The Remote Team Manager's Toolkit | Teami

The Remote Team Manager's Toolkit

Everything remote team managers need to lead distributed groups effectively - strategies, tools, and techniques for optimal virtual collaboration.
Back to All The Remote Managers Playbook
Elliot Thomas
Table of contents
Multi Currency Timesheet Software
Designed for Agencies

Leading teams is difficult enough when everyone is in the same office. Managing groups that are distributed across locations multiplies the challenges exponentially. With remote work becoming ubiquitous, mastering virtual team leadership is critical. 

This article will explore the essential strategies and technologies managers need to enable seamless collaboration, productivity, and culture across dispersed groups. You'll discover proven approaches for communication, goal-setting, performance management, and more that empower teams to execute at their peak, no matter where they're located. Read on to assemble your complete remote team management toolkit.

Essential Communication Tools for Remote Team Management

Effective communication is the lifeblood of any successful remote team. With employees spread across locations, robust tools for communication, collaboration, and coordination become even more critical. This section will explore some of the most essential software solutions remote managers should have in their toolkit to enable seamless teamwork.

Email, Chat, and Video Conferencing

For both ongoing collaboration and urgent matters, remote teams need tools that facilitate rapid communication. Platforms like Slack and Microsoft Teams allow for easy chat messaging between individuals or groups. Their threaded conversations and searchability make it simple to discuss projects or get questions answered quickly.

Dedicated video conferencing software like Zoom is ideal for scheduled meetings, presentations, interviews, and other visual collaboration. Features like screen sharing and recording enable productive virtual interactions. Email still has an important place for asynchronous, non-urgent communication and sharing documents.

Together, these technologies provide the channels remote teams require to emulate in-person office communication, brainstorming, and planning. Managers should ensure their workforce has access and is trained on using these tools effectively.

Emergency Communication

Despite the best digital collaboration software, unexpected urgencies can arise in remote teams. Internet outages, technology failures, or other crises can disrupt normal communication channels. Remote managers thus need contingency plans to maintain contact with their dispersed team during emergencies.

Having emergency phone numbers and backup methods like SMS messaging is crucial. Video conferencing apps may have dial-in numbers to join meetings over a phone line if the internet is down. Isolating critical apps like chat to a separate VPN can keep them running internally during network issues.

Most importantly, managers need to establish and test emergency protocols so workers know how to get vital information if primary communication tools become unavailable. Taking steps to mitigate communication breakdowns helps remote teams handle crises smoothly.

This section covered essential contemporary communication tools for managing remote teams, with a focus on productivity software for collaboration and contingencies for emergency scenarios. With a strong toolkit enabling seamless communication, managers can lead dispersed teams to thrive as cohesively as colocated ones. The next section will explore essential security measures for protecting remote work.

Project Management and Time Tracking Tools

Task Management and Scheduling

Task management tools like Asana and Trello empower managers to organize projects into tasks, assign them to team members, set due dates, and track progress. Their interactive boards or list views give at-a-glance visibility into what everyone is working on.

Asana offers customizable workflows to match each team's needs with features like milestones, dependencies, and statuses. Trello's flexibility through its boards, lists, and cards makes it easy to adapt to different planning approaches. Both integrate with other apps to centralize project data.

These tools are invaluable for remote managers to distribute responsibilities, align on priorities, and ensure work is proceeding on schedule. Their ability to comment and collaborate within each task enhances team communication and coordination. Managers get oversight into workloads and bottlenecks so they can adjust as needed.

Time Tracking and Integration

Understanding how much time tasks take allows managers to estimate projects accurately and ensure team members aren't overburdened. Time tracking tools like Time Doctor provide insight into where effort is being spent. Employees can toggle timers as they switch between tasks and generate reports for billing or analysis.

Integration between time tracking and task management systems gives comprehensive visibility. For example, tying Asana and Time Doctor together associates time logs with project tasks automatically. This helps managers analyze velocity, identify inefficiencies, and improve team productivity over time.

