10 Tips for managing teams remotely

Effectively managing remote teams requires a shift in mindset, focusing on outcomes rather than presenteeism. Key takeaways include establishing clear communication channels and expectations through comprehensive homeworking policies, prioritizing employee well-being and addressing potential risks, fostering trust and empowering team members, leveraging technology for connection and collaboration, demonstrating care and empathy, measuring performance based on results, addressing performance issues constructively, ensuring data protection and confidentiality, embracing flexible work arrangements, and fostering a culture of openness, adaptability, and recognition. By implementing these ten tips, leaders can create a thriving remote work environment that benefits both the team and the organization.

1. Policies and procedures

Responsibilities to them, and your expectations of them, are clearly set out in a homeworking policy that is simple to understand and clearly communicated and accessible.
Encourage self-assessment which will help highlight any potential issues they are likely to face. Do they have all the equipment they need? Are they struggling with IT issues that could make their work difficult? Do they have a suitable space to work in? If they run into problems, do they know how to report them and how to get help.

2. Trust people to do their job

People thrive when they are trusted to take responsibility for their own work. That may require shifting the focus from managing to leading, guiding and coaching…push those motivational buttons! Making sure workers are given a clear brief and be equipped with the training and tools they need to effectively deal with any task. monitor performance and focus on achievement rather than working hours. A good way to plan the steps to meet long or short term goals is SMART objectives. Specific, Measurable, Achievable, Relevant and Timebound

3. Wellbeing, Health and Safety

Remember as employer you have a legal duty to protect the health and safety of all their employees in the workplace – That also includes if workplace is at home or another remote location. It can be very hard for employees to adjust to working in the same place as they live, with access to their work systems at all times. Support them in working as flexibly as possible and regularly check that they are not working for too many hours. Action for happiness 5 ways to wellbeing stay Connected with friends, family, colleagues, get active, take notice of the natural world, learn something new, Give support and time to others.

4. Measuring performance

Supporting employee well-being is crucial, but running a business or managing a team requires maximizing productivity, especially in challenging times. This can be harder remotely, as performance issues may be less obvious than in a physical office.

However, remote team management shares core principles with traditional management: clear expectations and responsibilities. Establish explicit standards for work quality and deadlines. Ensure team members understand and agree on availability for team meetings and client contact, specifying communication methods (e.g., email monitoring during office hours, scheduled or ad-hoc video calls).

Utilize online tools for workflow management and task lists to maintain transparency about assignments and responsibilities. Regularly review progress and focus on outcomes and achievements rather than time spent. Recognize that individuals have different work styles and paces; the result is typically more important than the process.

5. Show that you care

By being visible and approachable, embed into the team and organisational culture. When you have calls and interactions with individuals, ask how they are – and mean it! Ask twice if necessary. Make it a personal interaction. Make a point of remembering what they’ve told you previously and show an interest. This will show you care and understand them.

6. Working flexibly

Part of creating a positive culture inclusive of everyone and enables people to thrive, It will help if your team knows that you understand the day to day pressures and preferences of people and that you are able to support them by being more flexible about working hours.

Does your business operational hours need to be 9am-5pm. Or is there scope for people to flexibly take a break during the day and pick up some work in the evenings, or at the weekends to accommodate for things like the school run, Walking the dog, wellbeing activities going for a walk, run or cycle in day light, Young children who need looking after because the school or nursery has closed for teacher training or if a child is unwell, People may also have responsibilities in looking after family members that need to be cared for, attending health appointments etc, Some people may just be more productive in the morning, afternoon or evening. Be fair and flexible, remember it’s results rather than the hours of working that you are interested in.

7. Correcting poor performance

To ensure your team understands expectations, be visible and consistent. Address performance issues promptly to prevent them from escalating.

When addressing a shortfall, clearly define the problem: What was expected? What actually happened?

Define the issue simply and clearly. What was expected? What should have happened, but didn’t?

Was it clearly communicated and understood?
Was it realistic, given the employee’s time, resources, and training?
Are there any external factors (e.g., illness, stress, technical issues) contributing to the underperformance?

After this reflection, schedule a call (audio or video—remote may be easier than finding a private office space). Ask the employee if they recognize they haven’t met expectations and what they believe went wrong. Allow them ample time to explain.

Discuss how you can support them in completing their assigned tasks. Agree on a path forward, including a new deadline and a review date to ensure the issue is resolved. Be aware that HR support may be necessary to ensure proper procedure.

8. Keep in touch using Technology

It can make a huge difference to motivation and moral by staying visible and holding regular team and individual meetings and catch-ups. It gives people a chance to talk about how they are coping and to raise any issues that are bothering them.

People may be missing the regular social interactions that come as part of being a team, try and offer options where people can opt in or out of social engagement i.e a quiz, gaming or a safe space where they can let off steam. Keep it appealing and varied so that all workers have equal access and opportunities to join in if they wish. Encourage workers to become involved and give their own ideas.

9. Data protection and confidentiality

Remote work necessitates robust policies for handling sensitive and confidential information, mirroring those for office-based employees. All employees should receive a policy outlining confidentiality guidelines, including secure document storage within your IT system.

Consult with your IT provider to ensure system security for remote workers, as home broadband connections are often less secure than business-grade. Consider a Virtual Private Network (VPN) for enhanced security; your IT provider can assist with implementation.

Data protection and GDPR regulations remain applicable. Verify system compliance and ensure your team understands their responsibilities.

During video calls, employees must use secure connections and avoid discussing sensitive information where they might be overheard. They are responsible for the security of all information handled on behalf of the employer, whether digital or physical.

Employees working from home should prevent unauthorized access to sensitive files, especially on shared computers. Work accounts must be password-protected, and employees should log out after each session to maintain security.

10. Be open, adaptable and flexible

Be open, adaptable and flexible to different ways of working, recognise and reward people when things go well – Manage and communicate change effectively, involve and support employees in making decisions and choices about the way they work. Learn from our experiences. Recognise and celebrate differences and preferences, after all we are all human!