Sign in

How to Build A Remote Team in 6 Easy Steps

Jen Hensey
How to Build A Remote Team in 6 Easy Steps

Without a doubt, remote work has changed the game of how businesses operate. Not only does it provide employees with the ability to have a more flexible work schedule, but it can also save businesses money on office space and other workplace costs.

Indeed, many experts believe that working remotely and using project management software Monday is the future of work. So, if you're thinking about building a remote team for your business, or thinking of switching your current team to a remote model, here's a step-by-step guide on how to do it!

Step 1. Define the job roles you need to fill.

The first step to building a remote team is understanding which job roles you need to fill to achieve your business goals. This will vary from business to business, but some common remote team roles include:

  • Project manager
  • Graphic designer
  • Web developer
  • Content writer
  • Social media expert

Determine the priority of each role and what specific skills and experience are required for each position. This will help you determine how to best staff your team.

Do your research.

When defining job roles, it's important to do your research. That means scouring job boards and online freelancer platforms to get a sense of the going rates for each position.

This will help you understand how much you should budget for each role on your team. It will also give you a better idea of the available talent pool for each position.

For example, you may find that there are more qualified candidates for a social media expert position than a web developer position.

Step 2. Find the right candidates.

Now that you know which roles you need to fill, it's time to start sourcing candidates! When looking for remote team members, it's important to keep a few things in mind:

Look for candidates with experience in remote work.

First, look for candidates who have experience working remotely. This will help ensure that they're familiar with the remote work lifestyle and have the necessary skills to be successful in a remote role.

Determine if they're a good cultural fit.

Second, make sure that the candidates are a good cultural fit for your business. After all, remote team members will be representing your brand to the world.

Ask about their communication style.

Finally, ask candidates about their communication style. Working remotely requires strong communication skills, so you'll want to make sure that candidates are comfortable communicating via text, video chat, and other project management tools.

The best way to find remote candidates is to post your job openings on online job boards and freelancer platforms. Several great websites cater specifically to remote workers, such as We Work Remotely and FlexJobs.

Step 3. Have reliable project management software.

One of the most critical aspects of successfully managing a remote team is having reliable project management software. This software will help you keep track of deadlines, assigned tasks, and progress reports.

Whether you're in sales or marketing, web development, or design, there's a project management tool out there that's perfect for your needs.

We recommend Halsell for sales and marketing teams, as they can replace other management software like Asana and Salesforce.

Project management software is essential for keeping your remote team organized and on track. Without it, you'll likely struggle to manage deadlines, assigned tasks, and progress reports.

Check out the Top 5 Salesforce alternatives and these Top 5 CRM software to better understand project management software.   

Step 4. Set clear expectations.

When you're first building your remote team, or even if you're shifting your current team to a remote model, it's important to set clear expectations from the start.

Every business is different, so take the time to sit down with your team and outline what you expect from them in terms of work hours, communication, and deliverables. Here are a couple of things to keep in mind when setting expectations:

Be flexible.

First, be flexible. One of the great things about working remotely is that it offers employees a lot of flexibility regarding how and when they work.

So, while you may expect your team to be available during regular business hours, be open to employees working different hours depending on their time zone or other commitments.

Just because someone isn't working from 9 to 5 doesn't mean they're not getting their work done.

Overcommunicate, but don't micromanage.

Second, overcommunicate, but don't micromanage. It can be tempting to want to check in on your team constantly, but this will only lead to frustration on both sides.

Instead, set up regular check-ins (weekly or bi-weekly) and use those as opportunities to give feedback, answer questions, and provide guidance.

This will help ensure that everyone is on the same page without you having to constantly monitor their work.

Step 5. Offer training and support.

When starting with a remote team, offering training and support is important. This will help your team members hit the ground running and be successful in their roles.

There are a few different ways you can offer training and support, such as:

1. Online courses:

Several online courses cover everything from how to work remotely to how to use specific project management software. Prioritize courses that will be most helpful for your team and make sure to give employees plenty of time to complete them.

2. In-person training:

If you have the budget, you may also want to consider offering in-person training. This can be especially helpful if you have remote employees who are new to working remotely. 

Cover how to set up a dedicated workspace, how to stay focused and avoid distractions, and how to manage time zones.

3. One-on-one support:

In addition to general training, it's also important to offer one-on-one support. This could be in the form of regular check-ins (weekly or bi-weekly), or simply being available to answer questions as they come up.

4. Video tutorials:

Training doesn't have to be formal. You can also create video tutorials on how to use specific software or complete certain tasks. These can be quick and easy to produce, and they'll provide employees with the information they need to be successful.

Step 6. Have a comprehensive onboarding process.

A comprehensive onboarding process is essential for any remote team. This will help new

employees hit the ground running.

Depending on the size of your team and the complexity of your business, this may vary from a few simple onboarding documents to more comprehensive weekly video training. At a minimum, you'll want to provide your team with:

1. An overview of your business:

Your team should have a clear understanding of what your business does, who your target market is, and what your company values are.

What are your goals for the year, the month, or even the week? New team members need to know this to understand how their work fits into the bigger picture.

2. An overview of their role:

Your team should also have a clear understanding of their specific roles and responsibilities. What tasks are they expected to complete? What deadlines are they working towards? What KPIs are they being measured against?

3. The tools they need to be successful:

Provide your team with a list of the tools they need to complete their tasks. This could include project management software, chat tools, video conferencing software, and more. If you have a specific workflow that you use, walk them through it step-by-step.


Remote is the future, and so is the remote team. Building a remote team can be challenging, but it's worth it. With some planning and the right tools in place, you can build a high-performing team that will help your business succeed. Check out these tips for managing a remote team for some more ideas! 

Jen Hensey
Zupyak is the world’s largest content marketing community, with over 400 000 members and 3 million articles. Explore and get your content discovered.
Read more