Managing Remote Team Productivity During Lockdowns

I've been managing fully remote teams for over a decade, and I’ve found that the right tools and approach make all the difference. Here’s how we keep things running smoothly: 1) No Email: We don't like email for internal communication. Slack is our go-to tool—the lifeblood of our team’s communication. Quick, organized, and keeps everyone in sync. 2) Project Management: We rely on Asana for tracking project tasks, while Notion and ClickUp keep our agency and product workflows on point. These tools help us stay organized and focused. 3) Asynchronous Collaboration with Loom: With a team spanning multiple time zones, Loom is a game-changer. It lets us record and share ideas, updates, and instructions asynchronously. A video often says more than an email or message. 4) Accountability with Hubstaff: Managing 150+ people across time zones takes serious organization. Hubstaff helps us track time without micromanaging. We don’t deep-dive into the data unless performance concerns arise, but it gives us peace of mind that everyone’s on track. With this setup, we’ve built a remote team that’s not just efficient but also deeply connected and aligned, no matter where in the world we’re working from. Prioritize clear communication and accountability. Even when everyone is miles apart.

5 hard-earned lessons on managing a remote team of 70+: 1 - Embrace the chaos (but add some structure) Look, I'm the first to admit I'm not a fan of rigid processes. But when you're dealing with a large team of remote workers, you need some guardrails. We've implemented just enough structure to keep things moving without killing creativity: • Use project management tools religiously • Set clear deadlines and expectations • Allow flexibility when you can 2 - Overcommunicate, but don't micromanage. Culture Isn't Just for Offices Just because we're not all in the same room all the time doesn't mean we can't have a kickass company culture. At Taktical, we've gotten creative: • Virtual happy hours (yes, they can actually be fun) • Online game nights (nothing builds team spirit like crushing your coworkers in Rocket League) • Random coffee chats (our Slack bot pairs people up for casual convos) Culture is more than just forced fun. It's about creating an environment where people feel valued and connected. 3 - Hire for Self-Motivation When you can't see your team, you need to trust them. That means hiring people who can get shit done without someone breathing down their neck. What we look for: • Track record of delivering results • Strong communication skills • Ability to manage time and priorities Remember, in remote work, output matters more than hours logged. 4 - Tech is Your Friend (Most of the Time) We live and die by our tech stack. But here's the thing – more tools doesn't always mean better communication. We've learned to be intentional about our tech choices: • Slack for quick chats and team bonding • Zoom for face-to-face meetings (camera on, people!) • Notion for documentation and knowledge sharing And yes, sometimes a good old-fashioned phone call can solve problems faster than a string of Slack messages. 5 - Mental Health Matters Remote work can be isolating. We've made mental health a priority at Taktical: • Encourage regular breaks and time off • Provide resources for mental health support • Lead by example (I make sure to unplug and recharge regularly) Remember, burnout is real, and it's your job as a leader to prevent it. Building a remote team isn't easy, but it's incredibly rewarding. We've been able to tap into global talent, reduce overhead, and create a flexible work environment that attracts top performers. Sure, there are challenges. But with the right approach, you can build a killer remote team that's not just productive, but thriving.

