Managing remote and hybrid teams is a bit like conducting an orchestra where half the musicians are playing in different rooms.
The conductor (leader) must find ways to harmonise the melodies despite the physical distance, ensuring that each instrument plays its part in perfect time — all while keeping the music flowing seamlessly, even when performers can’t see or hear one another clearly.
It can be exhausting and tricky for a leader, but it’s worth putting some thought into being really intentional about the way you lead remote working teams.
After all, remote work is no longer just a trend; it's become a permanent fixture in the modern workplace.
Even though we hear of some organisations banning remote work and forcing employees to return to the office, most organisations we work with allow some form of remote working. The consequence is that most leaders in future will need to have the core skill of knowing how to effectively manage a hybrid team.
Why is it so hard?
The most common challenges leaders find in managing remote teams include:
Communication Gaps: Misunderstandings arise due to lack of face-to-face interactions.
Reduced Engagement: Remote employees may feel disconnected and less involved with the team.
Accountability Issues: Difficulty in tracking progress and ensuring tasks are completed on time.
Technological Challenges: Dependence on technology can lead to productivity loss from technical issues.
Burnout Risk: Blurred boundaries between work and personal life increase stress and fatigue.
So, what can help? Here are some techniques we have seen that work.
1. Establish Clear Expectations
The foundation of any successful team, remote or otherwise, is clarity. Remote teams can suffer from a lack of direction if expectations and goals are not communicated clearly. Make sure every team member understands their role, responsibilities, and what success looks like in their position.
It’s also important to be clear about communication expectations. Specify which channels are preferred for different types of communication, the expected response times, and how frequently you expect check-ins or updates.
Does ‘urgent’ mean within 10 minutes or by close of business? Are all of our check-ins going to be on camera, or are phone calls or texts fine? Regularly revisiting and adjusting these expectations ensures everyone remains aligned.
2. Trust Your Team
Trust is crucial for any remote team. Without the ability to monitor in-person, managers must trust that their team members are doing their jobs effectively.
Avoid the temptation to micromanage. Instead, focus on results and outcomes. Trust your team members to manage their time and workload, but be available to provide guidance when needed.
At the same time, foster a culture of accountability. Encourage team members to take ownership of their tasks and responsibilities. Regular check-ins, with progress reports and feedback can help ensure everyone remains accountable for their work.
3. Use the Right Tech Tools
In a remote environment, technology is your best ally. Utilize a variety of tools to keep communication flowing smoothly. At Melbourne Leadership Group, we prefer Zoom for meetings, Slack for real-time chat, and Mural for online whiteboards.
It’s also essential to use tools that enable asynchronous communication. Not every discussion needs to happen in real-time. You could use emails, recorded video updates, or collaborative shared documents to help bridge time zone differences with colleagues in WA or NZ. We also love online whiteboards for this purpose as well.
4. Connect As People
Remote teams can easily fall into the trap of feeling disconnected. As a leader, it’s your job to encourage regular and meaningful communication. Schedule regular team meetings to discuss progress, challenges, and next steps. Ensure that these meetings are inclusive and provide everyone a chance to speak.
Apart from formal meetings, encourage informal communication as well. Create virtual spaces where team members can chat about non-work topics, share personal updates, or simply unwind. This helps in fostering a sense of community and connection, which is often missing in remote setups.
5. Foster Growth & Learning
Remote workers often feel they are missing out on opportunities for professional growth and development. You might agree that training is one opportunity where all teammates come together in person – to learn and grow together.
If this is not possible, combat the problem by providing access to online courses, webinars, and other resources that help them develop new skills or refine existing ones. Perhaps a team online training course is a good idea.
Career goals should be a topic of discussion in your one-on-ones with your team members so that you find ways to support their aspirations.
6. Focus on Wellbeing
The blurring of work-life boundaries is a common challenge for remote workers. As a leader, you should promote your team's mental health and wellbeing. Encourage employees to take regular breaks, avoid working beyond their scheduled hours, and use their annual leave.
Promote a healthy work-life balance by setting boundaries for communication outside of work hours. The recent federal legislative changes help us to remember the “Right to Disconnect”.
7. Recognise and Celebrate Achievements
Remote teams often miss out on the spontaneous recognition and celebration that happens in a physical office. As a leader, make a conscious effort to recognise achievements, both big and small. Use your team's communication platforms to celebrate milestones, shout out accomplishments, and express gratitude for hard work.
Consider implementing a structured recognition program where team members can nominate and appreciate each other. Celebrating wins, whether it's completing a challenging project or a team member’s birthday, helps build morale and reinforces a positive team culture.
8. Collect Feedback
Successful remote management involves continuous improvement, and the best way to achieve this is by collecting feedback from your team regularly. Ask the people effected what works for them!
How? Look for tools that work for your setting - perhaps surveys, one-on-one meetings, or anonymous suggestion boxes. Ask team members about their challenges, what’s working well, and what could be improved.
Take this feedback seriously and implement changes where necessary. A team that feels heard and valued is more likely to remain engaged, motivated, and productive.
9. Above all - Adapt Your Leadership Style
Leading a remote team requires a slight shift in leadership style. Adopt a more flexible, empathetic approach that considers the unique challenges remote employees may face, such as isolation, communication gaps, or distractions at home. Be more intentional about listening, providing feedback, and offering support.
Focus on results rather than hours worked. Flexibility in working hours can help accommodate different time zones, personal schedules, and productivity peaks, which can vary significantly among team members. Show empathy and understanding towards these differences, while maintaining accountability to ensure everyone meets their goals.
Just like an orchestra conductor guiding musicians in different rooms, a leader’s success in managing remote and hybrid teams lies in synchronising diverse talents, maintaining rhythm, and ensuring every note contributes to the symphony of shared goals.
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