Manage, lead and inspire remote teams: 15 tips

Managing remote teams presents a number of unique challenges. Without the day-to-day visibility of a common setting, it can be harder to align goals, spot performance issues, or create a strong learning culture. 

Communication 

For remote teams, communication is the foundation of everything. With so many tools, including email, video calls, chat apps and project boards, there’s a risk of overloading employees with messages or losing track of important details. Tone and nuance can also be harder to convey than in face-to-face interactions, leading to misunderstandings. 

Structured communication practices are essential for success when building remote teams. Managers should use the right channels for the right type of conversation and model best practices to make sure everyone’s on the same page. For example, use communication channels that offer an easy audit trail when delegating tasks for a project, and opt for video calls to check in with team members. 

Building trust 

Trust can be a real challenge in remote settings. Without regular in-person check-ins, some managers worry whether their teams are really working, while employees may feel like they have to ‘prove’ that they’re online. The result is often unnecessary pressure and micromanagement, both of which can cause resentment. 

Trust is essential for autonomy and learning. When employees feel trusted, they’re more likely to take ownership of their development and explore new skills. To build this trust, managers should lead with empathy, give employees space to work in their own way, and provide clarity on expectations and outputs. 

Balancing work and personal time 

Remote working tends to blur lines between work and personal life. Flexible hours often turn into fragmented days, which can increase stress and make it hard to switch off. Without boundaries, employees may respond to messages outside of working hours or feel guilty for taking breaks, eroding wellbeing and productivity over time. 

Managers and L&D leaders need to promote a healthy work-life balance not just through policy, but through action. It’s important that they respect contracted hours, model healthy working behaviours, and embed wellbeing into training and development plans to encourage team members to follow suit. 

Lack of interpersonal connection 

Without casual chats, shared lunches or quick questions over desks, remote employees can feel disconnected from their colleagues. This impacts collaboration, innovation and morale, which can be damaging for your business in the long term. 

Building connections in remote teams means creating opportunities for interaction beyond just work tasks. This might include virtual learning sessions, peer mentoring, or collaborative projects that spark conversation and creativity. Learning in a social context can strengthen bonds, build trust and keep teams aligned on personal and business goals. 

Mental health challenges 

Isolation, burnout, stress and low motivation are common risks for remote teams. Without regular support, employees may struggle in silence. However, when employees feel seen and supported, they’re more likely to engage in development opportunities and contribute their best work. 

For managers and L&D professionals, it’s important to create a culture where mental health is talked about openly and support is accessible. This includes offering mental health training for managers, signposting resources, and integrating wellbeing into learning content. 

Managing remote teams requires more than just ensuring that everyone has a laptop and an internet connection. It’s about creating a structure that supports productivity, growth and engagement. 

1. Don’t neglect structure 

Remote teams need rhythm and routine to stay connected and on track. Regular kick-off meetings, end-of-week roundups and daily catch-ups are great for maintaining focus, while informal events like remote team lunches or coffee chats can build team camaraderie. At the same time, structure shouldn’t become rigid, and employees should still feel empowered to work flexibly to their own schedules. 

2. Communicate clearly and regularly 

It’s better to slightly over-communicate than to assume that everyone’s on the same page. Use the right platforms for the right messages, and make sure to document communication when necessary. It’s also helpful to establish a regular check-in schedule and stick to it. Whether it’s a team-wide update or a one-on-one development chat, clarity helps people to stay focused. 

3. Take advantage of software and technology 

From an AI-powered LMS to cloud-based HR tools, the right technology can streamline operations for remote teams. While it’s important to have the right tool for each task, try not to use too many different systems, as this can become overwhelming and information can get lost. Look for platforms that support collaboration, just in time learning, documentation and integration with L&D systems. 

4. Manage performance effectively 

Performance management is especially important when you can’t physically observe your team. Effective performance management supports professional growth, highlighting both strengths and areas for improvement. Rather than being about micromanaging, this approach should encourage accountability and recognise individual achievements. Use project tracking systems, KPIs and regular check-ins to make sure goals are being met. 

