Remote team management: 23 strategies every leader should know

Remote work has been around for years, but it became a lifeline during the pandemic — and now? It’s a permanent fixture. For many, the perks are clear as day: lower overhead for companies, no commutes for workers, and the flexibility to walk the dog or pick up the kids between meetings. But while the setup can be a game-changer, it isn’t without its difficulties.

Getting it right isn’t just about handing out laptops and scheduling Zoom calls like it’s 2020. It’s about creating a culture where people feel connected and supported to do their best work, even if they’re miles apart.

Whether you’re new to remote leadership or looking to level up, this guide will walk you through the biggest challenges and how to fix them, followed by some practical tips for building a stronger, happier team. Let’s dive in! 

Why remote work matters

From the employee side, it’s all about freedom. The freedom to work from anywhere, skip the commute, and better juggle personal responsibilities like childcare.

That kind of flexibility isn’t just convenient — it’s often life-changing. And for people with disabilities or neurodivergencies, remote work can be the difference between being able to work or not at all. 

From the employer’s perspective, the upsides are just as compelling. With less need for expensive office space, overheads shrink. Teams aren’t limited to who happens to live nearby, so the talent pool opens up massively. And when done right, remote teams are often more productive, not less.

In a nutshell, remote work: 

• Increases flexibility and work-life balance
• Reduces commuting time and related stress
• Expands access to a wider talent pool
• Boosts productivity for many workers
• Cuts down on office space and overhead costs
• Encourages autonomy and trust
• Supports inclusion for those with disabilities or caregiving duties.

It’s not hard to see why remote and hybrid setups are here to stay. But enjoying the benefits means getting the foundations right. 

3 common remote work challenges

Even the most seasoned WFH-ers struggle from time to time. Here are three of the biggest challenges, with tips on how to manage each one. 

1. A communication breakdown

Rather than popping over to someone’s desk, remote workers have to wait until their colleague gets back to them. That’s fine if the person replies quickly, but when there’s silence or a difficult response, the distance can lead to a full-blown communication breakdown. Other people get into trouble misinterpreting tone, which can spark friction.

The fix:

Set clear expectations with remote workers, including what’s an acceptable response time for emails and chats. Topics to cover include: 

• Time zones (who’s online when, and how to respect that) 
• Background noise responsibilities 
• How to choose the right channel for the message 
• Which tools to use for what 
• How and when to use emojis and gifs to improve comprehension. 

Encourage employees to communicate with each other in a variety of different ways. Some people love to chat on the phone. Others have a real phobia of it. Having a range of options — including email, phone, instant chat, video conferencing, and project management software — can help everyone stay in touch in a way that works for them.

2. Loneliness and disengagement 

It’s tougher to build rapport when people don’t see each other face-to-face. Some folk don’t talk about how they feel unless asked, which can lead to built-up resentments. Others feel lonely and isolated without regular catch-ups with their pals.

The fix:

Focus on building a community as well as a working team. Some organizations like to have a “watercooler” thread on their team chat app, which is designated for talking about anything non-work related, like the weekend or the weather. Others like to open meetings with an icebreaker session. 

To make it work, let your team know you’re setting aside time each day for everyone to discuss exclusively non-work items. Think of it as a supplement for those all-important chats you’d usually have when refilling your coffee.

It’s also a good idea to check in on team members on the regular — not to make sure they’re working — but to see how they’re feeling. If someone seems to be struggling with loneliness or anxiety, offer additional support, a video call each day or free/subsidized access to meditation apps, or time off if needed. 

3. Blurred boundaries and burnout 

When your home becomes your office, it’s easy for the lines between work and life to blur. Some people end up working longer hours without realizing it, skipping breaks, or checking emails late at night. Over time, that lack of separation can lead to stress, and eventually, the dreaded burnout.

The fix:

As a manager, you can’t force someone to shut their laptop — but you can model healthier habits. Encourage them to stick to set working hours — and model that behaviour yourself. Make it clear that there’s no expectation to reply outside of work time, and avoid sending emails late at night unless it’s urgent.

Remind your team to take breaks, get outside during the day, and use their annual leave. You could also give people permission to switch off notifications when they’re done for the day or introduce “no meeting” blocks to protect their focus time. And if you sense someone’s teetering on the edge of burnout, step in early and check if everything’s ok and whether you can help.

23 ways managers can support remote teams

Here’s a list of more tips designed to keep your remote team happy and working to their full potential.

1. Schedule catch-ups to keep your remote team on track

When working remotely, it’s tricky to see what projects are happening around the company. 

