ETEAM’s Tips on How to Effectively Manage Global Remote Teams

As more companies embrace globally dispersed teams to leverage diverse expertise and tap into local market knowledge, they also encounter unique challenges that can overwhelm even the most skilled managers.

Forming successful work groups and fostering healthy dynamics is already challenging when everyone works in the same office. The complexity intensifies when employees reside in different countries and time zones, display diverse work styles, or represent various cultural backgrounds.

As a software development company with team members spanning 17 locations across 4 continents, we have faced these challenges head-on. However, through our experiences, we’ve gained valuable insights into how to approach remote work effectively, empowering team members, regardless of their geographical location.

While software development is well-suited for fully remote work, allowing many tech companies to adopt remote models even before the pandemic, businesses exploring this approach for the first time may grapple with managing teams, especially on a global scale.

In this article, we will share some of our best tips on managing remote international teams, but first, let’s explore why managers should prepare their teams for globalization.

Remote work is here to stay

Despite news suggesting that employees return to the office after the pandemic, remote work is not declining; on the contrary, statistics indicate a consistent upward trend:

• 61.9% of companies are planning to increase remote work in the coming years, intensifying an existing trend.
• This aligns with employee expectations, as a remarkable 98% of workers express the desire to work remotely, at least sometimes. Remote work has become a highly sought-after benefit, particularly among skilled professionals like developers.
• PwC’s research highlights this, with 83% of surveyed executives acknowledging the success of the shift to remote work for their companies. This reflects a growing positivity toward remote work compared to the initial stages of the pandemic.

Nowadays, 16% of global companies operate without a physical office. Whether fully virtual or hybrid, the data suggests that remote work is here to stay, especially given the ongoing hiring challenges and the competitive labor market.

Why the future of remote work is global

Just like the initial wave normalized remote work, the second wave is expected to increase the number of companies embracing remote international teams to maintain a competitive edge.

Here are the several reasons that contribute to this shift.

Companies use global teams to address talent shortages

Finding and hiring real talent can be a daunting task, especially in competitive fields like IT. The demand for skilled engineers exceeds the supply, and engineers often have a dynamic job search experience with numerous companies competing for their attention.

In our article “How to Hire Software Developers Like a Pro: ETEAM’s Approach,” we delve into the challenges of hiring in the IT industry and share insights on effective strategies.

By eliminating geographical constraints, companies in industries dealing with a talent shortage can widen their hiring initiatives to include an international pool of candidates.

Dispersed teams improve business agility and crisis response

Global teams improve business agility by offering continuous service and quicker response times. Their geographical distribution is beneficial during emergencies, allowing work to continue in unaffected regions or enabling the swift relocation of employees to safer places when one region is impacted.

In the current turbulent times, amid the war’s impact on Ukraine, many companies, including ETEAM, have adopted a global remote work model. This approach aims to safeguard teams from the effects of the conflict, ensuring business continuity and maintaining service quality.

Employees enjoy higher levels of job satisfaction and productivity

A 2023 study by Owl Labs found that 79% of workers express higher job satisfaction when working remotely. Remote work relieves the stress of commuting and rigid schedules, positively impacting employee well-being and contributing to increased productivity.

Furthermore, research indicates a direct correlation between job satisfaction and productivity. On average, satisfied employees are 31% more productive. Remote teams, with their established work structures, showcase some of the highest global retention rates. Gitlab, a major all-remote organization, maintains an impressive retention rate of 84%.

Global teams boost inclusiveness and innovation opportunities

Global teams combine talent from diverse backgrounds, creating a rich tapestry of viewpoints, opinions, and experiences. Organizations adept at managing this diversity not only cultivate inclusivity but also become hubs for innovative thinking and creative problem-solving — crucial elements for succeeding in the digital transformation area.

Engaging with spread teams provides a dual advantage. On one hand, it contributes to local economies, nurturing quality relationships. On the other hand, it enables access to local insights, unveiling new business opportunities in promising markets.

Challenges faced by global remote teams

The growing trend of companies relying on globally dispersed teams for talent acquisition, stability against disturbances, and maintaining a competitive edge is clear.