I wasn’t always a fully-remote CEO... But when I launched Squad App, I wanted it to be 100% remote from the start. I’ve been working in tech my entire life— With international teams across different time zones my entire career. Here’s how I leverage my experience to build a world-class culture with no office 👇 1. Flexibility as a rule You can’t lead an international team without being flexible. I built my daily schedule from the ground up to accommodate different time zones— Starting early with our European teams, focusing on American activities during the day, and wrapping up with our teams and partners in Asia. 2. Proactive communication Working remotely exposes any flaws in your communication style. Remote teams don’t get the exposure of in-person conversation— You MUST learn to express ideas clearly over Slack, Zoom, and Loom, and get it right the first time. Otherwise? People will carry on with misunderstandings, and you’ll find out hours later they did something completely wrong because of poor communication. 3. Fully embracing technology for connectivity Coming from a tech background, leveraging Notion, Workspace, Slack, and other async-friendly tools for collaboration came naturally to me. Simply put, the right tech stack will 10x your productivity. Even if you’re not a remote leader, get serious about the tools you use. They say great photographers aren’t people with the best cameras — it’s those who understand how to take full advantage of what they have. It’s the same for remote teams. They understand how to leverage collaboration platforms to their full potential, no matter which they’re using. 4. Fostering a culture of flexibility and trust You can’t build a remote team without placing your full trust in them. Why? Because you can’t hover over people’s shoulders, or force everyone into a meeting room to hash things out in-person. You need people who can turn around quality work without you controlling the process. Remote teams are self-starters working together toward a common goal— Trust matters here more than ever. 5. Prioritizing employee well-being Not seeing your team in-person makes it harder to pick up on struggles they might be facing that you’d notice in the office. You don’t see anyone sad, happy, frustrated, or anything else. You see them for a few minutes on Zoom calls, and that’s it. That’s why it’s crucial for remote leaders to be proactive about team health — because they won’t share it otherwise. Ask them how they’re doing. Ensure they’re using their time off. And most importantly, emphasize an open-door culture. All this is the backbone of Squad App’s success in remote work, and why we’ve been so effective — despite being 1000s of miles apart — from day one.

THIS measures remote success (not hours) I left “strictly” in office life behind. My secret to remote work is measuring what matters. I'm not focused on: - Counting hours worked - Micromanaging tasks - Stressing over attendance - Following old metrics Instead: - I set clear goals - I value outcomes - I trust my team - I use the right tools - I encourage feedback It pays to measure productivity differently. What truly drives success in remote teams? When you shift your focus, it opens new possibilities. A path towards a results-oriented culture. Are you still stuck in outdated methods? Or ready to embrace a new approach? Key Strategies to Measure Productivity 1. Set Clear Goals and KPIs - Define SMART goals for everyone. - Align with the company's vision. - Use KPIs that fit remote work. 2. Focus on Output Over Hours - Measure what gets done, not time spent. - Look at task completion and quality. - Gather client and peer feedback. 3. Utilize Project Management Tools - Tools like Asana and Trello keep teams on track. - They help monitor progress without hovering. - Increase visibility and accountability. 4. Emphasize Quality of Work - Quality matters more than quantity. - Use feedback to assess deliverables. - High-quality work shows true productivity. 5. Encourage a Results-Oriented Culture - Shift focus from activity to results. - Trust your team to manage their time. - Regular check-ins keep everyone aligned. 6. Leverage Time Tracking Tools Thoughtfully - Use tools like Toggl to track time wisely. - Avoid being intrusive; build trust instead. - Balance monitoring with employee morale. 7. Break Down Tasks into Milestones - Divide projects into smaller tasks. - Set clear deadlines for each milestone. - Celebrate small wins to boost motivation. 8. Collect Feedback Through Surveys - Use surveys to understand team challenges. - Anonymous feedback encourages honesty. - Identify barriers to boost productivity. Best Practices for Implementation Build Trust and Transparency - Communicate expectations clearly. - Avoid surveillance that harms morale. Regularly Review Metrics - Monitor performance data often. - Adjust strategies based on trends. Tailor Metrics to Roles - Customize metrics for different jobs. - Focus on what matters for each role. Focus on results. Use technology wisely. Build trust. Then you can you can measure productivity effectively. Which ultimately leads to a thriving remote work environment. What are you thoughts about this?

