Managing Distributed Teams: Tips, Benefits And Challenges

Managing distributed teams—teams with members stationed in several locations across the nation or the globe—can be very different from managing traditional teams. 

The principles of collaboration, including efficient communication, time management during meetings, and maximizing team members’ talents individually and collectively, require managers to pay even closer attention to lead a remote team effectively. 

Leading a remote team can be challenging, even for seasoned team leaders. Getting the job done well frequently requires a lot of patience, practice, and persistence. 

With the appropriate plans, methods, and tools, a remote team may be built that is motivated and productive. This article will cover every facet of leading a successful and cordial remote workforce.

Table of Contents

✒️What Are Distributed Teams?

Workers who are spread across various sites make up distributed teams. Divergences between team members on a distributed team transcend geographical boundaries. 

When communicating with one another, distributed teams act differently from typical teams in terms of both geography and the number of time zones. 

Culturally specific methods can be successful. Distributed teams work well and complete the task at hand despite the challenges and disparities.

✒️How to Manage Distributed Teams Effectively?

The schedule of commitments and tasks

The tasks and responsibilities of each team member must be defined, whether you’re creating a new remote team or replacing an existing one. 

All of these details can be included in a document created by the team and used as a future reference.

Plan frequent get-togethers.

Remote workers often experience loneliness and a lack of appreciation. Team members are kept up to date on each other’s activities and how their contributions are assisting the group in achieving its overall goals through regular team meetings. 

Similarly, one-on-one meetings can give scattered team members the much-needed time and space to address their grievances and difficulties they might not feel comfortable bringing up in team meetings.

Keep daily and weekly meetings regularly.

Every team must communicate, but doing so is more difficult in a remote workplace. A face-to-face conversation always feels more natural and at ease whether you have questions or want to discuss anything. 

Some folks stay organized by sharing the video conferencing app with their team members on their tablets. 

Even though they don’t have to communicate constantly, they remain aware of one another’s presence in case the other has an unplanned request to make. 

The one immutable guideline for any team is always to structure meetings. Meetings and video conferences with no agenda or purpose are among the largest and most obnoxious productivity killers. 

Please don’t approach them. However, it can be difficult in a distributed team because members don’t communicate as often.

Lay forth the groundwork for communication.

Establishing communication guidelines is crucial because your scattered teams can’t connect in person. 

By doing this, the team members will avoid having to spend their days attending rushed meetings and communications, which typically reduces productivity and efficiency. Your communication standards manual should provide information on the following:

  • Meeting-required discussions and discussions that don’t even need meetings
  • Principal avenues of communication for the team
  • Every employee is expected to respond quickly.

Watch the result closely.

Remember that working in a shared office and allotting a particular amount of time each day don’t always translate into more productivity. Many workers share the belief that remote work boosts productivity. 

Remote workers work an additional day of labor on average per week than office workers. 

As a result, employers should place more value on the product that employees generate than on how much time they spend in front of a computer daily.

Find talent with extra effort.

You can broaden your talent search beyond a single city if you have a remote or distributed workforce with several advantages. 

Compared to if you could only discover candidates in one place or transfer them to a base city, you now have access to a much wider pool of talented people. 

Workers’ attitudes are also radically changing, and many now purposefully look for companies that offer remote options so they may spend more time with their families. If you modify your awards to include these people, your team will receive even more great applications.

Before beginning, you should establish your goals.

Any firm may benefit from good practice, but setting the tone for remote workers’ engagement during onboarding is crucial.

Define the most effective ways to communicate with team members, the ideal times, and the best channels for information exchange. 

It would be wise to review each component early in the onboarding process. Employees can set their boundaries in addition to the conventional ones created by the organization’s early development of expectations.

Plan how your team will accomplish its specific, measurable goals.

Your team must set clear, quantifiable goals to create an action plan for achieving those goals. This then defines the tasks your team members must complete to reach those goals, making it clear what you expect of them. 

Putting these two items in place gives your distributed team members the freedom to do their work whenever it is most convenient for them. 

They may work in any way they see as most productive for them as long as they meet their deadlines.

Handling email solely is not sufficient. 

Email isn’t the most effective way to facilitate cooperation, and this isn’t only because an employer shouldn’t anticipate that all of its employees will check their work email regularly. 

Attachments are challenging to locate, manage, and update, and endless threads are annoying and challenging to search.

Imagine that you have a document from a client, and you need to collaborate with a teammate on it.

Choose a time for your frequent social activities.

The absence of opportunity for social relationships, which foster a sense of oneness, is one of the main disadvantages of managing a scattered workforce. 

