Best Practices and Strategies for Managing Distributed Teams Successfully

Lyudmila Kucher
Lyudmila Kucher

I specialize in outstaffing and staff augmentation, and I have extensive experti...

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distributed team management

A 2023 Statista report found that 16% of companies globally are now fully remote. Of course, you would think that the cause of this was the coronavirus pandemic, and you would be partly right. But such a model existed long before. Back in 2019, Forbes wrote that 70% of employees don’t consider it necessary to visit the office to work. Isn’t it interesting?

Is it easy to manage a distributed workforce? Absolutely not. This approach, like any other, has its challenges and pitfalls. We are here to sort everything out and consider the distributed teams’ best practices that will help your business succeed.

Key Differences Between Distributed and Remote Teams

The terms “distributed” and “remote” are often used interchangeably. But in our case, they refer to slightly different team setups. A distributed team is one where members are spread across multiple locations. They often work across different time zones or even countries. At the same time, they may still work from offices in various cities. A remote team typically means team members work from home or other non-office locations without any central office.

working with distributed teams

Let’s consider a couple of examples. The first one is about Zapier, an automation platform for connecting different apps and services. A company operates as a fully remote team. Every employee works from home or their chosen location, with no physical office at all using only remote team communication.

A company like Automattic, known for creating WordPress, is also remote-first. But they operate with distributed team members across multiple time zones. Employees work from home, additionally Automattic provides access to co-working spaces for those who prefer an office-like setting. In this situation both distributed and remote work concepts are blended.

Advantages and Drawbacks of Managing Distributed Teams

Each model of cooperation has its pros and cons. The distributed team is no exception. Working from home and not having to go to the office daily is great. Of course, employees like this scenario. You should just turn on your computer in the morning, and you’re already at your workplace. Workers do not have to spend time and money on a bus or something. They work in a comfortable and convenient environment.

This model brings significant advantages not only for the staff but also for the business. Let’s examine the key benefits of distributed teams and consider the drawbacks as well.

  • Access to global talent. Hire the best professionals regardless of location.
  • Cost savings. Reduce office overhead and operational expenses.
  • Flexible work environment. Improve work-life balance and employee satisfaction.
  • Round-the-clock productivity. Leverage different time zones for continuous workflow.
  • Diverse perspectives. Encourage innovation through varied cultural backgrounds.

Main disadvantageous:

  • Time zones and remote work can hinder real-time communication.
  • Creating a strong company culture is harder without face-to-face interaction.
  • Monitoring performance and progress can be more difficult.
  • Smooth operations depend heavily on reliable digital tools and infrastructure.
  • Remote work can lead to feelings of disconnection for some employees.

If the advantages are clear here, we suggest dwelling on the drawbacks in more detail. It can be difficult for a manager to control the work of a distributed team. You may also encounter difficulties in communication between team members. However, note that you will be able to warn these cons with the right approach. For example, you can hire a dedicated software development team from Ukraine.

 

Top Strategies for Effectively Managing Distributed Teams

Distributed team management requires intentional planning and strong leadership. You must understand the features of this model in order to properly plan processes and manage them. Your strategy should be effective and clear. To build the right approach, first analyze the needs of the business, then assess team’s needs and consider its size. Let’s talk about it in detail.

Tools to Get Clear Insights into Team Performance

Working with distributed teams should be well organized. You cannot do without specialized tools for getting insights into how your employees are functioning. There are a lot of services for tracking productivity and ensure accountability. Choose the most convenient ones for managing distributed teams easily and effectively:

  • Project management platforms. With tools like Asana or Trello, managers monitor task progress and track deadlines. They manage each offshore team member and see what he is working on.
  • Time tracking software. You need to understand how time is being spent across different projects. Use Toggl, Harvest, or Hubstaff for that purpose and get detailed reports about individual and team productivity.
  • Performance analytics tools. Platforms like Lattice and 15Five are helpful here. Managers can track employee engagement and goal progress with ease.

GitLab operates with a fully distributed team of over 1,300 employees spread across more than 65 countries. For project management, it relies on GitLab’s own platform.
To further understand team performance and productivity, GitLab uses Toggl to track work hours. Additionally, they use 15Five to collect weekly feedback from employees and monitor engagement. As a result, they have a clear vision about all working sessions, during which team members perform every task at the highest quality level.

Use Tools to Strengthen Communication and Boost Collaboration

Assertive communication is essential for distributed teams. Employees are spread across different locations and time zones. You should create an environment where collaboration can thrive. We have a list of the most popular tools for managing distributed teams:

  • Slack. A versatile messaging platform for real-time communication.
  • Zoom. A video conferencing tool is perfect for team meetings.
  • Microsoft Teams. An all-in-one collaboration hub combines chat, video calls, file sharing, and app integrations.

Utilize the right tools, and you will learn how to manage distributed teams quickly and easily. And it does not matter where people are working from. Incorporate them into your workflow. This way, you will be able to reduce miscommunication and enhance productivity. Be sure every member of your team stays on the same page.

Organize Team Retreats to Build Stronger Connections

Are you oriented on long-term success? Fostering personal connections is crucial here. To effectively manage the workforce, you can organize retreats for your employees. This way, they get the chance to meet face-to-face, strengthen relationships, and reinforce the company culture.