Tools like Time Doctor also integrate with communication and productivity software like Slack and Google Calendar. Centralizing data from different systems enables remote managers to make informed decisions from a single source of truth. Smooth integrations enhance adoption since employees don't have to toggle between apps constantly.

With robust solutions for task management, scheduling, time tracking, and integration, remote managers can closely orchestrate complex team workflows across locations and time zones. They provide structure along with flexibility to adapt to changing priorities or staffing needs. Managers should invest time evaluating options to find the best fit for their team's workflows and preferences.

Building and Maintaining a Remote Team Culture

Team Bonding and Virtual Team-Building Activities

Fostering meaningful connections and camaraderie in virtual teams takes creativity and participation from managers. Dedicating time for interactive online team building activities is key. While virtual coffee breaks offer a more relaxed forum for organic socializing, games and classes add an element of lively fun. For example, trivia games on platforms like Gather and Teami inject playful competition and problem-solving. Remote cooking or crafting classes enable teammates to partake in hands-on learning experiences together from their individual locations. The manager can organize and host activities periodically to energize team interactions. Even classic in-person bonding experiences like escape rooms can be adapted virtually to facilitate communication and collaboration. With innovation and intention, managers can lead remote workers through entertaining online interactions that enhance team cohesion.

Maintaining Morale in Remote Teams

In addition to fostering interpersonal bonds, managers of distributed teams need to focus on sustaining employee morale over time. Establishing guiding team values provides a unifying identity and principles for remote workers. Leaders should collaborate with staff to define shared values and consistently reinforce them. Dedicated spaces for casual non-work conversations are also key for cultivating stronger connections between coworkers. Managers can boost morale by offering public praise and recognition when team members achieve milestones or demonstrate core values. Regular anonymous pulse surveys give insight into issues impacting team morale before they escalate. Encouraging employees to bond over shared personal interests and hobbies enables deeper interpersonal relationships to develop. Informal virtual events like trivia nights, coffee hours, or cooking classes further enrich team cohesion through fun casual interactions. With multiple ongoing efforts to recognize, engage, and connect with remote staff, managers can maintain positive energy and high morale across distributed teams.

Hiring, Onboarding, and Training Remote Team Members

Hiring and Virtual Interviews

Hiring top talent is crucial for building productive remote teams, but doing so without face-to-face interactions poses unique challenges. To attract candidates globally, managers should advertise open positions on high-traffic job boards like Indeed, LinkedIn, and FlexJobs while highlighting remote work perks. Integrated recruiting platforms like Greenhouse streamline the hiring workflow in one place.

Screening applicants through video calls is key for evaluating capabilities beyond just resumes. Platforms like Zoom, Google Meet, and Teami allow conducting structured interviews, tests, and presentations remotely. Using collaborative whiteboards facilitates technical assessments. Managers should look for strong communication skills since remote team members will rely heavily on tools like email, chat, and conferencing.

Setting expectations around remote work policies during the hiring process ensures candidates understand required responsibilities and company culture upfront. Recruiting remotely enables access to a global talent pool unrestricted by geography.

Remote Onboarding and Continuous Training

Onboarding remote workers presents obstacles without in-person introductions and office tours. However, e-learning platforms like Hive and Everwise offer interactive modules to guide new hires through company knowledge, tools training, and networking. Assigning onboarding buddies provides direct support and speeds onboarding through personal connections.

Cross-functional video calls where new employees meet different teams builds engagement and alignment. Company swag mailings with branded items sent to their home addresses make remote workers feel welcomed and included. Interactive questionnaires assess onboarding effectiveness and areas for improvement.

Beyond onboarding, managers should nurture skills development through continuous online training. Asana offers free courses on their software even for non-users which keeps teams up-to-date on features. All-access learning platforms like Udemy, LinkedIn Learning, and Pluralsight have extensive professional development catalogs. Webinars and virtual instructor-led sessions offer lively training through interaction.

