How to Build a Remote Team That Thrives: A Step-by-Step Guide
Did you know that three-quarters of employees would start looking for new jobs if their employer took away flexible work options? Working remotely is no longer optional—it’s essential.
With the shift to remote teams, companies are reaping the benefits of a healthy work-life balance, a bigger talent pool, and lower overhead costs.
But let’s be real—managing a remote team isn’t as easy as just hopping on a few Zoom calls and calling it a day! It’s about building a workplace where people stay connected and motivated—even when they’re miles apart.
If you’re unsure how to get started, no worries—we’ve got you covered.
Join Thankbox as we guide you through everything remote, from hiring the right people to boosting your company culture and handling the typical virtual work hiccups. Let’s get started!
What is a remote team?
A virtual team is a group of people working towards a common goal that isn’t confined to the same place.
Instead of sharing an office, remote teams collaborate across various locations—at home, in a café, or even in a different country.
While it’s easy to assume that being scattered might hinder teamwork, the reality is quite different. Studies show that remote workers are nearly 50% more productive than their in-office counterparts, thanks to fewer distractions (amongst other things).
Like any team—successful remote teams thrive on crystal-clear workplace communication. The only difference? Remote teams enjoy more freedom on where and how the work gets done, making them a powerful option in today’s flexible work landscape.
Why is building an effective remote team important?
So, why should you consider building a remote team? Well, the benefits are pretty compelling. Here’s the lowdown:
Access to a global talent pool: Forget geographical limitations. With a remote team, you can tap into a diverse talent pool from all over the world. You’re not limited to local candidates, so you can cast a much wider net.
Increased productivity: As mentioned earlier, remote workers often take their work performance to the next level. Without the usual office distractions and with the ability to create the best possible work environment—tasks can get done more efficiently.
Cost savings: With a remote team, there’s no need to invest in large office spaces, utilities, or even daily coffee runs. This allows you to allocate more resources towards fostering flexibility and rewarding your team.
Enhanced employee satisfaction and retention: Employees appreciate the flexibility to balance their work and personal lives which in turn improves staff morale—helping you retain top talent and reducing turnover.
In a nutshell, building a remote team isn’t just a trendy move—it’s a strategic one that can propel your business forward. Now, let’s move on to creating an effective virtual team.
Bring Your Remote Team Closer with Thankbox!
Celebrate milestones and keep your team connected, no matter where they are. Create a Thankbox today and experience how a personalised gesture can strengthen your remote team’s bond.
How to build a successful remote team
Building a remote team takes careful thought about how everyone works together, communicates, and collaborates. To help you get started, here are some simple steps:
Step 1: Set clear expectations
The key to a thriving remote team is making sure everyone’s on the same page from the get-go. Each team member should know what’s expected of them—whether it’s their role, responsibilities, or how you’ll all stay in touch.
When everyone has clear expectations, your team can work smoothly and avoid any unnecessary confusion. It’s a good idea to document these goals in a shared space that’s easily accessible.
Also, set realistic deadlines and keep everything and everyone on track with project management tools like Asana, ClickUp, or Wrike.
Step 2: Hire the right people
Not everyone is cut out for remote work, so hire people who are self-motivated and comfortable working independently. Look for candidates with strong communication skills and a proven track record of managing their time.
Consider using assessments or trial projects to evaluate how well candidates adapt to remote work conditions. If you’re looking for a step in the right direction, check out our article, “Welcome to Better Hiring: 12 Recruitment Methods That Work.”
Step 3: Create a regular check-in schedule
Without regular check-ins, it’s easy for team members to feel disconnected. With this in mind, set up a consistent communication routine to keep everyone in the loop.
Here’s how you can do it:
Daily meetings: A quick check-in helps everyone stay updated on each other’s progress and any roadblocks.
Weekly team updates: A more in-depth meeting where the team can discuss larger projects and share updates.
Bi-weekly one-on-ones: Allocate time with individual team members to discuss their progress, deliver constructive feedback, and address any concerns.
The secret lies in finding a rhythm that works for your team and sticking to it. Also, be sure to use a mix of communication tools—video calls for face-to-face interactions, instant messaging for quick updates, and email for more formal messaging.