Set up a time each week for distributed team members to come together in person to work on projects or frequently talk about subjects other than work.

Goal-oriented thinking 

It’s a widely held belief that it’s harder to manage and oversee the performance of remote workers. However, in a shared office, productivity is not a given.

 When assessing an employee’s performance, place more emphasis on results than connected hours or instant availability. Avoid setting fixed work hours when it isn’t necessary. 

 If you are concerned that your contractor would outsource the task and let unauthorized access to critical records, prohibit it in the contract and set consequences for breach.

Locate the ideal candidates.

The fact that some people cannot work remotely is not a problem. A common misconception is that multitasking is frequently associated with working from home. 

Even more so, an office can be just as distracting if it has an open office structure. But there is a lot of truth in myths as well. Some people do, however, frequently have trouble exercising restraint. 

Managers are responsible for rewarding team members who value and comprehend remote work. Unquestionably, having a few years of experience working independently or remotely is advantageous when considering someone to hire.

Give orientation and training further thought. 

For any team, the orientation procedure is a need. Higher performance and increased engagement are the benefits of providing new employees with all the required tools and creating a homely environment.

It’s easier said than done, especially for remote employees whose regular coworkers don’t have to chat with or share lunch with. 

Employees that work remotely must go through a rigorous onboarding process. A seasoned remote worker should be able to locate a mentor who can assist them, in the beginning to produce right away.

✒️Benefits And Perks of working in a distributed team 

The majority of employees prefer working remotely.

When a candidate is being evaluated, a benefit like this might be a selling factor for them if they ask for things like a higher income, assistance with moving, or reimbursement for travel expenditures. 

Many vocations don’t require direct supervision, as has previously been discovered by businesses. 

By permitting remote work, they give their staff members more flexibility. They thus develop greater motivation, productivity, and satisfaction. There are various health advantages to working from home.

The advancement of a distributed team using cloud computing

You may cut your IT expenditures by utilizing a variety of cloud services and technologies. Because cloud solutions offer everything from storage to access to development environments, traditional development teams may cease worrying about maintaining on-site equipment. 

The cost of managing remote teams is considerably lower than managing them locally.

A talent pool accessible globally

If your team is dispersed, you can access talent from all around the world. You can now cooperate with people from various social groups and geographical areas from the convenience of your home. 

As a result, they will have access to a far larger talent pool. Additionally, if your needs can be met without a full-time employee, it offers you the freedom to engage the best individuals on a contract basis or as independent contractors.

Superior work-life balance

Teams with a wider geographical distribution give their members more freedom in terms of schedule and location.

 Hobbies, social activities, and spending time with friends and family can all be done when one has more free time. Even moving without having to look for a new job is an option. The result is that the business can keep its top employees.

Keep some knowledge and resources in reserve.

Several extremely important team members have expressed a wish to go to other parts of the nation or the world. 

One family had to relocate because the person’s husband was offered a fantastic job in another city. Numerous pieces of information and labor are lost when someone decides to give up.


Paying fair pricing for such abilities is also necessary in order to access foreign talent pools. Additionally, fully distributed teams significantly reduce the overhead costs associated with maintaining an office and hosting events. 

Businesses frequently use this sum to boost morale by offering benefits to remote staff.

More ease of scaling

More staff are needed while trying to grow into new areas. Even if you don’t have a physical presence there, a distributed workforce makes it easier to onboard new workers and gives you access to the greatest local talent.

Potentially cheaper

Even though there is no longer a need for an office, running costs are being kept to a minimum while maintaining competitive pay. 

At the same time, it’s vital to keep in mind that scattered organizations usually reuse a significant portion of this price to offer in-person team meetings and remote benefits all year long. 

For instance, the business Buffer organizes team outings for its employees all around the world so they may get to know one another and create ties.

Additionally, Buffer has done a good job of creating a supportive work environment for its remote staff.

Foster a culture of true teamwork.

You could feel a little lonely if your remote work is ineffective. Talks over the water cooler and extended lunch breaks can be bothersome and even destructive. We are people and social beings, though, at the end of the day. 

It’s critical to preserve a sense of community even when working outside of the workplace.

To keep team members on virtual teams engaged and motivated, create channels on your team communication software that are unrelated to the team’s work.

✒️distributed teams’ challenges

Distributed teams, also known as remote teams or virtual teams, are becoming increasingly common in today’s globalized and technology-driven workplace.

While distributed teams offer many benefits, such as increased flexibility and access to a wider pool of talent, they also present unique challenges that can make managing and working effectively as a team difficult.

