10 Remote Work Best Practices for Maintaining Team Collaboration

Are you running a remote team? This means you have team members in different time zones, implying an urgent need for software and techniques to bridge communication and collaboration gaps. This article provides the best practices and shares how to use Zight and other tools to work remotely without hassle. Read on!

Ian Mutuli | May 30, 2024 | 9 min read time

Article Last Updated: May 30, 2024

10 Remote Work Best Practices for Maintaining Team Collaboration

Remote work has transformed how global teams operate. It offers flexibility and convenience but also presents challenges in maintaining effective collaboration.

If you’re leading a remote team, you’re probably juggling time zones and different communication styles, all while trying to keep everyone on the same page. You’re not alone. Many teams struggle with maintaining collaboration when they’re not physically together.

So, what can you do as a team manager? We’d recommend starting with the best tools to help you successfully manage remote teams. These include visual communication and visual collaboration tools like Zight. With the screenshot app or screen recorder, you can communicate asynchronously with your teams without disrupting their personal workflows or forcing them to be online past work hours in their region.

But there’s more than just tools.

In this article, we’ll explore ten remote work best practices for team collaboration to provide you with practical tips to enhance your team’s productivity and cohesion. Let’s dive in!

1. Establish Clear Communication Channels

If you want to run an effective remote team, then you must establish clear communication first. To start, decide which tools your remote workers will use for different types of communication, such as Slack for instant messaging, Zoom for video calls, and email for formal communication.

Remember, consistency is key: it helps everyone know where to look for information. So, ensure all your remote employees use the same tools to communicate for work. You can use Slack channels, Trello, and Asana for communication, collaboration, and project management.

In addition to selecting the right tools, create guidelines on how and when to use each. For instance, urgent matters might be handled via instant messaging, while less immediate issues can be addressed in emails. Ensure everyone is comfortable with these tools by providing training sessions and ongoing support.

2. Set Expectations and Guidelines

From the outset, set clear expectations and guidelines for communication and collaboration. Define response times, working hours, and availability so that everyone knows when they can reach each other. This is one way to avoid misunderstandings. Also, regularly update these guidelines as your team evolves to maintain smooth operations.

It’s also important to establish norms for virtual meetings, such as having an agenda, setting time limits, and encouraging active participation. By setting these expectations early, you create a more predictable and efficient working environment.

3. Leverage Collaboration Tools

For a smooth workflow, you must invest in the right remote work tools to improve teamwork.

Platforms like Asana or Trello for project management, Google Workspace for document collaboration, and Zight screen recorder or screenshot app for visual communication are invaluable. They streamline workflows, keep everyone aligned, and make sharing progress and feedback easy.

So, integrate these tools into your team’s workflow and provide training and resources to ensure everyone knows how to use them. Also, regularly review your tools stack to ensure they still meet your team’s needs. If a tool no longer serves your needs, look for alternatives offering better functionality.

Tips to get the most out of remote work collaboration tools:

  • Choose the right tools: Select tools that meet your team’s specific needs, such as project management, communication, and file sharing. Test various tools to see which ones integrate best with your existing workflows
  • Provide training and resources: Offer comprehensive training sessions to ensure all team members are comfortable using the tools. Create easy-to-access resources, like tutorials and FAQs, to help team members troubleshoot issues independently
  • Establish usage guidelines: Define clear guidelines on how and when to use each tool to avoid confusion and overlap. Ensure everyone understands the purpose of each tool and adheres to the established protocols
  • Encourage regular use: Promote consistent use of the tools by incorporating them into daily workflows. Set an example by using the tools yourself and encouraging others to follow suit
  • Integrate tools seamlessly: Look for tools that offer integrations with other software your team uses. With the best tools, you can use automation features to reduce manual work and improve efficiency
  • Foster collaboration and engagement: Encourage team members to use collaboration features, such as commenting, tagging, and real-time editing
  • Monitor tool effectiveness: Regularly assess the effectiveness of the tools and gather feedback from the team. Be open to making adjustments or switching tools if they are not meeting your team’s needs

4. Schedule Regular Check-Ins


Regular check-ins are a vital component of effective remote collaboration strategies. You can plan weekly or bi-weekly team meetings to maintain personal connection and provide opportunities for team members to discuss their progress, challenges, and any support they need. These meetings should be structured yet flexible enough to allow for open discussion.

In addition to team meetings, consider scheduling one-on-one check-ins with each team member. This allows for more personalized support and feedback. You’ll be able to address any concerns, offer guidance, and celebrate individual achievements.

5. Foster a Collaborative Culture

Creating a collaborative culture is about more than just the tools you use; but about fostering an environment where team members feel valued and heard. According to these team collaboration statistics, you’ll boost productivity by 50%, improve decision-making by team members by 87%, reduce employee turnover, and encourage creativity by five times, plus more benefits.

So, encourage collaboration by promoting open communication, active listening, and recognizing contributions. Even in remote work environments, you should celebrate successes together and provide feedback regularly to build a supportive team atmosphere.

Also, encourage team members to share their ideas and opinions and ensure that everyone has a chance to contribute during meetings. This will foster an inclusive environment where diversity of thought is valued, leading to more innovative solutions and a stronger team dynamic.