Automated prompts can remind managers when team members are due for refreshers on tools like Teami. Investment in continuous learning resources advances remote teams’ capabilities while preventing skills from stagnating.

This section covered key strategies in hiring, onboarding, and developing talent in dispersed teams. Thoughtful onboarding and ongoing training cultivates engagement, productivity, and longevity in remote workers. With global recruiting and virtual training opportunities, managers gain access to world-class talent unconstrained by geography.

Performance Management and Appraisals in a Remote Setting

Performance Tracking and Feedback

To manage remote teams, managers need real-time visibility into workloads, productivity, and results. Time and task management tools like Teami provide quantitative performance metrics to track the completion status, speed, and quality of assignments. Integrations with communication platforms give broader qualitative insights through saved chat conversations and meeting recordings.

Regular one-on-one meetings offer opportunities for staff to highlight accomplishments and preview upcoming priorities. Managers should provide timely praise and constructive criticism frequently instead of just during formal reviews. Anonymous team surveys identify issues needing improvement and generate suggestions from different perspectives.

Whether through software integrations, frequent check-ins, or anonymous inputs, remote managers should gather comprehensive insights into team execution. This enables them to provide specific, actionable feedback based on real examples that enhance remote workers’ performance.

Goal Setting and Appraisals

Annual performance reviews are insufficient for remote teams. Ongoing goal setting provides alignment while regular mini-reviews give bidirectional feedback to calibrate expectations.

Software like 15Five and Lattice streamline appraisal workflows with customizable performance scorecards, 360 reviews, and automated scheduling. Built-in surveys gather peer feedback anonymously. Integration with tools like Slack enables giving social praise when goals are achieved.

Managers should collaborate with employees to set SMART goals reflecting company objectives and professional growth needs. A quarterly or biannual cadence for formal appraisals supplemented by monthly one-on-ones maintains engagement.

Discussion should revolve around accomplishments, learnings, and areas for improvement. Reviews present opportunities to reset goals and share feedback. With the right processes and tools, remote managers can facilitate robust performance tracking, goal setting, and appraisals tailored to distributed teams.

Conflict Management and Resolution in Remote Teams

Conflict Identification and Proactive Management

When working remotely, spotting conflicts early is critical but difficult without visual cues and proximity. Managers should establish open communication channels where team members feel comfortable raising concerns privately. Anonymous surveys like 15Five periodically check for problems brewing under the surface.

Managers can also use software integrations to identify potential issues before they escalate. For example, tracking productivity metrics in Teami and cross-referencing them with chat records in Slack could reveal frustrations emerging from workload imbalances. Lower meeting attendance rates in virtual tools like Zoom are another indicator of disengagement.

Once potential conflicts are identified, managers should address them quickly and directly, even if digitally. Being proactive prevents situations from spiraling out of hand when distance exacerbates misunderstandings. Regular one-on-one meetings provide opportunities to discuss tensions and reinforce shared goals.

Resolution Strategies for Remote Conflicts

When conflicts do arise, acting decisively is critical. Begin by gathering perspectives from all involved parties privately to understand the root issues. Then facilitate an open group discussion focused on compromises and bringing the team back into alignment.

Lean on video calls to recreate the dynamics of in-person mediation through active listening, speaking turns, and visual cues. Whiteboard collaboration apps allow teams to map solutions together. Finally, conclude with an agreement on clear next steps and shared commitments that give everyone responsibility in enacting the resolution.

Throughout the process, managers should remain impartial and steer the dialogue to constructive outcomes, not blame. Isolating relationship tensions from work objectives helps diffuse emotions. Expressing empathy while maintaining professional expectations mends rifts between remote coworkers.

With attentive monitoring for early warning signs, proactive interventions, and skillful mediation strategies, managers can adeptly navigate team conflicts that arise in dispersed work environments. Maintaining strong bonds and swift conflict resolution keeps remote teams productive and united around common goals.