Here are some of the most common challenges of distributed teams:


Communication is a crucial component of any successful team, and it becomes even more important in a distributed team.

Lack of face-to-face communication, time zone differences, and language barriers can create communication challenges that must be addressed to ensure effective collaboration.


Collaboration and teamwork are essential for achieving common goals. Creating a collaborative environment where team members can work together effectively in a distributed team can be challenging.

Differences in working styles and cultural norms can also create challenges when it comes to collaboration.


Building trust between team members can be difficult in a distributed team where team members may never meet in person.

Developing trust in a distributed team can be challenging without the opportunity to build personal relationships and establish trust through face-to-face interactions.


Managing a distributed team can be challenging, especially if team members are located in different time zones or have different work schedules.

Monitoring productivity and ensuring everyone is working towards the same goals can be difficult.


Technology is the backbone of any distributed team, and it’s important to have the right tools and infrastructure in place to support collaboration and communication.

However, technological challenges such as poor internet connectivity or incompatible software can hinder the team’s productivity.

Cultural Differences

Cultural differences can create challenges when working in a distributed team. Different cultural norms and communication styles can lead to misunderstandings and miscommunications, affecting productivity and team morale.

Distributed teams require a different approach to management and communication than traditional in-person teams.

Organizations can create a more collaborative and productive virtual work environment by understanding and addressing the unique challenges of distributed teams.

Distributed Teams Challenges

✒️Distributed Team Collaboration Tools

As distributed teams become more common in today’s workplace, collaboration tools have become essential for facilitating communication and teamwork across remote locations. Here are some popular distributed team collaboration tools:

Video Conferencing

Video conferencing tools such as Zoom, Skype, and Google Meet are essential for facilitating face-to-face communication and collaboration.

These tools allow team members to hold virtual meetings, share screens, and collaborate in real time.

Project Management

Project management tools like Asana, Trello, and Jira are useful for managing tasks, deadlines, and project timelines.

These tools allow team members to assign tasks, track progress, and collaborate on projects in a centralized location.

Cloud Storage

Cloud storage tools like Dropbox, Google Drive, and OneDrive are useful for storing and sharing documents, files, and other important information.

These tools allow team members to access files from anywhere and collaborate on documents in real time.

Instant Messaging

Instant messaging tools such as Slack, Microsoft Teams, and Discord are useful for quick and easy communication between team members.

These tools allow team members to communicate in real time, share files, and collaborate on projects in a centralized location.

Online Whiteboards

Online whiteboards such as Miro and Mural are useful for brainstorming, visualizing ideas, and collaborating on designs.

These tools allow team members to create and share visual representations of ideas and collaborate in real time.

Time Management

Time management tools like RescueTime and Toggl are useful for tracking time spent on tasks and managing productivity. These tools allow team members to monitor their time and ensure they work efficiently.

Distributed team collaboration tools are crucial in facilitating communication, collaboration, and productivity across remote locations.

Organizations can create a more effective and efficient virtual work environment by using the right combination of tools.

Distributed Teams Collaboration Tools

✒️Boosting Productivity in Distributed Teams

environment. Here are some tips for boosting productivity in distributed teams:

Establish Clear Communication Channels

Clear communication channels are essential for ensuring that team members are on the same page and working towards the same goals.

Use video conferencing, instant messaging, and project management tools to facilitate communication and ensure everyone is informed about project updates and deadlines.

Set Clear Expectations

Set clear expectations for team members regarding project deadlines, communication protocols, and performance expectations.

Ensure that everyone is aware of their roles and responsibilities, and provide regular feedback on their performance.

Encourage Collaboration

Encourage collaboration between team members by using collaborative tools such as online whiteboards and project management tools.

Create a culture of collaboration and encourage team members to share their ideas and feedback.

Use Time Management Tools

Time management tools such as RescueTime and Toggl can help team members stay on track and manage their time effectively.

Encourage team members to track their time and productivity to ensure they are working efficiently.

Promote Work-Life Balance

Promoting work-life balance is essential for ensuring that team members are happy and motivated.

Encourage team members to take breaks and disconnect from work when they need to. Offer flexible working hours and encourage team members to prioritize their personal well-being.

Invest in Technology

Investing in technology can help to facilitate productivity in distributed teams. Ensure that team members have access to the right tools and software to do their jobs effectively, and provide training and support to ensure that they are comfortable using these tools.

✒️Best Practices for Managing Distributed Teams

Managing distributed teams can be challenging, as team members often work remotely and may be in different time zones. However, with the right strategies and practices in place, it’s possible to manage distributed teams effectively. Here are some best practices for managing distributed teams:

Establish Clear Communication

Establish clear communication channels and protocols to ensure that team members are informed about project updates, deadlines, and expectations.

