09 03 2025

Leading Remote Teams

Leading remote teams effectively is an art that combines trust, autonomy, and a human-centered approach to leadership. As managers, we often focus on productivity, but engagement and connection are just as crucial for success. Here’s what I’ve picked up along the way about how to keep your remote team motivated and, more importantly, connected.

1. Trust, Autonomy and clear Goals

Without trust, you can’t build anything. This doesn’t happen overnight, it’s a daily job. Trust is earned by showing that you respect your team’s expertise and judgment.

In my experience, once I started involving my team more in decisions, it made a huge difference. They felt valued and more invested in the outcomes. And let’s face it: as managers, we sometimes think we have all the answers. But the truth is, the best ideas often come from our team members. By building that trust, you’re setting the stage for a more engaged and motivated team.

Autonomy goes hand-in-hand with trust. Remote work, by its nature, requires team members to be self-starters. But if you’re constantly looking over their shoulders (virtually speaking), you’re killing their motivation. Give your team the autonomy to manage their tasks, and you’ll see them take more initiative.

Finally, to ensure everyone is aligned and focused, we place a strong emphasis on goal-setting and measurement with clarity. “Clear is kind”. Each team member knows what success looks like, and we regularly check in to measure progress. This clarity not only drives accountability but also reinforces trust, as everyone understands their role and how their contributions impact the larger objectives.

2. A good tool stack

I’ve found that using Teams or Slack with cameras on helps create that face-to-face connection we all miss. I’ve found that regular video check-ins, where we can see each other’s expressions and body language, make a significant difference in maintaining team cohesion. But that’s just the beginning. Tools like Trello, Miro, or Loop help us visualize our work and manage projects efficiently.

The key here is not just using these tools but using them effectively. For example, we use Miro for brainstorming sessions, which helps everyone feel like they’re part of the conversation, even if they’re halfway across the world. This kind of engagement is crucial in a remote setup.

3. Respect Their Time off, again, respect it their time off

Remote work doesn’t mean 24/7 availability. Respect your team’s personal time and establish clear communication rules to maintain a healthy work-life balance.

I’m strict about respecting rest hours. We’ve established clear rules about communication channels and working hours. For example, we avoid scheduling meetings outside of agreed-upon hours, and we’re mindful of different time zones. It’s equally important to keep virtual meetings to a minimum. Before scheduling a meeting, I always ask myself, “Does this really add value?” If not, it’s an email or a message on Slack.

4. Embrace Agile Practices and Frequent Check-Ins

We’ve adopted an agile way of working, tailored to our needs. Scrum ceremonies, like sprint planning, daily syncs, and retrospectives, are a big part of this. These frequent check-ins allow the team to stay aligned, address challenges, and celebrate small wins.

One of the most valuable aspects of these ceremonies is the sprint retrospective. It’s a safe space where the team can speak up about communication and process issues. It’s not just about what went wrong; it’s about what we can do better next time. This kind of continuous improvement keeps the team engaged and moving forward.

5. Celebrate, Recognize, and Give Feedback

Celebration and recognition might seem like small things, but they have a big impact. I make it a point to acknowledge achievements publicly, whether it’s a project milestone or a work anniversary.

Feedback is just as crucial, if not more so, in a remote context. But here’s the thing, timing is everything. Instead of waiting for the next scheduled one-on-one, I’ve found that addressing issues as they arise in a timely and respectful manner leads to better outcomes.It shows your team that you care about their growth, not just the bottom line.

I make it a point to schedule regular one-on-ones where we can discuss not just performance, but also challenges, opportunities, and personal growth. These sessions are an opportunity to connect on a deeper level and ensure that each team member feels supported and valued. I also make myself available during specific times each day, so my team knows when and how to reach me if they need immediate feedback or support. Avoid at all cost becoming an absent manager.

6. (Bonus) Gamification: Use It Wisely

Gamification can be a fun way to engage your team, but it’s all about balance.

Overdo it, and you’ll kill the effect. For example, with my sales and talent acquisition team, we run challenges where we created a points system where achievements, like securing a new client or successfully filling a role, earned team members points that could be redeemed for small rewards. It’s light-hearted, creates a bit of friendly competition, and most importantly, it keeps everyone engaged. But we keep it low-key, less is more. Overdo it, and you risk turning a motivator into just another task on their to-do list.

Motivating a remote team isn’t about having all the right answers; it’s about creating a space where your team feels heard, valued, and connected. In the end, it’s about fostering a culture where everyone feels like they’re part of something bigger, even when they’re miles apart.

Summary of the key learnings

Cultivate a trust-driven culture: Trust is foundational.Trust your team and give them the space to perform.
Clear goals and metrics: Clear is kind. Establish specific, measurable goals across all levels to ensure alignment and accountability.
Effective Use of Communication Tools: Utilize tools like Teams, Slack, Trello, and Miro to maintain high-fidelity communication and visualize work. Keep cameras on during calls to foster a sense of connection.
Honor Work-Life Balance: Set clear boundaries and respect rest hours.
Adopt agile practices: Implement SCRUM ceremonies and frequent check-ins, like sprint planning and retrospectives, to keep the team aligned and provide a safe space for open discussions.
Celebrate Successes and Provide Feedback: Regularly recognize achievements and maintain frequent 1-on-1s to discuss performance, challenges, and career aspirations.
Use Gamification Thoughtfully: Incorporate gamification to boost engagement but do so sparingly to maintain its effectiveness
Be available for your team. Your team knows when and how to reach you if they need immediate feedback or support. Avoid becoming an absent absent manager.