Set out a timetable for catching up with employees throughout the day, like a quick team call each morning. Encourage your employees to do the same, especially if their work needs strong collaboration.

2. Give regular feedback

Offering feedback helps remote teams feel valued. Encourage regular conversations about performance and career growth to boost motivation and performance. 

3. Recognize effort 

When people work remotely, it’s easy for wins to go unnoticed. No spontaneous high-fives or hallway shout-outs. That’s why deliberate recognition matters.

Say thank you. Celebrate progress. Call out great work in team meetings or company-wide channels. And get to know how each person likes to receive praise — some prefer a quiet DM, others love a public mention.

4. Lead by example

Employees can often pick up on their manager’s mood — and they certainly notice their actions. 

Even if you’re stressed, try to act with professionalism and remain positive while acknowledging the difficulties your workers may be facing. Your job is to provide support, which includes operating with integrity, empathy, and modelling a positive work-life balance. 

5. Create a culture of accountability

Accountability means giving people ownership of their work and trusting them to deliver. But it also means making responsibilities clear and following up when things slip.

Regular one-on-ones and shared dashboards help keep everyone on the same page. If someone is constantly dropping the ball, address it directly but supportively. 

And avoid micromanaging, because a) it’s super annoying; and b) it gets in the way of people taking ownership of their work. 

The goal is a culture where people take pride in their work and feel comfortable speaking up if they’re struggling.

6. Set clear expectations

Remote teams can’t rely on overheard conversations or impromptu updates to understand what’s expected. That’s why clarity is key. Be upfront about deliverables, deadlines, preferred tools, and how you’ll measure performance.

It’s also worth setting some ground rules for how your team operates. When should people be online? How quickly should they respond to messages? What’s the protocol for meetings or time off? 

The clearer you are, the less room there is for confusion or resentment. Using shared calendars and project management tools are all but essential, so get kitted out with tech built to make remote work easier. 

7. Respect different working styles 

Not everyone thrives on back-to-back Zoom calls. Some people do their best thinking early in the morning. Others hit their stride in the PM. And when it comes to video meetings, some love the camera on, others find it unnecessarily intrusive and draining. 

One of the perks of remote work is that it allows for different rhythms and working styles — so try to embrace that flexibility rather than stuffing everyone into the same mold.

Ask questions. Be open to experimenting. The goal isn’t uniformity — it’s creating the conditions where each person can do their best work. 

8. Be mindful of time zones

If your team’s spread across the globe, time zones can get messy fast. What’s lunchtime for one person might be bedtime for someone else. When scheduling meetings, try to rotate times so the same people aren’t always waking up early or staying online late.

It’s also worth using tools that show time zone overlaps at a glance. And if you’re sending messages outside someone’s usual working hours, add a note to say, “No need to reply now.” A little consideration goes a long way! 

9. Give the team useful tools

You can’t build a great remote team with clunky tech. Make sure everyone has access to the tools they need to do their jobs well, AND make sure they integrate with each other as much as possible. 

A solid stack might include tools like Slack (for quick messages), Zoom or Google Meet (for calls), Backlog (for tracking work), Google Drive (for sharing docs), and Cacoo for diagramming and virtual whiteboarding. 

It’s also worth setting a budget aside for things like faster internet or ergonomic chairs — whatever helps your team stay productive and sane.

10. Be flexible and inclusive

Remote work gives people the chance to build a routine that suits their life — but only if managers allow it. Flexibility doesn’t mean chaos. It just means trusting your team to make decisions about how and when they work, as long as the outcomes are good.

Being inclusive goes hand-in-hand with this. Some employees might have noisy homes, caregiving responsibilities, or neurodiverse needs that make standard working hours tricky. Create space for different realities. Ask your team what they need — and really listen to the answers without making them feel like a burden. 

11. Prize results over performative presence 

It’s tempting to measure productivity by activity: how many hours someone’s online, whether their green dot is glowing. But those things rarely reflect the quality of someone’s work.

Instead, focus on what’s being delivered. Are projects moving forward? Is the work thoughtful, useful, or creative? That’s what really matters — and it’s what will build trust on both sides. Nothing irks a remote worker like feeling their manager doesn’t trust them. 

12. Build solid workflows

When your team isn’t in the same physical space, seamless workflows are your lifeline. That doesn’t mean everything needs to be rigidly systematized — but it does mean removing unnecessary friction.

Take time to map out how things get done. Who needs to approve what? Where do people find their task list? What’s the sign-off process? The clearer and more repeatable your systems are, the less time people spend chasing information or figuring out what to do next.

13. Document everything

In an office, people can lean over and ask a question. In a remote team, they might sit on it — or guess. That’s where documentation comes in. It reduces repeated questions and helps new joiners get up to speed faster.

