6. Global Support Teams 

Global support teams comprise members from different time zones and are typically employed for around-the-clock customer service.

This global structure ensures that when one team in Asia finishes its workday, another in North America can seamlessly take over, maintaining continuous communication and support for customers. This seamless transition reassures customers that they will always have someone to turn to for assistance, no matter the time of day.

#7. Rapid Response Teams

Rapid response teams are temporary groups formed to tackle specific objectives. Once their goal is achieved, the team disbands.

These teams are often utilized in engineering firms or organizations requiring swift solutions to pressing problems. 

While similar to internal improvement teams, rapid response teams differ in that they provide recommendations and take decisive actions to implement solutions. This structure is ideal for companies working closely with engineers or researchers.

#8. Strategic Leadership Teams

Challenges of Managing Remote Employees

​We're going to outline eight challenges associated with managing remote employees. Keep reading to learn more!

#1. Poor Communication

#2. Lack of Access to Information

Access to information is vital for smooth operations, efficient decision-making, and collaboration in any organization. 

However, in remote or distributed teams, a lack of access to information can severely impact productivity and create frustration among employees. This challenge often stems from poorly organized knowledge systems, unclear communication channels, or siloed information.

To overcome this issue and ensure that all team members have the information they need when they need it, organizations can implement the following strategies:

• Centralize Information and Resources - One of the most effective ways to ensure information accessibility is to create a centralized knowledge hub or intranet where all necessary documents, processes, and updates are stored. This could be a digital workspace, a cloud-based document management system, or an internal portal accessible to all employees, regardless of location. By centralizing essential resources, employees know exactly where to go for answers, reducing the need to chase down colleagues for information.

• Shared Drives and Cloud Storage: Use platforms like Google Drive or SharePoint to store and organize documents, templates, and guides. These tools allow easy collaboration and real-time access to the most updated files.
• Knowledge Base or Wiki: Create an internal knowledge base where frequently asked questions, policies, and procedures are documented. This will help reduce the bottleneck of information and empower employees to solve issues independently.
• Implement Clear Communication Protocols—Communication breakdowns often prevent information access. Organizations should establish clear communication protocols to ensure that all team members are kept informed and can easily access the right information at the right time.
• Designated Communication Channels: Specify which platforms (e.g., Slack, Teams, or email) should be used for different types of communication. For example, use chat for quick updates, email for formal communications, and project management tools for team collaboration.
• Regular Updates and Documentation: Ensure meeting minutes, project updates, and decisions are documented and shared with relevant teams. Transparent communication practices keep everyone in the loop and ensure no one is left out of the decision-making process.
• Provide Self-Service Access to Information—Empower employees by allowing them to find the information they need without relying on others. This can be achieved by improving the discoverability of internal resources, ensuring that they are easy to search and navigate.
• Internal Search Functionality: Ensure your knowledge hub or intranet includes a powerful search feature allowing employees to find documents, guides, or contact information quickly. Consider tagging and categorizing resources to make them easier to locate.
• On-Demand Training: Create video tutorials, recorded webinars, or step-by-step guides that employees can access anytime to learn how to use new tools or understand company processes. This allows employees to gain knowledge at their own pace without relying on live training sessions.
• Foster a Culture of Information Sharing - For remote teams, collaboration can sometimes be hampered by silos, where information is hoarded or shared only within specific departments. Leaders must foster a culture of openness and information sharing to combat this.
• Cross-Departmental Collaboration: Encourage teams to collaborate across departments and share relevant information freely. This can be supported by cross-functional meetings or shared project tools where different departments can collaborate.
• Transparency from Leadership: Leadership should model openness by regularly sharing updates, strategies, and decisions with the organization. A culture of transparency ensures that employees are aware of the situation and have access to the same information as decision-makers.
• Ensure Regular Knowledge Updates—Information quickly becomes outdated, which is as harmful as a lack of access. Organizations should regularly update their knowledge bases, guidelines, and procedures to reflect business practices, policies, or tools changes.
• Assign Information Custodians: Designate specific team members or departments responsible for updating and maintaining essential information resources. These custodians ensure that content is current and relevant.
• Periodic Information Audits: Conduct regular audits of your knowledge hub to identify and remove outdated content and ensure that new information is properly indexed and accessible.
• Use Collaboration Tools to Bridge the Gap - Collaboration platforms, such as project management tools, shared drives, and messaging apps, help ensure employees can easily share and retrieve information. These tools should be integral to your operations to support seamless knowledge sharing.
• Project Management Tools: Tools like Trello, Asana, or Monday.com can keep all information related to a specific project in one place, accessible to everyone involved. This reduces the likelihood of critical information being lost or missed.
• Real-Time Collaboration: Tools like Google Docs or Microsoft Teams allow multiple users to collaborate on documents in real time, ensuring everyone can access the most up-to-date information.

