How to Manage Globally Distributed Teams

Managing a team that is dispersed across multiple countries presents unique challenges. Cultural differences, communication barriers, and time zone discrepancies can complicate the coordination and progression of projects. Maintaining consistent communication and ensuring that all team members are aligned and on track can prove to be a challenging task.

Managing a distributed team can pose difficulties, but with the appropriate tools and techniques, overcoming the challenges of working remotely can be managed effectively. In this article, tips and optimal strategies for managing remote teams located in various parts of the world will be discussed.

Challenges of globally distributed teams

As a globally distributed team, managing the daily work is full of challenges and obstacles. The cultural differences and lack of face-to-face interaction make it harder for employees and employers to connect and collaborate. Deadlines and goals can also misalign due to time zone discrepancies. Language barriers can also hinder communication. And, despite the team’s best efforts, building trust and accountability among team members is an uphill battle. The constant need to be “on” and available due to the time zone differences can lead to burnout and leave employees feeling disconnected from the team and the company culture. The added expenses of travel and communication tools are also a constant concern. Despite these challenges of remote working, it is necessary to find ways to overcome these obstacles and make the most of the unique opportunities.

Manage differences in time zones

With team members in different parts of the globe, coordinating meetings and ensuring effective communication can be a difficult task.  It’s essential to establish clear communication protocols. Use collaborative virtual tools to stay connected with team members in different time zones. It includes setting regular team meetings at a time that works for everyone and using tools like email, instant messaging, and video conferencing software to stay connected. Additionally, when scheduling meetings or deadlines, it’s critical to be mindful of the time in each team member’s location and schedule accordingly.

Embrace flexibility to facilitate work for team members at times that are convenient for them, even if that means working outside of traditional business hours. This can help to ensure that team members can balance their work and personal commitments, which can lead to better productivity and job satisfaction.

Also, it’s important to encourage team members to take breaks, especially when working outside of their usual working hours, this will help them to maintain a good work-life balance and avoid frustration and burnout.

Synchronous and asynchronous communication

Synchronous communication, such as video conferencing and instant messaging, allows team members to communicate in real-time and make quick decisions. This type of communication is useful for immediate feedback when it is needed. 

On the other hand, asynchronous communication, such as email and messaging, is better for more detailed and thoughtful discussions, which results in increased productivity. Team members can take the time to reflect on their responses and communicate their ideas more effectively. This type of communication is also useful for team members who may be working in different time zones and are unable to communicate in real-time.

Using both synchronous and asynchronous communication can help to ensure that all teams can able effectively communicate and collaborate, regardless of their location or time zone. By providing a balance of both types of communication, team members can work together more efficiently and effectively.

Importance of team building

The goal of virtual team building is the same as traditional team building – to create a stronger, more cohesive, and more effective team. Distributed teams don’t get to see each other often and have limited opportunities to work together or talk to each other in person. This is why virtual team-building activities help to foster a sense of connection and trust among team members, which can lead to better communication and teamwork. These activities also help team members to get to know one another on a personal level, which can lead to a stronger sense of cohesion and a better understanding of each other’s strengths and weaknesses. 

Team building activities can also help to break down barriers, such as language and cultural differences, and create a more inclusive and diverse environment. Team building activities can help team members have common goals and ideas, and work together towards a shared goal. It is not only fun, but it also helps to improve the team’s performance, increase motivation and job satisfaction, and provide a sense of belonging to the team. 

Use technology to stay connected and work efficiently

With the right tools and platforms, team members can easily communicate and collaborate, regardless of their location. For example, project management tools, such as Asana or Trello, can be used to keep track of tasks and progress, and video conferencing software, such as Zoom or Google Meet, can be used for regular team meetings and impromptu conversations. Instant messaging apps like Slack or Microsoft Teams can be used for quick and easy communication between team members.

Cloud-based file-sharing and collaboration tools, such as Google Drive or Dropbox, can be used to share and work on documents and files in real-time. Using these tools, team members can stay connected, collaborate, and work efficiently, even when they are not physically together.