Security, Compliance, and Ethics for Remote Teams

Data Security and Compliance Regulations

With employees accessing company networks and assets remotely, data security becomes paramount. Managers need to take steps to safeguard confidential information and maintain compliance.

Implementing multi-factor authentication adds an extra layer of protection by requiring secondary credentials to log in beyond just usernames and passwords. Virtual private networks (VPNs) encrypt connections, preventing outsiders from accessing data transmitted over the internet. Access permissions should be configured so team members only have visibility into necessary systems for their role. Activity logging provides visibility into data access for auditing.

Staying compliant with regulations like GDPR and CCPA is also critical when handling personal data remotely. Managers must establish data handling protocols aligned with legal obligations around data privacy and transparency. Security training teaches remote workers best practices for safeguarding sensitive information.

With robust security protocols and compliance processes, managers enable distributed teams to collaborate while protecting company assets and upholding data privacy regulations.

Ethical Considerations in Remote Teams

In addition to data protections, leading remote teams requires establishing clear ethical expectations around issues like working hours, communication norms, harassment policies, and intellectual property.

Setting core values provides guidance for how to resolve ambiguous situations ethically. Managers should articulate boundaries like maintaining reasonable availability windows and respecting coworkers' personal time. Ethical communication protocols revolve around inclusivity, constructive criticism delivery, and prohibiting harassment.

Company IP policies need to balance employee flexibility for remote work without compromising assets. Managers must confront unethical actions swiftly and set expectations around professional accountability. Ultimately these efforts cultivate trust and integrity across dispersed teams when in-person oversight is limited.

Keeping ethical principles at the forefront enables managers to anticipate and mitigate issues that remote work complicates. With the proper security, compliance, and ethics foundations, distributed teams can collaborate seamlessly and responsibly.

Work-Life Balance and Well-Being for Remote Team Members

Flexible Hours and Mental Health Support

A major advantage of remote work is schedule flexibility. Managers should encourage employees to work hours fitting their personal circumstances and energy levels. This autonomy over schedules boosts morale, provides better work-life balance, and can accommodate caregiving or other needs.

In addition to flexible scheduling, managers must prioritize mental health. Remote workers are more prone to burnout without office socialization and identity. Managers should check in regularly, watch for signs of isolation or fatigue, and emphasize taking breaks. Some software like Teami has wellness features that nudge users to take screen breaks. Availability outside core hours should be limited to respect personal time. Occasional extra time off like “recharge days” helps remote staff reset and rejuvenate. Ultimately, preserving mental well-being enables sustainable peak performance.

Physical Well-Being in Remote Work

Since remote teams work outside traditional offices, managers need to promote healthy telecommuting setups. Providing ergonomic guidelines and potentially office equipment allowances enables proper workstation configurations. Education around techniques like the 20-20-20 rule reminds staff to take regular eye breaks by looking away every 20 minutes.

Managers should also encourage movement, whether through home exercise or prompting short activity breaks. Remote team building activities like virtual yoga classes add camaraderie while incorporating movement. For teams working across time zones, managers need to ensure expectations around meeting times and availability don’t consistently disrupt sleep schedules. With some creativity and intention, the flexibility of remote work can support both productivity and physical wellness.

The Manager's Role During Change and Agility Building

Change Management and Agility Building

Managing change and building agility are crucial yet challenging responsibilities for leaders of remote teams. Without the benefit of frequent in-person interactions, transformations in systems, workflows, and policies can easily disrupt distributed workers. However, with proactive communication, thoughtful support structures, and human-centric leadership, managers can smoothly guide teams through periods of transition and position them to continuously adapt as remote work evolves.

When initially announcing major changes like adopting new collaboration platforms, managers should inform teams early and clearly articulate the benefits these updates will bring. Providing clear timelines, extensive training resources, and open channels for questions enables remote employees to get comfortable with what's ahead. Consider staggering software rollouts across the team to iron out issues before full adoption. Regularly soliciting user feedback identifies pain points needing refinement. And celebrating implementation milestones with team-wide messages or events reinforces the change by generating excitement and buy-in.