Tips to improve teamwork in remote settings:

  • Promote open communication: Encourage team members working remotely to openly share their thoughts, ideas, and concerns. You can use various communication tools to accommodate different preferences, such as instant messaging, video calls, and forums
  • Set clear goals and expectations: Clearly define project goals, deadlines, and individual responsibilities. Also, regularly review these goals to ensure everyone remains aligned and focused
  • Foster trust and transparency: When you manage remote employees, be transparent about team decisions, challenges, and successes. Encourage honesty by leading with integrity and setting a positive example
  • Cultivate a collaborative culture: Encourage teamwork by rewarding collaborative efforts and also create opportunities for team members to work together on projects and tasks
  • Provide regular feedback: Offer constructive feedback regularly to help team members improve and grow. You can even use one-on-one meetings to provide personalized feedback and support
  • Organize virtual team-building activities: Schedule regular team-building activities to strengthen relationships—and include diverse activities that cater to different interests
  • Encourage flexibility: Adjust working hours to accommodate different time zones and personal commitments. Also, allow every remote employee to manage their schedules while respecting key collaboration times
  • Facilitate continuous learning: Provide opportunities for professional development through online courses, workshops, and webinars. As a manager, also encourage knowledge sharing by hosting internal training sessions and discussion groups
  • Support work-life balance: Burnout is real, and when it happens, it can lead to troubled mental health and employee dissatisfaction. To prevent this, encourage team members to take breaks and set boundaries between work and private life to promote a healthy work-life balance

6. Implement Virtual Team Building Activities

Team building is crucial for improving teamwork in remote settings. So, you should also implement virtual team-building activities to strengthen relationships and enhance trust among team members. Activities like online trivia, virtual coffee breaks, or team challenges will break the ice and create a sense of camaraderie, which is essential for effective collaboration.

Schedule these activities regularly to keep the team connected and engaged. Plus, tailor the activities to your team’s interests and preferences and be open to feedback on the most effective activities. The goal is to create fun and meaningful interactions that build trust and rapport.

7. Use Visual Communication Tools

You need to get remote team communication right, so we recommend getting visual communication tools. For instance, with the Zight screen recorder and screenshot app, you can create visual aids to explain complex concepts, share feedback, or highlight issues. These tools allow you to capture and share visuals quickly, making it easier for team members to understand and act on information.

So, encourage your team to use internal communication tools for presentations and tutorials. Visuals like screen recordings, webcam recordings, and annotated screenshots can convey information more clearly than text alone—and reduce misunderstandings while increasing efficiency.

Tips to get the most out of screen recording tools like Zight:

  1. Plan your recording: Outline the key points you want to cover before starting the recording (here’s how to create a video script). Prepare any necessary materials or documents you’ll need to show during the recording.
  2. Use high-quality equipment: Ensure you have a good-quality microphone and camera for clear audio and video. Check your internet connection to avoid lag during the recording.
  3. Optimize your settings: Adjust the screen resolution and frame rate settings for optimal clarity. Familiarize yourself with the tool’s features, such as annotation options and editing tools.
  4. Minimize distractions: Close unnecessary applications and tabs to prevent notifications and interruptions. Choose a quiet, well-lit environment to maintain professionalism.
  5. Keep it concise: Even if you already have a script, you need a video storyboard to aim for a clear and concise recording that will maintain viewer engagement. When creating one, break longer content into shorter segments if necessary to improve comprehension.
  6. Use annotations and highlights: Utilize annotation features to emphasize key points and guide viewers. Highlight important areas of the screen to draw attention where needed. With Zight, you can annotate a video while recording it for better communication and clarity!
  7. Practice and rehearse: Do a test run to ensure everything works correctly and refine your delivery. Rehearse your script or talking points to improve fluency and confidence.
  8. Edit for quality: Use editing features to trim unnecessary parts and enhance the overall quality. With Zight, you can also add titles, captions, or callouts to provide additional context and information. Here’s how to edit a video after recording.
  9. Share and collaborate: Use the tool’s video-sharing options to distribute the recording to your team or audience. Then, encourage feedback by allowing others to comment or edit the recording.

8. Encourage Flexibility and Adaptability

Remote work requires flexibility and adaptability. As such, encourage your team to be open to new ways of working and to adapt as needed. This might mean adjusting meeting times to accommodate different time zones or being understanding when unforeseen circumstances arise. Flexibility helps maintain team morale and keeps the team functioning smoothly.

Promote a culture where it’s okay to experiment with new approaches and learn from mistakes—an approach so crucial in a remote work environment where conditions can and do change rapidly. In addition, provide support and resources to help your team navigate these changes effectively.

9. Provide Opportunities for Professional Development

Continuous learning and development are essential for keeping remote teams engaged and motivated. So, provide opportunities for professional development through online courses, webinars, and workshops. When you encourage your team to upskill, it not only benefits them individually but also enhances the team’s overall capabilities.

Offer various learning opportunities to cater to different interests and career goals. Then, encourage team members to share what they’ve learned with the rest of the team to foster a culture of continuous improvement and knowledge sharing.

10. Monitor and Evaluate Collaboration Practices

Finally, monitor and evaluate your collaboration practices regularly to identify what’s working and what isn’t. You can collect feedback from your team on the tools and strategies you’re using and be willing to make adjustments. This iterative approach ensures that remote work collaboration tools and practices remain effective and relevant.

You can also use surveys, feedback sessions, and performance metrics to gather insights on how your team is functioning. Be proactive in addressing issues that arise and open to experimenting with new solutions. Remember, continuous improvement is critical to maintaining effective collaboration.

Wrapping Up

Maintaining team collaboration in a remote work setting requires a deliberate effort and the right strategies. With the best practices for team collaboration above, you can overcome the challenges of remote work and ensure your team stays connected and effective.

Remember, you need the best tools too, including communication and project management tools. So, sign up for a Zight account, and you’ll have made the first step to unifying your global workforce!

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