Technology can also be used for virtual team-building activities, such as online games or virtual happy hours, that can help to foster a sense of connection and build a cohesive team culture. 

Maintain a central database

With team members located in different countries and time zones, it is a challenge to ensure everyone is on the same page with projects and communication. Having a central database serves as a single source of truth for all team members, regardless of their location. It can be used to store important information such as project plans, timelines, task lists, evaluating remote employees, and contact information. This ensures that everyone has access to the same information and can work towards the same goals. By keeping all data in a central location, team members can easily refer back to it and make sure they are always working with the most up-to-date information.

Also, having a central database also allows team members to contribute and update the data easily, which helps in fast-paced projects and decision-making. Additionally, it can be used as a tool for tracking progress, and for reporting and forecasting, this allows managers to have a clear view of the project’s status, create a performance appraisal for remote employees, and make informed decisions. 

Focus on Inclusion and Equal Participation

With diversified team members, it’s important to ensure that everyone feels acknowledged. Diverse teams can face a host of challenges, including communication barriers, misunderstandings or stereotypes, and difficulty in building trust and cohesion. To address this issue, employers must encourage open and honest communication and provide opportunities for team members to share their ideas and perspectives. It is also important to actively seek out and include diverse perspectives in decision-making and problem-solving. This can be achieved by assigning tasks and responsibilities based on individual strengths and skills, rather than simply based on location or time zone. 

Also, managing cultures in a diverse team involves creating an environment that is inclusive and respectful of all team members, regardless of their cultural background, race, gender, or other personal characteristics. This can be achieved by promoting diversity and inclusion policies, and by providing training and support to help team members navigate cultural differences. 

Be Transparent and Encourage Employees to Weigh In

Being transparent and encouraging employees to weigh in is crucial for building trust and fostering a sense of ownership among team members in a globally distributed team. As an employer, it’s important to be open and honest with your team members and to share important information and updates promptly. This includes sharing information about project progress, any changes in plans, and any issues or challenges that may arise. 

It’s critical to actively seek out and incorporate feedback from team members, and to provide opportunities for them to share their ideas and perspectives. This can be achieved through regular team meetings, surveys, or suggestion boxes. 

By encouraging team members to weigh in, they will feel more invested in the success of the project and will be more likely to work towards the organization’s goals and drive innovation. Additionally, being transparent and keeping team members informed helps build trust and establishes a culture of open communication, which is essential for a cohesive and successful team. It reduces the risk of misunderstandings and conflicts that might stem from a lack of information.

Effective delegation

To help the team work seamlessly, effective delegation is the key to managing a globally distributed team and ensuring that projects are moving forward as planned. Employers need to invest in understanding the employees who are up to the task and learn how to improve team efficiency as they move along the process. Therefore, taking small steps such as clearly defining roles and responsibilities and delegating tasks based on individual strengths and skills can help in a successful execution of a project or goal.  Also, It’s important to provide clear instructions and guidelines for each task and to set clear deadlines. 

By delegating tasks effectively, team members will have a better understanding of their responsibilities and will be able to work more efficiently. Effective delegation allows team members to take ownership of their tasks and develop their skills and experience.

Also, it’s important to be available for team members and to provide help and support when needed. By providing support, team members will feel more confident in their abilities and will be more likely to take initiative and work independently.

The effective delegation also involves trusting team members to complete their tasks and allowing them to make decisions. By giving them autonomy and a sense of ownership, you are creating a sense of trust and showing that you believe in their capabilities. This can lead to increased motivation, job satisfaction, and ultimately better performance. 

Regular one-on-one check-ins

One of the key challenges of managing remote employees is monitoring the work of remote employees. Keeping employees on the same page is a challenge, especially with globally distributed teams, where opinions could clash instantly and the feeling of being left out and unheard can be quite crippling to the employees. This is why regular one-on-one check-ins are an essential part of effectively managing a globally distributed team. 