Step 4: Encourage a strong company culture
Just because your team is remote doesn’t mean culture takes a backseat. In fact, it’s even more important to create a sense of belonging.
Regular virtual meetings, team-building activities, and a thoughtful onboarding process can help reinforce your company’s values and keep everyone connected. It’s also the perfect time to recognise achievements and celebrate milestones.
That’s where Thankbox comes in. Being remote doesn’t mean you can’t still celebrate together.
Thankbox allows you to create personalised online group cards for any occasion—a birthday, work anniversary, or just a thank you. Each and every one of your team members can customise our cards with messages, GIFs, images, and videos to make it 100% personal.
Need it fast? Creating a Thankbox takes minutes and the recipient can receive it the same day. Plus, you can easily collect money and add a digital gift card or flower delivery to your Thankbox.
Step 5: Use the right tools
The right tools make all the difference in how smoothly your remote team operates. The goal is to foster flexibility and maintain connectivity. Take a look at this roadmap:
Project management tools: Platforms like Asana and Trello make it easy to assign tasks and track progress across different time zones.
Cloud storage: Cloud storage apps like Google Drive, Dropbox, and OneDrive allow your team to collaborate on documents in real-time, ensuring everyone has the most up-to-date info.
Communication apps: Video calls, instant messaging, and email are essential for keeping everyone in the loop. Think Zoom and Google Meet for face-to-face interactions, Slack for quick chats, and email for formal conversations.
Step 6: Focus on well-being and work-life balance
Remote work can sometimes blur the lines between personal and professional life. Encourage your team to set boundaries and take regular breaks. Enhance job satisfaction by being flexible with working hours and offering support for mental health.
Step 7: Provide regular feedback
As you already know—regular feedback helps connect your team to the bigger picture. And virtual teams are no different. Consider the following:
Keep the conversation going: Make sure your team knows how they’re doing by giving feedback on projects and tasks. Let them see the impact of their work—it’s a great motivator!
Be transparent: Share what’s happening in the company, especially any new policies or changes that might affect the team. Keeping everyone in the loop makes them feel part of the action.
Encourage and support growth: Finally, give positive feedback, celebrate wins, and offer tips for improvement. This shows you value their development and reinforces their role in the team.
Bring Your Remote Team Closer with Thankbox!
Celebrate milestones and keep your team connected, no matter where they are. Create a Thankbox today and experience how a personalised gesture can strengthen your remote team’s bond.
Common challenges in building remote teams
1. Communication breakdowns
As you might expect, misunderstandings are much more common when you’re not face-to-face. To overcome this, encourage over-communication. Regular check-ins, clear documentation, and using communication tools help encourage a tight-knit team.
2. Time zone differences
When your team is spread across different time zones, coordinating meetings and collaborating in real time can be challenging.
To manage this, find overlapping hours for live discussions and use tools like World Time Buddy to coordinate meetings. For tasks that don’t require immediate responses, embrace asynchronous communication.
3. Building trust remotely
Trust is the foundation of any successful team, but it’s harder to build when you’re not sharing the same physical space. Regular one-on-one meetings and publicly recognising efforts can help build strong relationships.
4. Cultural differences
Remote teams often comprise members from diverse cultural backgrounds, leading to different work ethics, communication styles, and expectations. Be mindful of these differences and encourage an inclusive environment where everyone feels safe and respected.
5. Security concerns
Using personal networks and devices can make sensitive company information more vulnerable to cyber threats. To mitigate these risks, make sure to implement security protocols, provide employee training on cybersecurity best practices, and use secure technology solutions.
Wrapping up
Building a thriving remote team isn’t just about getting the right people—it’s about careful planning, using the right tools, and creating a culture with continuous team interaction. Sure, there are challenges, but with the right strategies, it’s easy to overcome them.
Remember, your remote team’s success depends on creating a supportive environment. And just because you’re remote doesn’t mean you can’t celebrate milestones and recognise achievements together.
Ready to make your remote team feel more connected? Create a Thankbox today and bring your team closer, regardless of location.
Images: Cover | Man in a virtual meeting | Deal | Man in a virtual meeting in an aesthetic setting | Woman working from home