#3. Weak Organizational Culture

Building a strong organizational culture can be challenging even in traditional in-person settings, but it becomes even more complex with remote work.

To cultivate a robust remote work culture, managers must establish clear policies, offer remote-specific training that equips team members with the necessary skills, and develop onboarding protocols that align with remote work environments.

A key element in shaping this culture is the implementation of Rules of Engagement—clear guidelines that govern how team members interact, collaborate, and communicate in a remote setup.

Here's how these elements come together to strengthen remote work culture:

• Set Clear Remote Work Policies - For a remote work culture to thrive, it's crucial to establish well-defined policies that outline expectations for work hours, communication norms, and performance standards. These policies create structure and consistency, ensuring that all team members understand what is expected of them, regardless of location. Having these guidelines in place reduces confusion and builds accountability.
• Develop Remote Onboarding and Training Protocols - Proper onboarding and continuous training are essential for integrating new employees into a remote-first culture. Remote onboarding should introduce employees to their roles and responsibilities and immerse them in the company's values and communication practices. Managers should ensure that remote workers are given the tools, resources, and support needed to stay engaged and productive. Structured training, mentorship programs, and regular feedback help reinforce the desired organizational culture even when team members work apart.
• Implement Rules of Engagement - One of the most powerful tools for fostering a cohesive remote work culture is using Rules of Engagement. These agreed-upon practices and procedures guide how employees interact with one another. Here's why they are crucial for remote teams:

• Agreed-upon standards: Rules of Engagement create consistency by ensuring all team members are on the same page. Everyone knows how to communicate, collaborate, and contribute to the team's objectives. This could include guidelines on response times, preferred communication platforms, and meeting protocols.
• Flexibility for various situations: These rules consider the unique challenges of remote work, including different time zones, work styles, and communication preferences. Setting clear expectations helps prevent misunderstandings and ensures everyone is comfortable and productive in their remote environment.
• Building trust and alignment: Rules of Engagement establish a sense of fairness and transparency across all levels of the organization. Employees know what to expect from their colleagues and managers, which fosters collaboration and strengthens team cohesion. Clear procedures reduce friction, empowering employees to focus on tasks while feeling supported.

• Foster Connection and Trust - Beyond policies and engagement rules, a thriving remote work culture requires a sense of connection. To replicate the camaraderie found in in-person workspaces, encourage team-building activities, virtual social events, and informal check-ins. Open communication channels and transparency from leadership also go a long way in promoting a sense of belonging. Organizations can create a robust and unified culture by combining well-defined remote policies, effective onboarding, and clear Rules of Engagement, even when team members work miles apart. This leads to better collaboration and improves employee morale and long-term retention.

#4. Social Isolation

A common challenge remote workers face is the sense of loneliness that comes with social isolation. With the spontaneous interactions of an office environment, many remote employees can find chances for casual conversations, leading to feelings of disconnection and making it easier for them to feel part of the team.

However, teams can bridge this gap with the right virtual office solution. Virtual platforms enable employees to "approach" one another online, starting casual chats just as they would in a physical office. These informal interactions build relationships and often naturally shift to work-related topics when needed.