These check-ins provide an opportunity for team members to discuss any issues or concerns they may have, and for managers to provide guidance and support. By having regular check-ins, managers can stay informed about team members’ progress and can address any obstacles that may be preventing them from meeting their goals. Also, regular check-ins allow managers to provide feedback, both positive and constructive, and to discuss any areas where team members may need additional training or support.

In a remote work culture, regular one-on-one check-ins promote and provide an opportunity for team members to discuss their personal and professional development goals and for managers to provide guidance and support in achieving them. Also, these check-ins allow managers to get to know their team members on a personal level and to understand their strengths, weaknesses, and areas of interest, which can help in assigning tasks and responsibilities. Additionally, these check-ins can help to build trust and establish a strong working relationship between team members and managers.

Regular one-on-one check-ins also provide an opportunity for team members to discuss any challenges of working from home such as they may be facing time zone differences, language barriers, or cultural differences, and for managers to provide support and guidance.

Overall, regular one-on-one check-ins are an essential part of effectively managing a globally distributed team, they provide an opportunity for team members to receive guidance and support, and for managers to stay informed about team members’ progress and challenges.

Support outside work

It’s not enough for organizations to simply provide a good salary and benefits package. Companies must also extend support to their employees outside of work to ensure their overall well-being and success. This includes providing opportunities for skill building, networking, and access to physical and mental healthcare benefits and work-life balance initiatives.

By investing in their employee’s growth and development, companies show that they value their employees as individuals and not just as a means to an end. This fosters a positive and productive work environment, leading to increased job satisfaction, engagement, and long-term retention.

Providing support for language and cultural differences can help team members navigate unfamiliar environments and feel more comfortable in their new location.

Offering comprehensive support and development opportunities can give companies a significant advantage in attracting and retaining top talent. By prioritizing the well-being and success of their employees, organizations can not only improve their bottom line but also create a positive and sustainable work culture.

Be aware of cultural differences

It is a well-known fact that many job seekers take into account workplace diversity when evaluating job opportunities, with 67% of them considering it as a significant factor. However, it may come as a surprise that many organizations tend to overlook the significance of cultural diversity within the workplace.

Having global teams means having cultural differences which can affect communication, decision-making, and problem-solving, and can lead to misunderstandings and conflicts if not properly addressed. Being aware of the cultural backgrounds of your team members helps you understand the potential impact that these cultural differences may have on the team. This includes being mindful of different communication styles, work ethics, decision-making, and unconscious bias in the workplace.

One way to address cultural differences is by providing training and support for team members to understand and navigate cultural differences. This can be achieved through cultural sensitivity training, cross-cultural communication training, or by providing resources such as online guides or books on cross-cultural communication. 

Ensuring access to shared resources

With team members working from different locations, conduct an audit of all the resources that the team was using and ensure that everyone had access to them. Set up a shared drive that everyone could access and made sure that everyone had the necessary software and tools installed on their computers. ensure that employees have access to the same tools, resources, and information. This includes shared documents and files, project management tools, and communication platforms. By providing team members with access to these resources, collaboration becomes easier and improves team efficiency.

It’s essential to ensure that all team members have the necessary hardware and software to access these resources. This includes providing necessary equipment such as laptops, internet access, and any software that may be required to complete their tasks. Furthermore, it’s important to provide training and support for these resources, so that team members can effectively use them and troubleshoot any issues that may arise.

Furthermore, it’s also important to ensure that team members have access to any necessary licenses, subscriptions, and access to other necessary tools that are required to complete their work. 

Recognition for efforts & contributions

After gathering remote employees’ performance reviews, expressing and recognizing the accomplishment of your team members is necessary as it creates an achievement feeling within them. This can lead to greater job satisfaction and motivation. Recognition can be given in various forms, such as verbal praise, social media, bonuses, or rewards, but it’s important to make sure that it is specific and timely, and that it is given to the right people. Recognition is not just about rewarding good work, but also about understanding the team members’ goals and aspirations, and providing opportunities for them to develop and grow, both professionally and personally.