Yet, managing an international digital team poses distinctive challenges, different from overseeing other types of teams, based on our experience.

Lack of in-person interaction

Teams operating globally often face the challenge of not having the opportunity for regular in-person meetings or participation in company events, setting them apart from teams located near the office.

This lack of face-to-face interaction makes fostering a sense of belonging and cohesion more challenging, a sentiment often shared by HR managers. The absence of in-person bonding is a common obstacle in remote work, leading to conflicts, misunderstandings, and feelings of isolation in the workplace.

Time zone mismatch

Remote work’s global reach allows companies to access talent from various corners of the world, offering unparalleled freedom. However, this comes with a drawback, as the diverse talent pool often operates in different time zones.

Managing a team where some members are resting while others are active on the opposite side of the globe can lead to communication delays and hinder decision-making processes. This situation not only disrupts workflows but may also make team members outside the “official” time zone feel overlooked.

Cultural and work style differences

Dispersed teams encompass individuals from diverse cultural backgrounds, leading to varying perspectives on work, punctuality, communication, and commitment levels. This diversity can create challenges in understanding each other’s viewpoints and collaborating effectively.

Managers must navigate these differences, seeking common ground while leveraging the unique strengths that arise from a culturally diverse team.

Difficulties in maintaining company culture

Transitioning from an office-based work environment to virtual teams requires acknowledging that company culture may not seamlessly transfer. It is crucial to actively infuse company values into daily operations in a manner appropriate to remote work.

Establishing and sustaining a cohesive company culture across globally spread teams poses a significant challenge for organizations with a diverse workforce.

Lack of reciprocal trust

Lack of effective communication and feedback mechanisms can contribute to remote team members feeling dispensable, particularly if they are on a contractual or collaborative basis. This perception may deteriorate trust in the company and create a sense that they can be swiftly replaced by another remote worker.

Contrariwise, companies may struggle to trust remote teams, potentially resulting in excessive micromanagement and a lack of opportunities for personal growth and learning from mistakes.

How to build a management strategy that works for global remote teams

Implementing a strategy that effectively accommodates global teams and addresses their unique challenges is essential for the long-term success of most organizations.

Here are four key considerations for managing a dispersed team, accompanied by examples drawn from our own experiences.

Integrate risk management into your recruitment strategy

At ETEAM, we strongly believe that building a robust global remote team begins with the right hiring decisions. However, the complexity of hiring employees in international locations has grown, involving challenges such as navigating local regulations and addressing candidate fraud.

In the tech industry, identity theft is a significant concern. The high demand for software developers, coupled with attractive compensation packages, can draw individuals who fake credentials and assume false identities. With the shift to remote hiring, detecting such instances has become more challenging.

To fully realize the benefits of global remote teams, organizations must prioritize risk management. HR managers should be fully committed to vetting candidates through reliable background checks and using assessment platforms that are fraud-proof.

Establish communication guidelines and channels

Effective communication remains a considerable challenge for globally dispersed teams, often leading to conflicts.

Establishing a communication strategy goes beyond selecting collaboration tools; it should also include guidelines on their use and steps to take when communication breakdowns occur.

Creating a remote work handbook that outlines key communication aspects can serve as a valuable reference for the team. This handbook may include:

• Clear guidelines on using communication channels (e.g., limiting messages in chat channels to overlapping hours).
• Expectations for response times, based on the channel.
• Protocols for giving and receiving feedback.
• Best practices for scheduling virtual meetings (e.g., avoiding conflicts to respect everyone’s time).

Set clear expectations and track progress

Clear communication aligns with setting clear expectations. Ensure that everyone understands not only when and how communication should occur but also their responsibilities, performance evaluation criteria, and any additional expectations.

For instance, if a team member is required to attend a recurring meeting beyond their regular work hours, discuss this in advance or explore potential adjustments.

As an HR Manager, being available to answer questions and ready to review expectations is crucial. Consistently track progress and provide feedback based on it.