Use video conferencing, instant messaging, and project management tools to facilitate communication and ensure that everyone is on the same page.

Set Clear Goals and Expectations

Set clear goals and expectations for team members, including project deadlines, performance expectations, and communication protocols.

Ensure that everyone is aware of their roles and responsibilities and provide regular feedback on their performance.

Foster Collaboration

Foster collaboration between team members by using collaborative tools such as online whiteboards and project management tools.

Encourage team members to share their ideas and feedback and create a culture of collaboration.

Use Time Management Tools

Use time management tools such as RescueTime and Toggl to help team members stay on track and manage their time effectively.

Encourage team members to track their time and productivity to ensure they are working efficiently.

Promote Work-Life Balance

Promote work-life balance by encouraging team members to take breaks and disconnect from work when they need to.

Offer flexible working hours and encourage team members to prioritize their personal well-being.

Provide Training and Support

Provide training and support to ensure that team members are comfortable using the tools and software required for their job.

Ensure that team members have access to the necessary resources and support to do their job effectively.

Build Trust

Building trust between team members is essential for effective teamwork. Encourage team members to communicate openly and transparently and promote a culture of trust and mutual respect.

Managing distributed teams requires clear communication, collaboration, time management, work-life balance, training, and support.

Organizations can effectively manage distributed teams and achieve their goals by implementing these best practices.

Best Practices For Managing Distributed Teams

✒️Remote vs. Distributed Teams

Remote TeamsDistributed Teams
LocationWork from home or remote locationWork from different locations, not necessarily under the same management or organization
ManagementUnder the same management and organizationMore decentralized, often with multiple organizations or clients
ResourcesHave access to the same resources and toolsMay not have access to the same resources and tools
CommunicationCommunication is usually within the same organizationIt may require more coordination and communication across different organizations or clients
CollaborationMay work on different projects or tasks but still be part of the same organization.Collaboration may require more effort and coordination
CultureMay share a common organizational cultureCulture may vary more widely based on different organizations or clients.

Key Takeaways

  • Communication is key: Communication plays a vital role in managing remote teams. Regular communication with team members can help in building trust, enhance collaboration, and avoid misunderstandings.
  • Set clear expectations: It is essential to set clear expectations regarding work hours, deadlines, and deliverables. This helps manage workloads and ensure everyone is on the same page.
  • Use the right tools: The use of appropriate technology and tools can help in effective communication, task management, and collaboration.
  • Prioritize team building: Building strong relationships between team members is crucial in creating a positive team culture and maintaining motivation.
  • Provide feedback: Regular feedback and recognition can help remote team members stay engaged and motivated and can also aid in identifying areas of improvement.
  • Trust your team: Trusting your team members and giving them the autonomy to manage their work can increase productivity and job satisfaction.


The secret to creating a distributed team is finding the proper team members and tools, but maintaining an effective distributed team demands enthusiastic team participation.

Although dispersed teams may attract prospective employees, they also bring unique difficulties for businesses and career prospects.

The advantages frequently exceed the disadvantages, even if managing a remote team can be more difficult than managing a conventional workforce. 

Employers who hire globally may have access to a large talent pool and spend less on office expenses. It provides the flexibility that employees frequently want from their employer’s perspective.


What are some common challenges faced when managing distributed teams?

Common challenges faced when managing distributed teams include communication barriers, lack of team cohesion, difficulties in establishing trust, differences in time zones, and a lack of access to necessary resources.

How can communication be improved in a distributed team?

Communication can be improved in a distributed team by using video conferencing tools for face-to-face interactions, maintaining open lines of communication through instant messaging and email, and creating a clear communication plan with guidelines and expectations.

What are some effective tools for managing distributed teams?

Effective tools for managing distributed teams include video conferencing software, project management tools, team collaboration platforms, and cloud-based file-sharing systems.

How can team cohesion be maintained in a distributed team?

Team cohesion can be maintained in a distributed team by prioritizing team-building activities, creating opportunities for virtual team bonding, and establishing a shared sense of purpose and values.

How can trust be established in a distributed team?

Trust can be established in a distributed team by providing clear expectations, offering regular feedback and recognition, encouraging transparency, and establishing a culture of accountability and respect.

How can productivity be maximized in a distributed team?

Productivity can be maximized in a distributed team by establishing clear expectations and goals, providing regular feedback and recognition, prioritizing effective communication, and using the right tools and technology.

Managing Distributed Teams Tips Benefits Challenges

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