6 Best Practices for Remote Teams
Essential strategies for building and managing high-performing remote teams
1. Establish Clear Communication Protocols
Clear communication is the foundation of successful remote teams. Without face-to-face interaction, teams need structured communication channels and protocols to stay aligned and productive.
Communication Guidelines
- • Define response time expectations (e.g., 4 hours for urgent, 24 hours for normal)
- • Use specific channels for different types of communication
- • Establish meeting-free days for deep work
- • Create escalation procedures for urgent matters
- • Document important decisions and discussions
Channel Strategy
- • Slack/Teams for quick questions and updates
- • Email for formal communication and external contacts
- • Video calls for complex discussions and relationship building
- • Async updates for status reports and progress tracking
- • Project management tools for task coordination
2. Implement Async-First Workflows
Why Async-First Matters
Async communication respects different time zones, work styles, and personal schedules while maintaining team alignment and productivity.
Async Best Practices
- • Use structured daily standups instead of meetings
- • Create comprehensive written documentation
- • Record important meetings for later reference
- • Use project management tools for task visibility
- • Establish clear handoff procedures
When to Use Sync Communication
- • Complex problem-solving sessions
- • Team building and relationship building
- • Sensitive or confidential discussions
- • Brainstorming and creative sessions
- • Conflict resolution and difficult conversations
3. Build Trust Through Transparency
Transparency Practices
- • Share work progress openly and regularly
- • Document decisions and reasoning
- • Be honest about challenges and blockers
- • Provide context for requests and changes
- • Share company updates and strategic direction
Trust-Building Activities
- • Regular one-on-one check-ins
- • Virtual coffee chats and informal conversations
- • Team retrospectives and feedback sessions
- • Recognition and appreciation programs
- • Shared learning and development opportunities
4. Create Structured Collaboration
Collaboration Framework
Structure collaboration to ensure everyone can contribute effectively, regardless of time zone or work style.
Project Management
- • Use clear project boards and task assignments
- • Define roles and responsibilities explicitly
- • Set up regular check-ins and milestone reviews
- • Create shared workspaces for collaboration
- • Establish clear handoff procedures
Knowledge Sharing
- • Maintain comprehensive documentation
- • Create shared knowledge bases and wikis
- • Conduct regular knowledge sharing sessions
- • Use screen recordings for complex processes
- • Encourage peer-to-peer learning
5. Prioritize Work-Life Balance
Flexible Work Arrangements
- • Allow flexible working hours within team constraints
- • Respect personal time and boundaries
- • Encourage regular breaks and time off
- • Support different work styles and preferences
- • Provide ergonomic and wellness resources
Wellness Support
- • Offer mental health and wellness programs
- • Provide access to counseling and support services
- • Encourage physical activity and movement
- • Create opportunities for social connection
- • Monitor and address burnout signs
6. Measure and Improve Continuously
Key Metrics to Track
Regular measurement helps identify what is working and what needs improvement in your remote team setup.
Productivity Metrics
- • Task completion rates
- • Project delivery times
- • Quality metrics and error rates
- • Customer satisfaction scores
- • Revenue and growth metrics
Engagement Metrics
- • Employee satisfaction surveys
- • Meeting participation rates
- • Async update completion
- • Collaboration tool usage
- • Retention and turnover rates
Communication Metrics
- • Response times to messages
- • Meeting effectiveness ratings
- • Information sharing frequency
- • Blocker resolution times
- • Cross-team collaboration rates
How Scrumrobo Supports Remote Team Best Practices
Async Communication
Replace daily standup meetings with structured async updates that work across time zones and schedules.
Progress Visibility
Provide real-time visibility into team progress, blockers, and achievements without additional meetings.
Team Health Monitoring
Track team satisfaction, engagement, and wellbeing through regular check-ins and retrospectives.
Reduced Meeting Overhead
Free up time for meaningful work and relationship building by moving routine updates to async format.
Common Challenges and Solutions
Challenge: Time Zone Coordination
Solution: Use async communication as the primary method, schedule meetings during overlapping hours, and create clear handoff procedures.
Challenge: Maintaining Team Culture
Solution: Schedule regular virtual team building activities, create informal chat channels, and celebrate achievements together.
Challenge: Ensuring Accountability
Solution: Set clear expectations, use project management tools, and conduct regular check-ins and retrospectives.
Challenge: Technology Issues
Solution: Invest in reliable technology, provide training and support, and have backup plans for critical meetings.
Optimize Your Remote Team with Scrumrobo
Implement these best practices with async standups, retrospectives, and team health monitoring.