People & Leadership

Managing remote teams: How to build a healthy and productive culture

Learn how to manage remote teams effectively, support your remote workers, and overcome common challenges. Discover tools, tips, and best practices for leading a successful remote workforce.

Remote work is no longer a temporary fix; it’s a permanent feature of the UK workforce.

A recent study covered by The Times from King’s College London found that UK employees now work remotely an average of 1.8 days per week, compared to 1.3 days globally.

Meanwhile, a Forbes Advisor survey revealed that 63% of UK workers now work remotely either on a part or full-time basis.

This shift offers big benefits and real challenges for small and medium-sized businesses (SMBs) in particular.

On the one hand, they can access talent beyond their local area, reduce overheads, and offer flexible roles that drive employee satisfaction.

However, without the structure and resources of larger firms, these businesses often face hurdles in communication, maintaining culture, and tracking performance.

Managing remote teams requires a thoughtful blend of communication, trust, technology, and clear expectations.

Whether onboarding new employees virtually or keeping an established team aligned from afar, how you support your remote workforce can make or break their productivity and morale.

In this article, we’ll explore how to manage a remote team effectively, covering everything from the tools that make it possible to the key performance indicators (KPIs) that track success.

You’ll learn tips for managing remote employees, how to overcome the challenges of managing remote employees, and what successful remote team management looks like when it’s done right.

Here’s what we’ll cover:

What is remote workforce management?

Remote workforce management refers to the processes, tools, and leadership techniques used to support and oversee employees who work outside of a traditional office.

This includes everything from communication protocols and task tracking to performance reviews and employee wellbeing.

At its core, managing a remote workforce is about ensuring everyone has the clarity, tools, and guidance they need to succeed, regardless of location.

That might involve creating new workflows, adopting cloud-based software, or updating company policies to reflect flexible work structures.

Done well, remote management empowers employees to do their best work while maintaining a strong connection to the business.

What are the challenges of managing remote employees?

Managing remote workers presents a unique set of hurdles that don’t always arise in a traditional office environment.

While flexibility can boost morale and productivity, it can also lead to miscommunication, isolation, and blurred work-life boundaries.

Here are some of the most common challenges, and how they show up in real scenarios:

Communication gaps due to fewer informal interactions

Without those spontaneous “water cooler” chats or hallway conversations, important context or quick clarifications can fall through the cracks.

For example, a new team member may misinterpret a task because they felt uncomfortable asking a follow-up question in a group video call.

Difficulty monitoring performance without micromanaging

In a workplace, it’s easier to gauge if someone is overwhelmed or stuck just by observing their body language or behaviour.

Remotely, managers might feel pressured to check in too frequently, which can come off as micromanagement.

The challenge is finding the right balance between trust and accountability.

Time zone differences and scheduling conflicts

Even within the UK, not to mention across a few time zones, overlapping working hours can be tricky.

A small business with a part-time designer in Edinburgh and a freelance marketer in Lisbon might struggle to find regular times for collaboration without cutting into personal time.

Decreased visibility into employee wellbeing

When someone’s feeling burned out or disengaged, it’s often harder to spot remotely.

A high performer might quietly struggle with workload or mental health issues while still “looking” productive in digital systems, creating a wellbeing blind spot for managers.

Limited access to training or career development opportunities

In a remote setting, professional growth can feel out of sight, and out of mind, especially for smaller businesses without dedicated learning and development (L&D) teams.

For instance, a remote employee might miss out on mentorship or informal coaching simply because they’re not present during ad hoc conversations or team planning sessions.

For managers, being aware of these issues is half the battle. The next step is proactively addressing them with the right tools and people-first policies.

Best practices for managing remote teams effectively?

There’s no one-size-fits-all approach to managing remote teams, but successful businesses tend to share a few key habits.

Whether you’re overseeing a fully remote team or a hybrid setup, the goal is to help your people feel trusted, connected, and set up for success.

Here are some proven best practices for managing remote teams effectively:

1. Build trust through autonomy and consistency

Trust is the foundation of any high-performing remote team.