Beyond virtual office spaces, here are a few more ways to encourage social engagement in remote teams:

• Host Virtual Office Parties - Organize virtual get-togethers where team members can connect in a fun, informal setting. These could include games, trivia, or themed events to get everyone involved and break the ice.
• Plan Virtual Team Lunches - Arrange regular virtual lunches where team members can eat together and chat about non-work topics. These conversations, which mimic the casual discussions that typically happen during lunch breaks in the office, are crucial in fostering a sense of connection and understanding among team members.
• Offer Virtual Social Hours - Set specific weekly times for virtual social hours, giving employees a chance to gather and talk about anything outside of work. These unstructured moments are about team building, reducing feelings of isolation, and fostering stronger team connections over time. By using these strategies, organizations can boost social engagement among remote teams, ensuring employees feel connected, supported, and part of a cohesive group, even from a distance.

#5. Not Tracking Work and Productivity 

​When tracking productivity in a remote work environment, it's crucial to prioritize outcomes over constant monitoring. 

This approach not only prevents employees from feeling micromanaged but also empowers them to work efficiently. By setting clear expectations and goals for tasks and projects, managers can guide their teams towards success without the need for minute-to-minute supervision.

Here are a few strategies to effectively track remote productivity while fostering a sense of autonomy:

• Set Clear Expectations and Goals - Start by clearly defining what success looks like for each task or project. This involves setting specific, measurable goals that employees can work toward. When employees understand the outcomes they're expected to achieve, they're more likely to stay focused and motivated. Rather than tracking every action they take, managers can check in on whether those goals are being met, allowing for more flexibility in how the work gets done.
• Measure Progress with Digital Tools—Digital collaboration tools are invaluable for tracking progress in real-time without micromanaging. Tools like project management software (e.g., Trello, Asana, or Monday.com) allow employees to document their progress, update their tasks, and visualize project timelines. These platforms offer a transparent way for managers to stay informed about ongoing work without needing to constantly check-in. Additionally, using shared digital whiteboards (like Miro or Microsoft Whiteboard) during meetings or brainstorming sessions helps track project evolution and ideas.
• Regular check-ins, such as weekly one-on-one meetings or team status updates, are key to maintaining productivity in a remote work environment. These structured meetings allow managers to discuss progress with employees, discuss roadblocks, and offer support. They encourage open communication and trust without the need for constant monitoring.
• Use Metrics to Evaluate Outcomes - For outcome-focused productivity tracking, it's essential to rely on metrics that reflect the quality and impact of the work done. These metrics could include deadlines met, quality of deliverables, client satisfaction, or task efficiency. By focusing on the results achieved rather than how many hours were logged, managers can evaluate productivity in a way that's more meaningful and aligned with business goals.
• Encourage Self-Management and Accountability—Empower employees to take ownership of their work by encouraging them to self-manage. This can include setting their own deadlines within a project's more extensive timeline or using task management tools to stay organized. When employees are accountable for their results, they're more likely to stay engaged and committed to their work.
• Provide Regular Feedback and Recognition - Continuous feedback helps remote employees understand how they perform relative to expectations. Positive reinforcement, constructive criticism, and recognition of completed goals are critical to maintaining morale. Acknowledging success based on outcomes shows employees that their contributions are valued and reduces the pressure of being monitored for every action they take.
• Use Software Efficiency - By using solutions like time tracking software, managers gain access to information on crucial things like attendance, which are instrumental in making further informed decisions and work adjustments. 
  

By focusing on outcomes rather than tracking every activity, managers can foster a more trusting, autonomous work environment while ensuring productivity stays on track. Digital tools, clear communication, and a goal-driven approach can help teams stay productive without the burden of micromanagement. 

This balance not only boosts employee satisfaction but also drives better results.

#6.Burnout 

When employees commute to the office daily, it naturally creates a clear boundary between work and home life. 

