People & Leadership

Managing remote teams: How to build a healthy and productive culture 

Learn how to manage remote teams effectively, support your remote workers, and overcome common challenges. Discover tools, tips, and best practices for leading a successful remote workforce.

Remote work is no longer a temporary fix; it’s a permanent feature of the US workforce.  

According to a report by the U.S. Career Institute, employers allow their hybrid teams to work remotely 1.9 days per week on average.

Meanwhile, the U.S. Bureau of Labor Statistics reported in 2024 that 35% of employed people in the US did some or all of their work at home.

This shift offers big benefits and real challenges for small and medium-sized businesses (SMBs) in particular.  

On the one hand, they can access talent beyond their local area, reduce overheads, and offer flexible roles that drive employee satisfaction.

However, without the structure and resources of larger firms, these businesses often face hurdles in communication, maintaining culture, and tracking performance. 

Managing remote teams requires a thoughtful blend of communication, trust, technology, and clear expectations.

Whether onboarding new employees virtually or keeping an established team aligned from afar, how you support your remote workforce can make or break their productivity and morale. 

In this article, we’ll explore how to manage a remote team effectively, covering everything from the tools that make it possible to the key performance indicators (KPIs) that track success.  

You’ll learn tips for managing remote employees, how to overcome the challenges of managing remote employees, and what remote team management looks like when it’s done right. 

Here’s what we’ll cover:

What is remote workforce management? 

Remote workforce management refers to the processes, tools, and leadership techniques used to support and oversee employees who work outside of a traditional office.  

This includes everything from communication protocols and task tracking to performance reviews and employee wellbeing. 

At its core, managing a remote workforce is about ensuring everyone has the clarity, tools, and guidance they need to succeed, regardless of location.

That might involve creating new workflows, adopting cloud-based software, or updating company policies to reflect flexible work structures. 

Done well, remote management empowers employees to do their best work while maintaining a strong connection to the business. 

What are the challenges of managing remote employees? 

Managing remote workers presents a unique set of hurdles that don’t always arise in a traditional office environment.  

While flexibility can boost morale and productivity, it can also lead to miscommunication, isolation, and blurred work-life boundaries. 

Here are some of the most common challenges, and how they show up in real scenarios: 

Communication gaps due to fewer informal interactions 

Without those spontaneous “water cooler” chats or hallway conversations, important context or quick clarifications can fall through the cracks.  

For example, a new team member may misinterpret a task because they felt uncomfortable asking a follow-up question in a group video call. 

Difficulty monitoring performance without micromanaging 

In a workplace, it’s easier to gauge if someone is overwhelmed or stuck just by observing their body language or behavior.   

Remotely, managers might feel pressured to check in too frequently, which can come off as micromanagement.   

The challenge is finding the right balance between trust and accountability.  

Time zone differences and scheduling conflicts 

Even within the US, not to mention across a few time zones, overlapping working hours can be tricky.  

A small business with a part-time designer in Chicago and a freelance marketer in Austin might struggle to find regular times for collaboration without cutting into personal time. 

Decreased visibility into employee well-being 

When someone’s feeling burned out or disengaged, it’s often harder to spot remotely.   

A high performer might quietly struggle with workload or mental health issues while still “looking” productive in digital systems, creating a well-being blind spot for managers.  

Limited access to training or career development opportunities 

In a remote setting, professional growth can feel out of sight, and out of mind, especially for smaller businesses without dedicated learning and development (L&D) teams.   

For instance, a remote employee might miss out on mentorship or informal coaching simply because they’re not present during ad hoc conversations or team planning sessions. 

For managers, being aware of these issues is half the battle. The next step is proactively addressing them with the right tools and people-first policies. 

Best practices for managing remote teams effectively 

There’s no one-size-fits-all approach to managing remote teams, but successful businesses tend to share a few key habits.  

Whether you’re overseeing a fully remote team or a hybrid setup, the goal is to help your people feel trusted, connected, and set up for success. 

Here are some proven best practices for managing remote teams effectively: 

1. Build trust through autonomy and consistency 

Trust is the foundation of any high-performing remote team.  

Start by giving people ownership over their work. Set clear goals and deadlines, but avoid micromanaging how those goals are achieved. 

For example, instead of asking a remote marketer for daily updates, agree on deliverables and hold regular check-ins to discuss progress and roadblocks.  

Trust signals that you believe in your team’s capability, which encourages accountability in return. 

