As a Project Manager coming from a traditional corporate background, I never expected I’d be sitting at home, setting up a remote team meeting in a home-office hybrid attire (yes, the same shirt-pajama situation you are currently reading this article in).
I’ve had my fair share of in-office requirements for nearly a decade, so I almost felt guilty working from home – it was too good to be true. Of course, over time come new issues would arise; as I’ve already discussed, remote work isn't always a perfect solution.
But today I want to focus on something else, something I believe has become one of the most crucial skills in the 2025 workspace: remote team management.
So what’s the secret behind mastering this skill? Well, let’s start by breaking down my personal strategies and team collaboration tools for managing remote teams.
The Basics of Remote Team Management
One thing that hasn’t changed since I’ve started my professional life at home is the value of clear communication. In-office etiquette, knowing what to say, how, and where, is a great skill to have, but it can be very hard to teach, especially when you never get to see your co-worker's face. So, where do you start?
Transparency
Transparency is non-negotiable when it comes to remote team management. No matter your job position, always fill the teams in on what’s going on internally and what is to be expected.
Regularly updating your team builds trust, improves employee engagement and clarity, and prevents misunderstanding, it also makes it easier for everyone to pick up on your work if you happen to be unavailable.
Set Company Goals
Guessing is not a viable method for project management. Being effective towards your remote teams means making company goals clear and visible. Everyone should understand where a project is headed and how their role contributes to the big picture.
Build Active Feedback Loops
Once the team is onboard with the overall expectations, ask. Actively seeking feedback is the key method of keeping the threads tight; make sure to incorporate it as a regular part of your remote team management routine.
Like I said – guessing is rarely prolific, but asking always is.
[Also check out: Project Manager vs. Program Manager: What do You Need?]
Best Day-To-Day Practices for Managing Remote Teams
If you want to keep everything in your remote team running smoothly, there are some daily practices you should follow.
Overcommunication vs. Micromanaging
It’s always better to overcommunicate than to not communicate at all, especially with remote teams where information is so easily lost. However, you need to keep it balanced.
Micromanagement will kill any trust, engagement and good will you managed to build up. Build a strong onboarding process, trust your team to perform their roles, and let their work speak for itself. You’ll save yourself a lot of time and stress in the process.
Set Clear Boundaries
Remote work environments need boundaries, just like in any relationship. Being in the constant comfort of your home-office can blur the lines between what’s appropriate and what’s not, so it’s up to you to keep the office etiquette alive and running.
Establish expectations for meetings, attire, and working hours. Everyone working from home has their own personal things to manage, so try to stay flexible with their needs, but only if you're sure they won't become a problem in the long run.
Document Everything
I cannot stress enough how important documentation in remote team management. Documentation is vital for consistency and accessibility across all layers of virtual team communication.
You can use an internal wiki, shared spaces or automatic note-takers to ensure nothing gets lost in the daily grind. More on my favorite remote team management tools later.
Keep Track of KPIs
We all know how useful KPIs are for both project managers and employees. Sharing a clear understanding of what your current key performance indicators are is the best way to focus on performance rather than work hours. Which, again, helps with maintaining trust and accountability.
Unify Employee Data
As mentioned, using the right team management tools, that save, track and automate your work is crucial for running a team, but it only works if you funnel it altogether. User-friendly, open-source channels and apps are your best friends.
Best Online Tools for Remote Team Management
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I already mentioned some benefits of working with the right tools when managing your remote teams. So now let’s get into some of my favorites.
- Slack: For real-time communication, team channels, and informal connections.
- Asana & Trello: Project management tools that help organize tasks, set priorities, and track progress.
- Zoom & Google Meet: Reliable platforms for virtual meetings and webinars.
- Notion & Confluence: Centralized knowledge bases for documentation and team processes.
- Time Doctor & Toggl: Helpful for teams that need time-tracking or reporting for productivity insights.
- Miro: A collaborative whiteboard for brainstorming, diagrams, and creative teamwork
[Also check out: What are the Real Benefits of Mentorships Programs?]
How to Build a Work Culture with Remote Teams
Creating and maintaining a solid, healthy work culture is tricky even in the best of cases, but when you're managing remote teams, it’s double the challenge. However, it’s still vital that you put effort into it; otherwise you risk your employees feeling isolated and unmotivated.
Keep Meetings Short and Sweet
Your team members' time and energy is precious, save it by making meetings quick.
Short, focused meetings save time and prevent burnout. Keep a list on hand of what needs to be discussed and with whom, or, alternatively, look into Agile or Scrum methodologies to help out with your team management strategies.
Asynchronous tools will also help you keep all the necessary details at hand later, which is another practical way to keep everyone informed, without interfering with their schedule. Kevin loves using these.
Team Building Sessions
Needless to say, this is the best practice of bringing a remote team together – what you didn’t get the opportunity to say on the call, you can say in person.
Team-building is an investment in morale and collaboration, and Keeping the spirit of the team light always brings benefits long-term. According to the Harvard Business Review, crucial social time can account for over 50% of positive changes in communication patterns within teams.
Encourage a Healthy Work-Life Balance
What you feed is what you get, and that’s especially true when it comes to remote team management. Respect boundaries and time zones, and don’t expect instant replies to everything – keep in mind that plenty of people feel stressed receiving work notifications outside business hours.
It’s important to pay special attention to those who might be overworking themselves or nearing burnout, both of which can easily lead into the destructive quiet quitting spiral.
Manage your expectations and focus on the results, rather than the active hours.
Create Informal Channels
Memes and jokes can instantly shift the mood, don’t underestimate them! Allow your team to feel safe expressing random thoughts and finds, sharing personal stories or celebrations, it can’t be all work no play.
This will also give you an opportunity to make them feel seen when facing personal issues or simply having a bad day, as well as allowing them the chance to receive support from their own team members.
Final Thoughts
A PM’s daily work is usually like handling a hundred different jobs at once; I truly feel like learning how to approach your employees and work together with them (not against them) to make everyone’s life easier is the most important skill you can develop.
Remote team management is about more than policies and tools. It’s about trust, clarity, and creating spaces for people to do their best work. Benefits can attract talent, salaries can retain staff, but it’s dedication, culture, and connections that help people truly thrive.
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