Beyond one-off initiatives, managers play a key role in nurturing lasting agility as remote environments transform. They can empower teams to rapidly realign workflows in response to new tools or shifting business priorities by encouraging thoughtful experimentation and initiative. Making it safe to try new approaches prevents stagnation, while rewarding creative problems solving keeps innovation alive across distributed groups. Actively unblocking obstacles gives remote workers latitude to pivot based on learnings instead of mandated rules. And facilitating open communication and collaboration around changes pulls the team forward in unison.

With this blend of supportive scaffolding during transitions and empowerment of autonomous adaptation, managers enable distributed teams to smoothly evolve amidst the ever-changing remote work landscape.

Resilience and SEAL Approach in Remote Management

In unpredictable environments, resilience emerges as a vital capability that allows distributed teams to thrive despite uncertainties. Managers play an influential role in cultivating resilient mindsets across remote staff.

On a personal level, practicing self-care, maintaining work-life balance, and taking time to recharge all enable managers to avoid burnout and model resilience for teams. A solutions-focused mindset, comfort with ambiguity, and high emotional intelligence also bolster the capacity to overcome remote work challenges.

Beyond personal resilience, managers should employ the SEAL framework in building team resilience:

  • Sense Making - Providing context around changes so teams understand the reasoning behind pivots. Ensuring information flows quickly to distributed staff.

  • Relating - Strengthening connections between remote coworkers through team building activities. Emphasizing collaboration and support during transitions.

  • Adaptive Capacity - Encouraging experimentation, initiative, and agile workflows. Making resources available for upskilling and mastery.

  • Leadership Alignment - Modeling resilience yourself. Reinforcing vision and rallying teams around shared goals during change.

With this holistic approach, managers simultaneously build resilience across individuals, relationships, processes, and leadership. This multifaceted foundation allows remote teams to evolve confidently when disruptions arise.

This section discussed change management, agility building, resilience, and the SEAL framework for remote managers. With proactive guidance from leaders well-versed in adaptation, distributed teams gain the capabilities to transition smoothly amidst uncertainty. By fostering resilient mindsets and agile workflows, managers empower sustainable high performance even as remote environments continuously change.

Skills for Effectively Coaching and Leading Virtual Teams

Coaching Techniques for Virtual Teams

With remote workers, traditional coaching strategies like shadowing and in-person observation are not possible. Managers must adapt their approach to provide effective guidance through screens.

One technique is recording video demonstrations to model processes and best practices visually. Remote managers can also request screenshots and recordings from employees as they complete tasks to provide personalized feedback.

Using collaboration tools like Zoom to hold regular virtual one-on-one meetings maintains an open dialogue for setting goals, identifying growth areas, and celebrating wins. Scheduling monthly or quarterly reviews provides structure while ensuring frequent two-way communication.

The GROW model offers a simple coaching framework relevant to remote teams:

  • Goal Setting: Collaborate to define objectives and metrics for success.

  • Reality Checking: Discuss obstacles, challenges, and current capabilities.

  • Options & Opportunities: Brainstorm approaches and resources to bridge gaps.

  • Willpower & Way Forward: Solidify commitments and an action plan.

With adaptability and remote-friendly techniques, managers can provide effective coaching for virtual team development.

Leadership Skills and Virtual Team Dynamics

Leading distributed groups also requires particular leadership skills that foster unity and engagement without in-person interactions.

Strong communicators thrive as remote managers, using tools like Teami and Slack to provide clear direction and rally teams around shared missions. Influential leaders enlist others towards goals by conveying passion and purpose even through screens.

Displaying trust also empowers remote teams. Setting objectives while allowing flexibility in how workers meet them signals belief in their expertise. Seeking input on decisions and offering autonomy boosts engagement.

Additionally, managers should focus on facilitating human connections within virtual teams. Dedicating time for casual bonding and praising accomplishments publicly reinforces relationships and morale.