You don’t have to rely solely on standard KPIs; a set of common, challenging goals for the team to meet weekly, monthly, or quarterly can provide clarity. This approach ensures that, regardless of their time zone, team members understand expectations, and you can easily assess performance.

Unite teams around shared, actionable values

During our shift to full remote work at ETEAM, we realized the necessity of reevaluating our approach to company values. Operating across 17 countries and various time zones highlighted the potential for things to be lost in translation.

Thus, we engaged in discussions on how to make our values meaningful and actionable, ensuring that every team member could resonate with them, regardless of their location. The full story is available here!

Having actionable company values serves as a powerful means to keep remote teams connected. Shared motivation encourages finding common ground, especially within culturally diverse teams. These values also function as team guidelines, aiding members in decision-making by aligning their actions with the established principles.

Best practices for managing a globally dispersed team

Establishing a comprehensive strategy requires practical actions to support higher-level objectives.

Here, we highlight some best practices to overcome general challenges associated with managing global remote teams.

1. Give teams the right tools and resources for remote working

For companies managing widely distributed teams, a key piece of advice is to establish a highly organized system of remote-friendly resources and tools.

Global remote teams operate asynchronously, requiring tools for scheduling, project management, communication, and file-sharing. A well-maintained document repository is crucial for ensuring access to necessary files.

Setting up a robust infrastructure is necessary for seamless operations in a remote work environment.

2. Build camaraderie through company-wide initiatives and avoid isolation

In the era of remote work, traditional opportunities for team members to socialize have decreased. Without a physical office, companies must explore new ways to foster camaraderie.

Company-wide initiatives, whether formal meetings or informal hobby-based chat channels, virtual socials, or contests, serve as effective means to bring teams together and fight feelings of isolation. Such initiatives, like contests, offer an inclusive platform for participation regardless of time zones, contributing to team bonding and morale.

3. Strike a good balance between autonomy and control

The evolution of distributed teams extends beyond “work from anywhere” to “work from anywhere and at any time.” This shift brings a change in leadership style to encourage autonomy while also requiring new methods for holding team members accountable.

Striking a balance between autonomy and control is crucial. Establishing a standard time for all team members to be available for communication, even within a small overlapping window, helps maintain cohesion. Regular check-ins allow alignment, letting managers track progress and offer support as necessary.

4. Recognize individual achievements but celebrate as a team

It’s important to reinforce the shared purpose among team members. Celebrating individual and team achievements nurtures a sense of unity.

Implementing a Kudos system or a celebration bot can automate these acknowledgments and encourage everyone to participate in special occasions.

At ETEAM, we developed our own celebrations bot named Joey, which is seamlessly integrated into Slack channels. JoeyBot notifies all participants of specific achievements or events, allowing them to congratulate team members on professional milestones or personal occasions.

5. Deal with differences the right way

As a manager, it’s tempting to immediately handle differences of opinion to prevent potential conflicts. However, if handled correctly, conflict can strengthen teams. It allows team members with diverse backgrounds and work styles to explore different perspectives and collaborate to reach agreements.

This is especially relevant when managing a team with varied habits and styles. While conflicts may arise, careful management can turn them into opportunities for new ideas and foster a more cohesive team in the end.

Assessing whether the conflict is detrimental or leads to constructive outcomes is key.

6. Document, document, and then document some more

Maintaining clarity in a remote team requires thorough documentation of processes, schedules, and resources.

At our organization, we utilize Confluence to create a centralized repository for such information, ensuring a single source of truth for team members.

Whether seeking brand assets or navigating procedures during sick leave, having up-to-date documentation simplifies the process. This approach not only helps your day-to-day operations but also supports onboarding, providing newcomers with essential references to navigate their roles effectively.

Set your global remote team up for success

Embracing the diversity of a global remote team presents unique challenges but also offers rewarding experiences for leaders and businesses.

As companies expand globally, collaboration and innovation arising from team members worldwide become increasingly common.

As managers reshape remote work strategies, empowering employees with optimal tools, processes, and practices is crucial for promoting a sense of connection and enabling them to thrive, irrespective of their geographical locations.

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