🌍 Managing Remotely: Our One-Year Experiment 🌍   I often hear from corporate clients that they’re struggling to get workers back to the office. Many employees want the #flexibility of working remotely, and some are even turning down jobs that don’t offer this option. At the core of this concern from employers seems to be a belief that remote work isn’t as effective.   I wanted to test this out, so one year ago, the team and I—nearly all of whom work remotely—decided to tackle this challenge head-on. We wanted to develop a system that not only boosts #productivity but also fosters #collaboration and #community. Here’s where we landed what we are doing – we would love your feedback!   🕘 Start of Day (S.O.D.) Lists by 9:30 a.m. Each team member sends their intention/plan for the day, broken down into two parts:   - TOT (Trains on the Track): Essential, business-as-usual tasks that keep everything running smoothly.   - Projects: Work that advances key or special projects.   We cc: all team members, ensuring everyone stays in the loop on overlapping projects. This also creates a built-in #accountability system.   📝 End of Day (E.O.D.) Summary At the end of the day, each member sends a summary of their achievements based on their morning objectives: “What was completed and what—if anything—needs to be shifted to tomorrow?”   This simple daily routine has proven to have both functional and emotional benefits:   - We stay focused, productive, and structured. - It drives trust and collaboration, keeping us connected, while creating a positive team dynamic. - Emotionally, making progress against plans offers a nice dopamine hit, reduces the feeling of being overwhelmed, builds momentum, and enhances well-being.   💬 After one year of using this system, we met today to discuss how it is going. All in all, we agreed our productivity is higher than ever - and spirits seem to be high, too 😉.   I’m curious what you think… What do you see as the benefits and challenges to this arrangement? I would love to hear your thoughts!   #Leadership #RemoteWork #TeamProductivity #EmployeeEngagement #Collaboration #WorkFromHome 100 Coaches Agency Global Gurus Thinkers50

"How do you know your remote team is actually working?" I’ve been asked this question many times. At Omni Digital, I manage a fully remote team of 10 talented and intelligent marketers that specialize in scaling e-commerce brands through paid Meta, Google & TikTok ads, managing millions in ad spend for our clients. Having spent many years in banking working in a traditional office setting, I can confidently say that even being physically in the office doesn't mean we're productive. We might be sitting at their desk, but we could be searching for hotels for our next holiday. (See photo of younger, skinnier me) Here’s what I’ve learned about managing a remote team: 💡 The most important “control”? Hire the right people. Look for individuals who are: ↳ Self-motivated ↳ Driven ↳ Passionate about their work ↳ Wants to be great at what they do It works both ways. As their manager and leader, I also need to invest in them—whether it’s by setting clear career plans or committing to their learning and development. This has been one of the most effective ways to keep my team motivated. 🚀 Set expectations right from the start. During the interview process, I’m upfront about expectations: ↳ Be responsive during working hours. ↳ Be available for ad hoc calls with a 20-minute advance notice. This helps weed out interviewees who think working from home means a more slack work environment. 🧠 Get over the psychological barrier. Just because you can’t see them doesn’t mean they’re not working. Trust your team. 📅 Establish routines and use the right tools. ↳ Fixed daily and weekly huddles help us discuss progress, address bottlenecks, and provide feedback. ↳ Tools like ClickUp are great for tracking tasks and internal communication. While I use ClickUp’s time-tracking feature, it’s for profitability tracking, not discipline. Early in my journey, I tried time or screen trackers, but I’ve found that hiring the right people is 10x more effective than relying on software to ensure accountability. There are many benefits of having a remote team, which to me, well out-weighs the inconvenience of not being able to see them physically: ↳Access to a global talent pool. ↳Reduced overheads—no need for large office spaces or utilities. Savings can go toward tools, training, or employee benefits. ↳It’s challenging for SMEs to afford Singapore’s talent wages, so remote work helps us stay competitive. ↳Expanding the team is easier without the constraints of office space. ↳Increased productivity—remote workers can work free from office distractions. Your turn: Do you have a remote team? What are some of the challenges you’ve faced in managing them? If you don’t have a remote team, what’s stopping you? Let me know in the comments—I’d love to hear your perspective!

What’s killing your remote team’s productivity? Here’s a hint: It’s not about working harder. I worked with a lifestyle brand whose remote team was drowning: 1. Scattered across time zones. 2. Slack pings out of control. 3. Deadlines slipping through the cracks. The team was frustrated. Leadership was stressed. Everyone felt stuck. In just 30 days, we turned it around and boosted productivity by 20%. Here’s how you can, too: 1. Map every role to a clear outcome. ↳No more "Who owns this?" Everyone knew what they were responsible for. 2. Ditch "online hours" and focus on outcomes. ↳When we stopped tracking time and started tracking results, trust skyrocketed. 3. Cut redundant tools. ↳Dropping from six apps to two made decision-making faster. 4. Hold brief daily stand-ups. ↳A quick 10-minute check-in ended the constant Slack chaos and brought clarity to the whole team. I’ve seen this time and again: remote chaos doesn’t mean failure. With the right steps, your team can thrive. P.S. What’s been the biggest challenge with your remote team?