Start by giving people ownership over their work. Set clear goals and deadlines, but avoid micromanaging how those goals are achieved.

For example, instead of asking a remote marketer for daily updates, agree on deliverables and hold regular check-ins to discuss progress and roadblocks.

Trust signals that you believe in your team’s capability, which encourages accountability in return.

2. Set clear, shared expectations

Clarity is key when managing remotely. Every team member should understand:

• What they’re responsible for
• When they’re expected to be available
• How progress and performance are measured.

Documenting these expectations in onboarding materials, shared calendars, or project charters reduces ambiguity and helps everyone stay aligned.

Consider using shared “ways of working” documents that outline preferred tools, communication norms, and meeting availability windows.

3. Communicate intentionally and consistently

Without the informal touchpoints of an workplace, communication needs to be more deliberate.

Use a mix of synchronous (live meetings) and asynchronous (messages, comments) tools to keep everyone in the loop without overwhelming them:

• Hold weekly team stand-ups to share progress and priorities
• Schedule regular one-to-one meetings to check in on wellbeing and development
• Use asynchronous updates for low-priority information to respect focus time.

And remember that tone can be difficult to read remotely.

Encourage managers to model clarity and kindness in written comms and to ask questions before jumping to conclusions.

4. Create structured opportunities for feedback

In remote settings, feedback doesn’t happen as organically, so make space for it. Use structured formats, such as:

• Monthly performance check-ins
• Pulse surveys to gauge morale
• Anonymous feedback forms for honest insights.

Two-way feedback is crucial. Managers should offer constructive guidance but also actively listen to their team’s challenges.

A feedback-rich environment strengthens trust and boosts continuous improvement.

5. Prioritise connection and team culture

Remote teams still need human connection to thrive. Culture isn’t built in Slack or Microsoft Teams channels alone. It’s reinforced in everyday interactions, behaviours, and shared values.

Some ways to cultivate culture remotely:

• Start meetings with a quick personal check-in
• Celebrate wins—big or small—publicly and often
• Encourage social interactions through virtual coffee chats, games, or optional drop-ins
• Create inclusive traditions that reflect your team’s values (such as spotlighting a “win of the week”)

Even small rituals can build a stronger sense of belonging and camaraderie over time.

6. Training and development for remote employees and managers

Remote employees can’t rely on hallway conversations or informal shadowing to develop professionally.

That’s why targeted training is essential for both employees and their managers.

Offer learning paths that support:

• Remote collaboration and communication
• Time management and self-leadership
• Digital literacy across your core tools
• Management skills for leading distributed teams.

Pair formal training with mentorship or buddy programmes to create a continuous learning culture.

Effective remote team management includes clarity, connection, and trust.

With the right strategies, tools, and mindset, small, medium, and large businesses can build a resilient remote culture where people do their best work together and apart.

When remote employees feel supported in their development, they’re more likely to stay engaged and grow with the business.

How do you build culture in a remote team?

Culture doesn’t just happen.

It’s created, nurtured, and modelled by leadership. In a remote setting, that takes intentionality.

You need more than virtual quizzes, digital work lunches, and snack breaks to build a thriving team culture. It’s about fostering a shared sense of purpose, trust, and inclusivity.

When employees feel their contributions matter and they’re part of something bigger, culture follows.

Remote team management also means recognising wins publicly, encouraging cross-functional collaboration, and making space for non-work conversation.

Tips for promoting team culture in a remote environment

Managers and HR leaders can do many small things to strengthen team culture in remote settings.

Start by making time for human connection. Whether that’s a Friday drop-in chat or a monthly team-building session, connection builds trust.

Encourage your team to bring their full selves to work.

That could mean sharing photos, personal wins, or fun Slack channels.

Promote recognition—public praise goes a long way when face-to-face interaction is limited.

And finally, don’t underestimate the value of clarity. A strong culture needs shared values, transparent policies, and leadership that walks the talk.

