Effective Strategies to Manage a Remote Team

Remote work has transformed how organizations operate, with virtual teams becoming the new normal across industries. According to a 2023 report by Buffer, 98% of remote workers want to continue working remotely at least part of the time for the rest of their careers, highlighting the increasing demand for flexibility in the workplace. However, managing performance in virtual teams presents unique challenges. A 2024 Gartner survey found that 70% of HR leaders struggle to manage employee performance in remote and hybrid environments, citing visibility into work progress and engagement as critical obstacles.

Effective performance management is critical for ensuring productivity and maintaining engagement and trust among remote employees. Leaders must adapt their strategies to balance accountability and autonomy while fostering a positive team culture. This article explores the fundamental principles and best practices for managing performance in virtual teams, with insights from leadership expert Dr. Jay Pugh, Head of Leadership Growth at Educate360, who shares practical approaches for overcoming the challenges of managing remotely.

Key Takeaways:

• Intentional Communication: Regular, proactive check-ins are essential to counteract remote work’s “out of sight, out of mind” mentality.
• Trust & Autonomy: Effective virtual management emphasizes trust and outcomes over constant oversight, reducing micromanagement risks.
• Right Tools & Standardization: Consistent, accessible tools streamline communication and task tracking, aligning team members and reducing miscommunication.

Challenges of Managing Performance in Virtual Teams

Managing performance in virtual teams can vastly differ from the traditional in-office setting. While remote work offers flexibility and autonomy, it also introduces several challenges impacting productivity and team cohesion. Let’s look at some of these challenges in more detail.

Transition from In-Office to Remote Work

Many employees began their careers or spent years working in a traditional office environment, where communication and collaboration were often immediate and face-to-face. According to Dr. Pugh, one of the biggest challenges in managing a virtual team stems from the rapid shift to remote work due to the Covid-19 pandemic. When employees were “thrust” into this new mode of working, many experienced a sense of disconnection, often leading to a “survival mode” approach to task management. This reactive mindset, coupled with the physical distance and diminished personal connection, can detract from long-term productivity and relationship building, as employees miss the organic, in-person interactions that naturally develop in shared spaces.Without the natural opportunities for impromptu conversations, managers must shift from reactive to proactive communication. In an office, employees could easily approach their managers or coworkers for a quick check-in, but these interactions require deliberate planning in a remote setting.

Out of Sight, Out of Mind Mentality

As Dr. Pugh points out, another challenge is the “out of sight, out of mind” mentality that often develops in remote teams. When team members aren’t physically present, it’s easy for managers and colleagues to forget to check-in. Over time, this lack of consistent communication can lead to disengagement and misalignment on tasks or projects. The absence of regular in-person interactions can create a sense of isolation for employees, further complicating performance management.

Leaders must be intentional about scheduling regular check-ins and maintaining an open line of communication, even if it’s just a short 10-minute conversation every few weeks. The goal is to ensure employees feel supported and connected to the team and their work.

Difficulty in Monitoring Progress

In a traditional office setting, gauging an employee’s progress by walking by their desk or engaging in spontaneous conversations about ongoing projects is easy. However, in a remote environment, it can be more challenging for managers to track day-to-day progress and ensure that tasks are moving forward. Performance visibility is limited without physical presence, leading to uncertainties about whether employees are on track or experiencing roadblocks.

According to a 2023 Gallup report, 54% of managers reported difficulty assessing performance in a virtual setting due to this lack of direct oversight. This uncertainty often leads to underperformance going unnoticed or employees feeling pressured to prove their productivity constantly, even during non-working hours.

Techniques for Managing Performance Without Micromanaging

One of the most significant challenges in leading virtual teams is finding the right balance between providing guidance and giving employees the autonomy to perform. While managers want to ensure employees complete tasks efficiently, the fear of micromanaging can lead to disengagement and lower morale. According to Dr. Pugh, it’s essential to focus on building trust and fostering open communication while avoiding the pitfalls of micromanagement. Here are several critical techniques to manage performance in virtual teams without crossing into micromanaging territory.

1. Establish a Centralized, Shared Location for Task Tracking

A well-organized system for tracking tasks is critical in virtual settings. Dr. Pugh emphasizes the importance of using a centralized platform where team members can access, update, and view project progress without constant follow-ups. Tools like Kanban boards, Asana, or SharePoint allow everyone to have clear visibility into the status of tasks, reducing the need for managers to check in frequently.

With a shared system, managers can see progress immediately, and team members can update their work transparently. This system fosters accountability without managers needing to constantly ask for updates, allowing employees to be independent while maintaining clarity on deliverables.

2. Differentiate Between Checking In and Checking Up

A critical point that Pugh highlights is the difference between checking in with your team members and checking up on them. Instead of focusing conversations purely on tasks and deliverables, managers should start by asking how the team members are doing personally or how they are managing their workload. Taking a personal interest in employees builds rapport and trust while making them feel supported rather than scrutinized.