The physical separation signals the start and end of the workday, allowing individuals to switch between personal and professional modes mentally. However, with the rise of remote work, this boundary has blurred. Many remote employees work longer hours, often struggling to "switch off" from work, which can eventually lead to burnout or decreased productivity.

To address this challenge, it's essential to set up systems and habits that help remote employees maintain a healthy work-life balance. 

Here are a few ways to create boundaries and prevent burnout:

• Establish Clear Work Hours - Encourage employees to set fixed work hours and stick to them. By defining a start and end time for the workday, team members will likely avoid falling into the trap of working late into the evening. Employers should also respect these boundaries, avoiding non-urgent communication outside regular working hours.
• Designate a Dedicated Workspace - A dedicated workspace at home can help signal the start of the workday. Employees should be encouraged to set up a specific spot for work—whether it's a home office or a quiet corner. This helps create a mental separation between "work" and "home" environments, even when both are physically identical.
• Take Regular Breaks - Remote workers are often at risk of skipping breaks, which can lead to prolonged periods of uninterrupted work. Reminding employees to take regular, scheduled breaks during the day to rest and recharge is crucial. Short breaks throughout the day can boost focus and prevent burnout.
• Encourage Digital Detox After Work - Employees should be encouraged to log off entirely from work tools, including emails, messaging apps, and project management platforms, once the workday ends. A digital detox at the end of the day helps establish a clear boundary between work hours and personal time, allowing for better relaxation and downtime.
• Promote Time Management Tools - Offering time management and productivity tools can help employees organize their tasks more efficiently, preventing the need for extended work hours. Tools like task lists, or project management platforms can help workers focus on high-priority tasks during regular hours, reducing the need to work overtime.
• Foster a Healthy Remote Work Culture - Leaders should model healthy work-life boundaries by not promoting an "always-on" culture. Encouraging employees to take their vacation time, not rewarding overwork, and promoting mental health initiatives are critical steps in maintaining long-term productivity and preventing burnout in remote teams.

#7.Poor Team Collaboration 

Seamless, intuitive collaboration is essential for remote teams to thrive. 

Managers should cultivate an environment that supports synchronous document editing, project tracking, and virtual brainstorming sessions. Platforms like AgilityPortal, Slack and Microsoft Teams, which facilitate collaborative efforts through real-time engagement and brainstorming capabilities even from remote locations, are invaluable.

Managers can foster this by organizing consistent virtual team-building activities and casual video chats, along with acknowledging both individual and collective contributions. These practices help simulate the informal social interactions that are often missing in remote settings.

Holding frequent feedback sessions also plays a pivotal role in understanding team requirements and addressing any new challenges, thus strengthening team unity. Initiatives like these are vital for fostering trust, reducing feelings of isolation, and increasing a sense of belonging among team members.

Using tools should be optimized to ensure that they are fully utilized to meet the team's specific needs. 

These platforms also enable the creation of specific channels or groups for particular projects or discussions, maintaining focused and structured interactions. It is critical for managers to not only provide these tools but also actively promote their usage in ways that replicate the dynamic interactions typical of physical office settings.

 #8. No Work-Life Balance 

Managing remote teams also involves acknowledging and respecting team members' time and space. This includes being aware of time zone differences and setting sensible expectations for availability and responsiveness. Managers play a key role in modeling and advocating for a balance that prevents burnout and maintains enthusiasm for work.

Managers should advocate for policies that support mental well-being, like endorsing regular breaks and stress management support. Promoting a culture where disconnecting at the end of the day is standard practice is crucial for sustaining long-term productivity and employee satisfaction.

Promoting work-life balance is essential for maintaining employee well-being, reducing burnout, and enhancing overall productivity. Organizations prioritizing this balance create a healthier work environment, increasing job satisfaction and employee retention. 