Tools and technology to support remote workforce management

The right tools are essential for remote workforce management.

They’re the glue that keeps communication flowing, projects on track, and employees engaged, no matter where they log in from.

Video conferencing platforms such as Microsoft Teams or Zoom help recreate face-to-face conversations, while instant messaging apps such as Slack keeps quick check-ins informal and collaborative.

Project management tools like Asana, Trello, or Monday.com allow everyone to see what’s happening and who’s responsible for what, helping managers stay aligned with remote employees without micromanaging.

Cloud-based HR software can also play a huge role in managing remote workers, especially when tracking time, approving leave, managing documents, or keeping up with compliance.

When it comes to managing remote employees’ training, digital learning platforms provide flexible development opportunities at scale.

The key is to integrate tools that support connection and clarity while avoiding tool overload, which can cause fatigue.

What tools help manage remote teams?

From a manager’s perspective, tech should act as an extension of your leadership style.

The best tools for managing remote workers are the ones that reduce friction, support autonomy, and improve visibility.

Video platforms help maintain personal connection, especially during onboarding or performance reviews.

Chat apps offer quick responses and a more informal tone.

Shared calendars and time zone converters help avoid scheduling headaches.

Invest in platforms that offer integrations, automation, and mobile access to make life easier for both you and your team.

What are key performance indicators (KPIs) for remote teams?

Performance doesn’t have to be harder to measure just because people work from home. In fact, remote work often reveals what really drives results.

Remote teams’ KPIs should focus on outcomes, not hours logged. That means measuring:

• Goal progress
• Task completion rates
• Project delivery timelines
• Collaboration metrics.

Metrics such as quality of work, performance, productivity, collaboration and communication are also valuable.

With tools like employee engagement software, you can collect data through pulse surveys or peer reviews.

When managing your team remotely, ensure your KPIs are visible, fair, and aligned with team priorities.

Managing a thriving remote team starts with you

Remote success doesn’t just depend on your team, it depends on how you lead.

As a manager, your mindset sets the tone for everything from communication to culture.

How to manage a team remotely isn’t about recreating the workplace online. It’s about rethinking how you connect, lead, and support.

That includes modelling good behaviours, staying curious about what your team needs, and being willing to adapt.

With the right mix of empathy, structure, and innovation, managing remote employees becomes a powerful way to build a more flexible, inclusive workplace.

FAQs about managing remote teams

How do I keep remote workers engaged and motivated?

Conduct regular, meaningful check-ins to keep remote workers engaged and motivated. Show appreciation for wins, big or small, and give team members a voice in decisions.

Providing opportunities for personal and professional growth, such as online courses or mentorship, also helps employees feel valued and invested.

What’s the biggest challenge of managing remote teams?

Communication is the biggest hurdle for many remote managers, especially when informal conversations don’t happen naturally.

Without spontaneous desk chats, misalignment or misunderstandings can easily set in.

That’s why it’s so important to be proactive about communication, set expectations clearly, check in consistently, and create a culture where it’s OK to ask for clarification.

Do remote employees need different training?

Yes, remote employees face unique challenges, so their training should reflect that.

This includes skills such as time management, self-motivation, digital collaboration, and communication etiquette, especially in asynchronous work environments.

HR departments play a crucial role in empowering managers through specific training on leading remote teams.

Can remote teams build a strong company culture?

A strong culture doesn’t require a shared office, but it does require intention.

Make space for non-work interactions, celebrate personal and team milestones, and model values from the top down.

 Encouraging simple rituals, such as virtual Friday wrap-ups or monthly recognition shout-outs, can build a sense of belonging over time.

These can be relevant on a team level but also on a company level.

How can I support remote employees’ wellbeing?

To support the wellbeing of your remote employees, start by regularly and genuinely asking how they’re doing.

Encourage boundaries between work and personal life, especially for those working from home on a full-time basis.

Offering flexibility, mental health resources, and encouraging time off when needed are all key.

The post Managing remote teams: How to build a healthy and productive culture appeared first on Sage Advice UK.