Avoid These 3 Mistakes When Managing Remote Teams

Managing a remote team can be one of the most rewarding parts of growing a borderless agency—but it’s not without its challenges. Early in my journey with 5Four Digital, I made plenty of mistakes (trust me, plenty), but each one helped refine how I lead a global team today.

Here are the three most common mistakes I’ve seen—and experienced—and how to sidestep them to build a cohesive, high-performing team no matter where in the world they are.

1. Overlooking the Importance of Clear Communication

Remote work lives and dies on effective communication. Without an office to casually drop by someone’s desk, misunderstandings can pile up fast.

What to Avoid:

• Relying solely on emails or long, unwieldy Slack threads.
• Failing to clarify expectations for project updates or response times.

What to Do Instead:

• Use tools like Slack or MS Teams for real-time communication, and set up clear channels for different projects or topics.
• Define communication norms: for example, when to use instant messages versus email, and response time expectations.
• Hold regular check-ins or weekly stand-ups via video calls to keep everyone aligned and connected.

At 5Four, we use Slack for daily conversations and Loom for quick video updates when context matters. Clear, async communication saves time and ensures no one is left guessing.

2. Ignoring Time Zone Challenges

Having a borderless team means you’re working across multiple time zones—a benefit for a 24/7 workflow but a hurdle if not managed properly.

What to Avoid:

• Scheduling meetings without considering team members’ local times.
• Expecting real-time responses from everyone.

What to Do Instead:

• Build asynchronous workflows. Tools like Asana or Trello help manage projects without requiring constant real-time interaction.
• Establish “overlap hours” where key team members can connect live if needed.
• Share meeting recordings and notes for anyone unable to attend.

At 5Four, we align work around deadlines rather than hours, allowing team members to work when they’re most productive. It’s flexible, efficient, and keeps morale high.

3. Neglecting Team Culture

Remote work can sometimes feel isolating, leading to disengagement if you’re not proactive about fostering culture.

What to Avoid:

• Treating your team like contractors instead of collaborators.
• Forgetting to celebrate wins or acknowledge contributions.

What to Do Instead:

• Create shared spaces for informal interactions, like Slack channels for hobbies or casual chats.
• Celebrate milestones, big and small, from project launches to work anniversaries.
• Emphasize inclusion by acknowledging global holidays and encouraging team members to share cultural traditions.

One of our favorite traditions at 5Four is a “Weekly Wins” Slack thread. Every Friday, the team shares one thing they’re proud of—work-related or personal. It’s simple, but it keeps the team connected and motivated.

The Bottom Line

Managing a remote team comes with unique challenges, but by focusing on communication, workflows, and culture, you can build a borderless team that thrives. It’s about creating an environment where everyone feels supported, aligned, and valued, no matter where they are.

For more insights into hiring, training, and managing a borderless team, check out my book Borderless—your guide to building a global agency that scales effortlessly.

Let’s build remote teams that delivers!