Create living documents that outline how things work — whether that’s your onboarding checklist, or your design feedback process. And store everything somewhere easy to access and navigate.

14. Encourage casual chat

In remote teams, social interaction doesn’t just happen — you have to make room for it. Casual conversation builds trust and helps people feel like part of a team instead of just a username.

Set up chat channels for non-work chat. Start meetings with a quick check-in. Celebrate birthdays, weekend plans, or TV show obsessions. It might seem small, but it’s the glue that holds remote culture together.

15. Do virtual team building

Speaking of culture — virtual teams need bonding just as much as in-person folks — maybe even more. But look beyond icebreakers and check-in questions. Pick stuff your team will actually enjoy. 

That might be a trivia night, or a relaxed “show and tell” session where people share something from their lives. Keep it optional and low-pressure. The goal is connection, not forced fun. 

And don’t even think about holding the event during the employee’s time off. Team-building is still work. 

16. Meet up in person

If it’s within your budget, try to bring the team together in real life at least once a year. Nothing replaces the energy of face-to-face interaction, and even a short retreat can reset team dynamics and build lasting trust.

If travel’s off the cards, even small local meetups or co-working days can help remote teammates feel more connected.

17. Train employees on working remotely

Remote work isn’t just about logging in from home — it’s a skill. And not everyone’s had a chance to build it. 

Offer training on how to manage time, communicate clearly, or use key tools. Bring in pros if you can. And don’t assume your team already knows everything, or that everyone will embrace it at the same pace. 

The same goes for you. As a manager, you’re learning too — so make space for that growth.

18. Build a remote team culture

Your team’s culture isn’t defined by office snacks or dress codes — it’s shaped by how people communicate and show up for each other. In a remote setting, you have to be intentional about shaping that.

Think about what kind of culture you want. Casual or formal? Async-first or meeting-heavy? Fast-paced or reflective? 

Talk about it openly. Set norms. And remember: culture isn’t what you say it is — it’s what people experience every day. It’s also why people choose you, and choose to stay. 

19. Plan for tech hiccups

Internet cuts. Zoom freezes. Someone’s mic won’t work for the hundredth time. It happens. Don’t let it become a source of stress or frustration.

Have backup plans where possible, be patient, and keep things in perspective. Tech issues are a feature — not a bug — of remote work.

20. Ask helpful questions

It’s easy to assume silence means “everything’s fine.” But remote teams often need an invitation to speak up. Ask questions — real ones. What’s working for you right now? What’s frustrating? Is there anything I could do differently as a manager?

Anonymous surveys can help, but so can a regular one-on-one where people feel safe being honest. And when someone does raise an issue? Don’t get defensive. Thank them for sharing, and take it seriously.

21. Offer one-on-one time

Group calls are great, but there’s no substitute for focused, individual conversations. One-on-ones help you understand what’s really going on with each person — what they’re proud of, what they’re stuck on, where they want to go.

Block out time every week or two, and don’t let it slip. It’s one of the simplest, most powerful ways to support your team.

22. Banish micromanaging 

If you can’t see employees working and walking to meetings, how do you know they’re not just napping or binge-watching Friends reruns?

The good news is, research indicates most remote workers are just as productive — if not more so — than office workers. But for when you’re itching for updates or worried someone’s not pulling their weight, project management software like Backlog is a great way to keep teams on track and you in the driving seat when delegating work.

No need for all those time-consuming (and annoying) progress updates, because you can see everyone’s deadlines at-a-glance on one dashboard, then follow up if needed. It’s also great for boosting transparency with stakeholders — just set the sharing permissions and give them the login. 

23. Talk about career growth

Remote employees can sometimes feel like they’re out of sight, out of mind — especially when it comes to growth opportunities. So don’t wait for them to bring it up.

Ask about their goals. Talk about what’s next. Help them figure out a path forward, whether that’s a promotion, a new skill, or a change in direction. When people see a future with your company, they’re more likely to stick around.

Final thoughts

Remote work isn’t just a perk — it’s a shift in how we think about work altogether. It opens the door to flexibility and inclusion for all. But to make it truly work, you need more than laptops and logins. You need a culture built on trust and clarity. One where people feel connected and empowered to do great work — wherever they are.

That means being thoughtful about communication. Giving people the well-chosen collaboration tools and space they need to thrive. And showing up as a leader who listens and leads by example.

Get those things right, and you won’t just have a remote team. You’ll have a strong, resilient one — ready for whatever comes next. 

This post was originally published on April 1, 2020, and updated most recently on June 20, 2025.