2. Set clear, shared expectations 

Clarity is key when managing remotely. Every team member should understand: 

• What they’re responsible for. 
• When they’re expected to be available.
• How progress and performance are measured. 

Documenting these expectations in onboarding materials, shared calendars, or project charters reduces ambiguity and helps everyone stay aligned.  

Consider using shared “ways of working” documents that outline preferred tools, communication norms, and meeting availability windows. 

3. Communicate intentionally and consistently 

Without the informal touchpoints of a workplace, communication needs to be more deliberate.  

Use a mix of synchronous (live meetings) and asynchronous (messages, comments) tools to keep everyone in the loop without overwhelming them: 

• Hold weekly team stand-ups to share progress and priorities. 
• Schedule regular one-to-one meetings to check in on wellbeing and development. 
• Use asynchronous updates for low-priority information to respect focus time. 

And remember that tone can be difficult to read remotely. Encourage managers to model clarity and kindness in written comms and to ask questions before jumping to conclusions. 

4. Create structured opportunities for feedback 

In remote settings, feedback doesn’t happen as organically, so make space for it. Use structured formats, such as: 

• Monthly performance check-ins.
• Pulse surveys to gauge morale.
• Anonymous feedback forms for honest insights. 

Two-way feedback is crucial. Managers should offer constructive guidance but also actively listen to their team’s challenges.  

A feedback-rich environment strengthens trust and boosts continuous improvement. 

5. Prioritize connection and team culture 

Remote teams still need human connection to thrive.

Culture isn’t built in Slack or Microsoft Teams channels alone. It’s reinforced in everyday interactions, behaviors, and shared values. 

Some ways to cultivate culture remotely: 

• Start meetings with a quick personal check-in. 
• Celebrate wins—big or small—publicly and often. 
• Encourage social interactions through virtual coffee chats, games, or optional drop-ins. 
• Create inclusive traditions that reflect your team’s values (such as spotlighting a “win of the week”).

Even small rituals can build a stronger sense of belonging and camaraderie over time. 

6. Training and development for remote employees and managers 

Remote employees can’t rely on hallway conversations or informal shadowing to develop professionally.

That’s why targeted training is essential for both employees and their managers.

Offer learning paths that support: 

• Remote collaboration and communication. 
• Time management and self-leadership. 
• Digital literacy across your core tools. 
• Management skills for leading distributed teams. 

Pair formal training with mentorship or buddy programs to create a continuous learning culture. 

Effective remote team management includes clarity, connection, and trust.

With the right strategies, tools, and mindset, small, medium, and large businesses can build a resilient remote culture where people do their best work together and apart. 

When remote employees feel supported in their development, they’re more likely to stay engaged and grow with the business. 

How do you build culture in a remote team? 

Culture doesn’t just happen. It’s created, nurtured, and modeled by leadership.

In a remote setting, that takes intentionality. 

You need more than virtual quizzes, digital work lunches, and snack breaks to build a thriving team culture.

It’s about fostering a shared sense of purpose, trust, and inclusivity.  

When employees feel their contributions matter and they’re part of something bigger, culture follows. 

Remote team management also means recognizing wins publicly, encouraging cross-functional collaboration, and making space for non-work conversation. 

Tips for promoting team culture in a remote environment  

Managers and HR leaders can do many small things to strengthen team culture in remote settings.  

Start by making time for human connection.

Whether that’s a Friday drop-in chat or a monthly team-building session, connection builds trust. 

Encourage your team to bring their full selves to work. That could mean sharing photos, personal wins, or fun Slack channels.

Promote recognition—public praise goes a long way when face-to-face interaction is limited. 

And finally, don’t underestimate the value of clarity. A strong culture needs shared values, transparent policies, and leadership that walks the talk. 

Tools and technology to support remote workforce management  

The right tools are essential for remote workforce management.

They’re the glue that keeps communication flowing, projects on track, and employees engaged, no matter where they log in from. 

Video conferencing platforms such as Microsoft Teams or Zoom help recreate face-to-face conversations, while instant messaging apps such as Slack keeps quick check-ins informal and collaborative.  

Project management tools like Asana, Trello, or Monday.com allow everyone to see what’s happening and who’s responsible for what, helping managers stay aligned with remote employees without micromanaging. 

Cloud-based HR software can also play a huge role in managing remote workers, especially when tracking time, approving leave, managing documents, or keeping up with compliance.  

When it comes to managing remote employees’ training, digital learning platforms provide flexible development opportunities at scale. The key is to integrate tools that support connection and clarity while avoiding tool overload, which can cause fatigue.