Understanding team dynamics in remote settings is also key. Isolation can disengage workers used to social office environments. Managers need to intentionally create opportunities that nurture virtual team cohesion through activities, rituals, and celebrations.

With intentional cultivation of connections, influential communication, and trust in their team, managers can lead high-performing virtual groups.

The Virtual Team Member’s Toolbox for Emotional Health

Coping Mechanisms and Emotional Support

Tools and strategies for coping with emotional challenges in remote work. Mental health resources, support groups. Emotional health in remote work. Remote team mental health.

Working remotely can pose unique emotional challenges for team members. Without the camaraderie and casual social interactions of an office, it's easy to feel isolated or disconnected. Virtual workers also face blurred boundaries between work and personal life which can contribute to burnout. Having robust coping mechanisms and resources provides critical support.

One helpful strategy is to establish remote "water cooler" spaces, like designated chat channels, for casual non-work conversations and bonding. Virtual coffee breaks or happy hours allow casual socializing to nurture relationships. Peer support groups organized by managers or HR give team members an inclusive space to discuss shared struggles openly. Outside of work, remote employees can lean on hobbies, community groups, family, and friends for fulfillment beyond just work.

Managers should promote available mental health resources like employee assistance programs that offer confidential counseling. Apps like Talkspace and BetterHelp provide text and video-based therapy remotely. Encouraging team members to take mental health days when needed is also key. With empathy and care for their emotional needs, managers enable remote staff to thrive holistically.

Ultimately by facilitating social connections, modeling healthy boundaries, and providing mental health resources, managers equip distributed team members with essential coping mechanisms and support. This empowers virtual teams to overcome emotional hurdles and sustain resilience.

Stress Management in Remote Work

Strategies for managing stress and ensuring emotional well-being in virtual teams. Stress management techniques, emotional well-being. Virtual team support. Virtual team emotional well-being.

Remote work strips away boundaries between professional and personal realms which can negatively impact emotional health. Without visual cues that enable co-located colleagues to spot signs of burnout, stress can easily go unnoticed and spiral in virtual teams. Managers play a key role in helping team members minimize stressors and maintain emotional wellness.

Promoting focused deep work blocks rather than constant reactivity prevents burnout. Discouraging after-hours work and enforcing digital downtime preserves work-life balance. Managers should suggest techniques like mindful breathing, meditation, and breaking up intensive computer tasks through apps like Teami which prompt wellness breaks. Light exercise like desk yoga is energizing. Nature walks combat screen fatigue.

Modeling sustainable schedules and sensitivity to workloads demonstrates priorities like emotional health over pure output. One-on-ones allow managers to check in regularly and watch for any emerging struggles. Celebrating wins and moments of fun injects positivity into virtual culture. With the right balance of work and renewal, remote teams can stay engaged and energized for the long haul.

Conclusion: The Evolving Future of Remote Team Management

As remote and hybrid work models continue to gain popularity, managing virtual teams will only grow in importance. This article has explored essential strategies and technologies for enabling effective collaboration, communication, productivity, and security across distributed groups.

While the core principles of team leadership remain unchanged, from setting clear goals to fostering strong relationships, the tools and techniques for doing so remotely continue to evolve. As automation and AI become more sophisticated, they will likely take on additional responsibilities in coordinating workflows, gathering employee feedback, monitoring performance, and more. Technologies like virtual reality could also open new avenues for immersive remote collaboration in the future.

Yet even with advanced capabilities on the horizon, successful remote management will always come back to genuinely understanding and connecting with team members as individuals. The human element remains vital, no matter how dispersed teams get. Hybrid approaches that blend remote coordination with occasional in-person gatherings offer the best of both worlds.

As virtual work continues maturing, managers must stay agile, resilient, and committed to continuous improvement. While change can be disruptive, by embracing new technologies and adapting best practices from the lessons of the pandemic, leaders can position distributed teams to thrive. The future of work is here to stay - and with thoughtful strategies empowering communication, productivity, and team cohesion, it is bright for remotely managed teams.

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