When I first started managing remote projects, I thought keeping everyone aligned would just require the right tools and regular check-ins. I quickly learned it’s so much more than that. Through trial and error, I found what really works. Most importantly, I learned that managing projects remotely is built on one thing: Trust. Here’s what helped me keep my teams aligned and hitting deadlines: 1. Set Clear Expectations ✅ Define roles and goals early. ↳ Ambiguity breeds confusion. I make it a point to set crystal-clear expectations from day one. 2.Use the Right Tools ✅ Hold regular video meetings ↳ I used to think we could skip face time, but I quickly learned that personal connection keeps morale strong. 3. Prioritize Strong Communication ✅ Stand-ups keep my team aligned, but more importantly, they foster accountability. 4. Focus on Outcomes, Not Hours ✅ I learned to measure success by outcomes instead of hours.  ↳ Trusting my team to deliver results made them more motivated and productive. ✅ Celebrating milestones is the fuel that keeps everyone going. 5. Build a Strong Team Culture ✅ Scheduling virtual team-building activities has helped create a community. ↳ This sense of belonging is what ultimately pushes us to succeed together. Managing remote teams is about building trust & creating clear goals.

I was 𝐮𝐧𝐜𝐞𝐫𝐭𝐚𝐢𝐧 about managing my team remotely when I started with Mulcahy Consulting Group Pty Ltd ! . . Until I cracked the code. So, are you guys still wondering how you can effectively manage and lead a remote team as an executive? Well, you're not alone. Even I faced this challenge when I first transitioned to remote leadership. But now, I've left those uncertainties behind, and I want to share some insights that can help you thrive in this new landscape. Managing a remote team requires a shift in mindset and approach. Here are some key steps to ensure you lead effectively: ➥ 𝐒𝐞𝐭 𝐂𝐥𝐞𝐚𝐫 𝐄𝐱𝐩𝐞𝐜𝐭𝐚𝐭𝐢𝐨𝐧𝐬: Define roles, responsibilities, and goals clearly. This helps everyone stay aligned and focused. ➥ 𝐅𝐨𝐬𝐭𝐞𝐫 𝐎𝐩𝐞𝐧 𝐂𝐨𝐦𝐦𝐮𝐧𝐢𝐜𝐚𝐭𝐢𝐨𝐧: Encourage regular check-ins and use various communication tools to keep the dialogue flowing ➥ 𝐁𝐮𝐢𝐥𝐝 𝐚 𝐒𝐭𝐫𝐨𝐧𝐠 𝐓𝐞𝐚𝐦 𝐂𝐮𝐥𝐭𝐮𝐫𝐞:  Create opportunities for team bonding, even if it’s virtual. Celebrate successes and encourage collaboration. ➥ 𝐄𝐦𝐛𝐫𝐚𝐜𝐞 𝐅𝐥𝐞𝐱𝐢𝐛𝐢𝐥𝐢𝐭𝐲:  Understand that your team members may have different working styles and personal commitments. Adapt your management style accordingly. ➥ 𝐏𝐫𝐨𝐯𝐢𝐝𝐞 𝐭𝐡𝐞 𝐑𝐢𝐠𝐡𝐭 𝐓𝐨𝐨𝐥𝐬: Equip your team with the necessary technology and resources to work efficiently from anywhere. ➥ 𝐅𝐨𝐜𝐮𝐬 𝐨𝐧 𝐑𝐞𝐬𝐮𝐥𝐭𝐬: Shift your focus from micromanaging daily tasks to evaluating outcomes and productivity. Leading a remote team can be incredibly rewarding when you embrace these strategies. It’s about creating an environment where everyone feels valued and empowered to contribute. So, what are your thoughts on managing remote teams? #RemoteLeadership #TeamManagement #WorkFromHome #EffectiveCommunication #TeamCulture