Here are several effective strategies to promote work-life balance within your organization:

• Set Clear Work Hours - Encourage employees to establish specific work hours and respect these boundaries. Communicating expected working hours helps employees separate their professional and personal lives. When work hours are defined, it becomes easier for employees to switch off after work and focus on individual activities.
• Encourage Regular Breaks - Remind employees to take regular breaks throughout the day. Short breaks can help refresh the mind and improve focus, preventing burnout. Encouraging activities like walking, stretching, or meditating during breaks can enhance overall well-being.
• Offer Flexible Work Arrangements - Provide flexible or remote work options. Allowing employees to choose when and where to work can help them better manage their responsibilities and professional obligations. This flexibility can significantly improve job satisfaction and reduce stress.
• Implement a Results-Oriented Work Environment (ROWE)—Transition to a results-oriented work culture that focuses on the quality of work produced rather than the number of hours worked. By prioritizing outcomes over activity, employees can work at their own pace and structure their days to suit their personal needs.
• Encourage Time Off - Promote using vacation days and personal Time off. Encourage employees to take regular breaks from work to recharge and prevent burnout. Implementing policies encouraging Time off, such as unlimited vacation days or mandatory breaks, can significantly enhance work-life balance.
• Provide Wellness Programs - Offer wellness programs that focus on physical, mental, and emotional health. These could include gym memberships, yoga classes, mental health resources, or stress management workshops. Providing access to resources that support employee well-being can positively impact their work-life balance.
• Create a Supportive Work Culture - Foster a culture that values work-life balance. Encourage open conversations about workload, stress management, and personal commitments. Employees who feel supported by their peers and management are more likely to prioritize their well-being.
• Limit After-Hours Communication—Set expectations around after-hours communication. Encourage employees to avoid checking emails or responding to messages outside of work hours. By creating a culture that respects personal Time, employees can disconnect and recharge.
• Encourage Self-Care - Promote self-care practices and encourage employees to prioritize their well-being. This could include organizing workshops on time management, stress reduction, or mindfulness. Encouraging employees to engage in enjoyable activities can lead to improved mental health and job satisfaction.
• Lead by Example - Leaders and managers should model work-life balance behaviours. Employees are more likely to follow suit when management prioritizes their well-being and respects work-life boundaries. Demonstrating a healthy work-life balance can create a positive ripple effect throughout the organization.
• Regularly Assess Workloads - Conduct assessments of employee workloads to ensure they are manageable. Open communication about workload and expectations can help identify areas where support is needed, allowing for adjustments that promote balance.
• Create Social Opportunities—Organize team-building activities or social events that allow employees to connect outside of work tasks. These opportunities foster relationships and provide a sense of belonging, contributing to a healthier work-life balance.

Implementing these strategies can help organizations organizations cultivate a work environment that promotes work-life balance. 

Supporting employees in maintaining a healthy equilibrium between their personal and professional lives enhances individual well-being and contributes to overall organizational success.

​Confront Remote Challenges Directly with AgilityPortal.

Managing remote employees presents distinct challenges for leaders. By utilizing AgilityPortal to tackle these obstacles, your organization can enhance productivity as employees engage more deeply with their work and each other.

AgilityPortal's virtual office software creates a shared digital environment where teams can establish regular coworking hours, hold daily standup meetings, develop dedicated project workspaces, and foster social interactions. 

Also, the AgilityPortal chat feature allows team members to easily connect by simply typing a message, making it feel as if they are walking up to a colleague for a quick conversation.

Explore our comprehensive guide on managing remote teams to discover how to navigate potential challenges and ensure your virtual workplace remains both efficient and enjoyable. 

Wrapping up

Effectively leading remote teams demands strategic planning, transparent communication, and compassionate leadership. 

As remote work gains traction, modifying these leadership approaches is crucial for the sustained success and growth of any remote workforce. Through such adaptations, managers do more than just enhance team productivity; they also contribute to their team members' well-being and professional development.

By adhering to these principles, managers can create a work environment that is both productive and cooperative, fulfilling for all involved. The success of a remote team is measured not just by the results they produce but also by the support and direction they are given in their professional lives.