For example, Buffer, a fully remote company known for its transparent culture, often holds in-person meetings for its staff. During these sessions, team members can participate in workshops or different team-building activities. By investing in retreats, Buffer bridges the gap created by physical distance.

Implement Asynchronous Solutions for Better Flexibility

Sure, you are interested in how to manage a distributed team successfully. Among the most efficient tips to help is implementing asynchronous solutions. It lets individuals respond and contribute when it’s most convenient for them. Use this approach to promote better work-life balance and keep your team moving forward, regardless of their location.

Shift Away from Relying on Email for Communication

If you still use email for business communication, stop doing it. Today, many more convenient and practical approaches to working with distributed teams exist. Communication and document exchange should be faster, safer, transparent, and more convenient. Slack is an excellent option here.

managing distributed teams

Equip Remote Workers with the Resources They Need to Succeed

If you are looking for distributed teams best practices, provide employees with everything necessary. We are not talking about computer equipment or Internet connection here. Of course, this is the responsibility of each individual. This is about essential resources for remote workers:

 

  • Collaboration tools.
  • Project management software.
  • Cloud storage (Google Drive or Dropbox).
  • Time management tools.
  • Training and development resources.
  • Mental health and wellness support.
  • Ergonomic support (guidance for setting up ergonomic home office furniture, for example).
  • Cybersecurity tools (VPNs, multi-factor authentication, and so on).
  • Expense management tools.
  • Regular feedback and performance review systems.

Shopify can be a perfect image here. They offer a home office setup stipend. Employees use it to purchase ergonomic office furniture and the tech equipment they need to create a comfortable and productive workspace.

Build Accountability with Clear Work Processes

Distributed team success depends on many factors and transparency is among the key ones. Face-to-face supervision isn’t possible here. That’s why you should establish clear work processes. Everyone should understand their responsibilities.

With structured workflows, team members can work autonomously while still meeting deadlines and delivering high-quality results. So, how to manage distributed teams in this regard:

 

  • Define roles and responsibilities.
  • Set measurable goals.
  • Create standardized workflows.
  • Use project management tools.
  • Schedule regular check-ins.
  • Provide feedback loops.

These steps can help you create a structured environment. Just think how great it would be if everyone understood their role and knew how to track their work. Building trust within the team and driving productivity across your distributed workforce would be easier.

Focus on Strong Onboarding and Continuous Training

When a new person comes to your company, you should do your best to onboard them. Give access to the resources they need from day one. However, onboarding shouldn’t be a one-time event. Continuous training is equally important. Your employees should be up-to-date on new tools and processes. Use platforms like Udemy, Coursera, or internal learning programs.

What Are the Key Challenges of Managing Distributed Teams?

If you think everything you need is just finding and hiring employees for nearshore custom software development, for example, you are wrong. Distributed team management is a comprehensive and responsible process that requires constant effort, time, and attention.

Common challenges managers face in distributed team leadership:

 

  • Communication barriers.
  • Maintaining productivity.
  • Building trust and team cohesion.
  • Managing different time zones.
  • Technology reliance.
  • Monitoring performance.
  • Cultural differences.
  • Employee engagement and motivation.
  • Tracking workload balance.
  • Creating opportunities for career development.
  • Ensuring consistent feedback and recognition.

That’s a solid list, isn’t it? But don’t worry. Sure, you can learn how to build a distributed team and succeed. Understanding all these hurdles helps you choose the right approach and implement the most suitable strategies to foster collaboration and maintain productivity within your company.

Now Is the Moment to Unlock the Power of Distributed Teamwork

Since you’ve read this far, you already know how to manage a distributed team. Now, let’s figure out how to build it. It is not a piece of cake at all. Several questions arise here. Where to find employees? How can you be sure of their reliability and qualifications? How should you pay for the work of developers, for example, from India, Poland, and the USA?

Traditional hiring approaches are yesterday’s news. Today, you can pass this task on to the experts and leave your head clear. Talmatic is here to help. Our service connects companies with highly skilled engineers for contract hire. What can you get from cooperation:

  • Top-tier remote tech talents.
  • Premium concierge hiring services.
  • Transparent hiring processes.
  • Flexible contract terms.
  • Cost-effective solutions.
  • Vetted engineers.
  • Smooth team integration.
  • Long-term partnerships.

Talmatic offers qualified and experienced personnel to complement your team. By the way, if you need workers for your current or next project, you can read about the two most popular models: staff augmentation vs software outsourcing. Call us today and foster a productive, cohesive team that delivers high-quality results, regardless of location.

Frequently Asked Questions

Looking to hire remote software developers but have a few questions unanswered? We are sharing our list of frequently asked questions by our clients when hiring software developers.

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Focus on clear communication. Establish structured workflows. Make sure your distributed team is equipped with the resources.

Follow these tips for managing effectively: maintain open communication with regular check-ins, foster a strong team culture by recognizing achievements, and encourage collaboration.

Start by identifying the skills and roles you need. Use remote hiring platforms to find top talent from anywhere in the world.

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