Tips for managing remote teams effectively

Now in 2025, remote working is no longer viewed as a temporary solution to a worldwide pandemic. For many organisations, it has become a permanent feature in working life. Whether your team is fully remote or operating a hybrid model, this setup offers flexibility, a better work-life balance, and enables you to access a wider talent pool from across the country (and even the globe!).

However, remote working is not without its challenges. At Vero HR, we work with businesses of all sizes to help them adapt their people practices to suit flexible working environments. Here are some tried-and-tested ways to help your remote teams stay connected, motivated, and performing at their best.

1. Be clear from the start with policies and responsibilities

One of the biggest challenges in remote teams is miscommunication. Without the usual office interactions, it’s easy for people to feel unsure about what’s expected of them. For clarity, ensure to set clear goals, responsibilities and policies from day one. Make sure everyone understands what success looks like in their role and how they can contribute to the wider team.

An effective remote work policy should outline:

• Working hours and core availability
• Cybersecurity and data protection requirements
• Health and safety at home
• Expense claims for equipment or internet connectivity

For example, organisations might set core hours during which all employees should be available – such as between 10am to 4pm – while allowing flexibility for the rest of the day. They may also provide a checklist for setting up a safe and comfortable home workstation. Policies like this give people confidence to manage their time effectively and help managers lead consistently, without feeling the need to micromanage.

If you do start to notice, however, that performance begins to drop or communication falls below the set expectations, it may be a good time to review, change, or even withdraw the remote working arrangement.

2. Keep communication simple and consistent

Remote teams rely heavily on good communication. But more messages do not always equal better communication. The goal is to share the right information, at the right time, through the right channels.

Use a mix of tools like Slack, Microsoft Teams, and Zoom, depending on what the situation (and your chosen technology) calls for. You might use video calls for meetings, instant messaging for quick updates, and project management tools to track tasks. Using one primary platform for each type of communication reduces confusion.

And don’t forget that even simple gestures, like checking in at the start of a video call with a friendly greeting or short informal chat, can help your employees feel connected and engaged.

3. Build a team culture – yes, even remotely!

Company culture doesn’t have to live in an office. You can create a strong sense of team, even if your employees are spread across different locations. Celebrate milestones, run virtual socials, and give people space to share what’s going on in their lives while building real relationships.

Small touches like recognising birthdays, sending a quick thank-you message, or recognising achievements in team meetings take no time at all but can help remote working team members feel valued and included as part of something bigger.

Another great way to keep those relationships flowing is to have frequent short “end of week” check-in chats that provide an opportunity for both raising any work-related issues and having social discussions around plans for the weekend or asking how the family is – they really do maintain a good culture, even away from the office!

4. Equip your team with the right tools

Technology can make or break a remote team. For it not to become the latter, your employees must have access to tools that actually support the way they work. That might include project management software like Monday.com, Trello, or Asana, time-tracking tools, cloud storage, or video call platforms, as previously mentioned.

Integrated HR technology, such as the platform we configure and implement for our clients, makes it simple for remote employees to view payroll and development documents and update personal details, amongst a plethora of other tasks, to ensure they’re always up to date from an HR perspective.

It’s also important to provide your team members with support in the form of short guides or platform walkthroughs every now and then – especially when introducing new tools – to make sure everyone feels confident using them. No one wants to be left behind because of a tech issue!

5. Look after mental health and promote work-life balance

One of the downsides to remote work is that it can blur the lines between work and home life. People might feel like they must be “always on”, available 24/7, or they might struggle to switch off in the evenings. Some often feel the pressure of presenteeism and never step away from their laptops for fear of their online availability switching to ‘away’, but when in an office, the reality is that most people wouldn’t think twice about having a natter with a colleague or stepping into the kitchen for a tea break.

As an employer, it’s important to promote healthy habits for your team. Encourage people to take breaks, use their holiday, and set boundaries around their availability. Some managers find it beneficial to utilise email scheduling functionality, where you can set an email to be sent within specific working hours, even if you press ‘send’ outside of these hours. A quick message at 9pm might seem harmless, but it can set an expectant (and unhelpful) tone if it becomes the norm.

6. Trust people to deliver

Trust is a huge part of managing remote teams well. Instead of focusing solely on hours worked or activity levels, consider focusing on outcomes. Are goals being met? Are deadlines being hit? Are customers happy? If the answer is yes, then it’s working!

When people feel trusted, they’re more likely to take ownership of their work, stay engaged, and remain motivated. This also provides managers with more space to coach and support proactively and effectively.

7. Keep professional development on the radar

Just because someone works remotely doesn’t mean they should be out of sight or out of mind when it comes to career development opportunities. Be sure to schedule dedicated career development meetings (if this isn’t already covered in regular 1-2-1 catchups) and offer virtual training, online learning tools, or mentoring sessions to keep your remote team learning and growing.

It’s important to be more proactive in looking for those opportunities to teach someone a new skill, which would come more spontaneously in an office. Not only does this help improve retention levels, but it also reassures your employees that they’re a valued part of the business, no matter where they are based.

8. Encourage collaboration, not just individual productivity

It’s easy for remote work to become siloed, especially when people are focused on their own tasks and, unlike being in an office, there are no water cooler moments or spontaneous collaboration opportunities.

To plug this gap, actively encourage collaboration across departments and roles through various initiatives. This could include cross-functional projects, team brainstorming sessions, or casual knowledge-sharing sessions like Lunch and Learns. Collaboration helps strengthen relationships, brings in fresh perspectives, and, in turn, drives better business results.

At Vero HR, we help organisations across the UK build remote working practices that work for everyone, whether you’re just starting out with remote/hybrid work or looking to refine your existing approach. Get in touch to discover how our personal and tailored approach can support your team.