For instance, instead of asking, “Where are we on this project?” you could begin by saying, “How’s everything going this week?” Dr. suggests that instead of asking “What are you doing?” ask “How are you doing?” Often, employees will share updates on their work while feeling like their well-being is a priority. This technique shifts the focus from task monitoring to relationship-building, allowing managers to gauge progress more supportively.

3. Build Trust and Autonomy

Trust is the foundation of effective performance management in virtual teams. Dr. Pugh emphasizes the importance of trusting employees to complete their work without hovering over them. When employees know they are trusted, they are more likely to take ownership of their tasks and manage their time effectively. On the other hand, constant surveillance or micromanagement can erode trust and stifle creativity.

Autonomy is not just about leaving employees alone but empowering them to make decisions and manage their work in ways that suit them best. Setting clear expectations from the outset and allowing team members to manage their workflow within those parameters is crucial. Dr. Pugh advises leaders to be available as a resource for support but to resist the urge to step in unless necessary.

4. Focus on Outcomes, Not Activity

One key challenge in remote work is the temptation to measure productivity based on visible activity, like how often an employee logs in or how many emails they send. However, Dr. Pugh stresses that the true performance measure is in outcomes, not the activity itself. Successful performance management should focus on what is accomplished rather than how long someone appears to be working.

By shifting the focus to results, managers can encourage employees to work more effectively by adjusting their working hours or organizing their tasks differently. This shift in focus eliminates the need for micromanagement since outcomes matter most. Trusting your team to deliver results fosters a more flexible, motivated, and engaged workforce.

Tools and Technologies for Virtual Team Performance

The right tools and technologies are pivotal in managing performance and maintaining alignment in virtual teams. Pugh stresses that the success of any performance management system in a remote setting hinges on the accessibility, usability, and standardization of the tools adopted. These tools facilitate task tracking, ensure clear communication, reduce the chances of misalignment, and promote accountability.

1. Choosing the Right Tools

The first step in effectively managing virtual teams is selecting the right tools that meet the team’s specific needs. Platforms like Asana, Trello, and Microsoft Teams offer a combination of project management, communication, and collaboration features, which are essential for maintaining visibility and alignment in a remote setting.

However, the choice of tool is less important than the clarity and consistency of its use. As Pugh notes, “The rule of thumb with IT isn’t about the technology itself, but the communication around the technology and the visibility it provides.” In other words, even the best tools won’t work if team members don’t clearly understand how to use them or if the tool is not accessible to everyone.

2. Standardization is Key

One of the main obstacles to virtual team performance is inconsistency in tool usage. Pugh points out that if one team member uses a tool differently from others, it can lead to miscommunication or confusion. For instance, one team member may use a project management platform to track tasks, while another may stick to email for the same purpose, causing fragmentation.

Creating a standardized process for using tools across the team is essential to ensure everyone is on the same page and information is stored, updated, and retrieved consistently to avoid miscommunication. Pugh advises leaders to establish clear guidelines on using the selected tool and ensure everyone follows the same protocols, minimizing disruptions in the workflow.

3. Embracing Flexibility in Tools

While standardization is important, it’s equally essential to recognize that different team members may have preferences for certain modes of communication. Pugh’s approach allows for communication style flexibility as long as the use of the project management and task-tracking tool is consistent.

For example, some team members might prefer email for detailed updates, while others may lean on collaboration tools like Microsoft Teams or Slack for quick questions. It’s essential for leaders to actively ask and understand each team member’s preferred mode of communication. By aligning communication methods with individual preferences, while keeping task tracking consistent, leaders can reduce friction and enhance productivity in a virtual team.

4. Continuous Feedback on Technology Use

Finally, keeping an open line of communication about how well tools function for the team is essential. Dr. Pugh recommends regularly checking in with employees to understand if the chosen technology meets their needs. For instance, some team members might need help navigating specific platforms.

By providing a space for feedback, managers can avoid issues that might hamper productivity. This feedback ensures the tools evolve alongside the team’s needs, providing a more supportive virtual environment.

Conclusion

The best leaders trust, empower, and support their teams in an increasingly remote world. By applying these techniques, you can ensure your virtual team thrives, no matter the distance. Successful virtual team management requires trust, clear communication, and proper tools. By focusing on relationship management, checking in rather than checking up, and empowering employees with autonomy, leaders can foster a sense of accountability and engagement within their teams.

Effective performance management will remain crucial to ensuring productivity, maintaining team morale, and building strong relationships as the remote work landscape evolves. By adopting these strategies, leaders can confidently manage their virtual teams, creating an environment where individuals and the organization can thrive.

Ready to take your virtual team management skills to the next level?

Our Managing Remote and Virtual Teams course explores best practices for leading virtual teams, helping you navigate the complexities of performance management, communication, and team engagement in remote settings. Click to learn more and enroll in Managing Remote and Virtual Teams today.