5. Ask your team for feedback 

The people doing the work are the best source of insights about what’s working and what’s not. Regularly ask for feedback about tools, processes, workloads and learning opportunities, and then act on that feedback where possible. Employees who feel listened to are more likely to feel valued and motivated to work hard. 

Leading remote teams means setting the direction and tone for how your team works, communicates and grows. Here are some key tips for doing this effectively. 

1. Clearly outline roles and responsibilities 

Every team member should understand their role, what’s expected of them, and how their work contributes to broader goals. Clarity in responsibilities prevents confusion, duplication of effort and unnecessary stress. It also makes it easier to identify where learning or upskilling might be needed, helping employees to feel more confident and supported in their work. 

2. Be transparent about priorities 

When managers don’t clearly communicate priorities, employees may spend valuable time on lower-impact tasks. In remote environments, this risk is even higher, and team members heading in the wrong direction could go unnoticed for weeks. Be transparent about which tasks matter most, and follow up regularly to help teams to focus on the right things. 

3. Define, document and share procedures 

Processes that live in someone’s head don’t help remote teams. Creating knowledge transfer documentation that outlines how things are done and why promotes consistency, reduces confusion, and supports smoother onboarding of new team members. When procedures are linked to business outcomes or development goals, employees can build confidence faster and make fewer mistakes. 

4. Set and respect boundaries 

If you want employees to work efficiently, they need to be able to switch off. Avoid contacting team members outside their agreed hours, encourage them to log off without guilt, and make sure to model healthy working habits. When boundaries are respected, employees are more likely to feel safe, supported and ready to perform to their full potential. 

5. Lead by example 

Your behaviour sets the tone. If you want your team to communicate well, hit deadlines and invest in learning, you need to do these things as well. That means showing enthusiasm for projects, being consistent with your communication, and following through on commitments. People are far more likely to stay focused and motivated when they see their leaders doing the same. 

When it comes to building remote teams that thrive, inspiration matters. Employees who feel engaged and motivated are more likely to thrive and support business goals. 

1. Check in on people, not just progress 

Don’t just ask your team members what they’ve been doing – ask how they’re doing. Regular, genuine check-ins build trust, reduce isolation, and show that you care. These conversations are also great opportunities to discuss development goals, recommend learning resources and highlight growth opportunities. 

2. Create a supportive environment 

Employees need to feel safe to learn, experiment and fail. Make it clear that support is always available, whether that’s through one-to-one meetings, training sessions or mental health resources. Encourage questions, acknowledge struggles and celebrate progress, and don’t penalise individuals for setbacks outside their control. 

3. Focus on outputs 

Instead of tracking hours or activity, focus on results. Are goals being met? Is work being delivered on time and to a high standard? This output-orientated approach encourages flexibility and ownership, helping employees to feel trusted and valued in their roles. 

4. Regularly recognise contributions 

Recognition doesn’t have to be formal to be effective. A thank-you message, a shout-out in a team meeting or highlighting good work in a company update can go a long way. Recognition reinforces positive behaviour, builds motivation and creates a sense of belonging – which are key ingredients for building successful remote teams. 

5. Make time for things that aren’t work 

Virtual coffee breaks, informal chats and shared learning challenges create space for connections, helping to build relationships and improve team dynamics. When employees have space to grow, they’re more likely to stay loyal and engaged, improving their performance while strengthening your team. 

Managing remote teams successfully involves more than keeping people connected. It’s about creating clarity, trust and motivation. By focusing on key areas like communication, performance, support and continuous learning, businesses can build remote teams that are productive, loyal and committed to growth. 

Access Bookboon is designed to help you do exactly that. With our on-demand learning content you can give employees access to thousands of expert-led learning resources tailored to professional development. The intuitive, cloud-based platform makes it simple to assign, track and personalise training in a way that fits seamlessly into remote workflows. 

To see how Access Bookboon can help you to build stronger remote teams, request a demo or get in touch today.