Remote Work Best Practices: Proven Strategies from Top Distributed Teams
As remote work becomes the new norm for many organizations, learning from experienced distributed teams can make all the difference. We’ve gathered insights from leaders at GitLab, Doist, Zapier, and other remote-first companies to help you optimize your virtual workplace.
The Power of Documentation
Why Writing Matters
Consistent documentation emerged as the #1 priority among successful remote teams:
- Document company values and decision-making processes
- Maintain transparent project roadmaps and meeting notes
- Create accessible knowledge bases for all team members
“Written communication is one of our core values,” emphasizes Doist founder Amir Salihefendic. “Everyone needs strong writing skills, regardless of role.”
Benefits of Thorough Documentation
- Reduces misunderstandings across time zones
- Minimizes duplicate work
- Creates institutional knowledge
- Supports asynchronous workflows
Centralizing Information
Creating Your Knowledge Hub
Every remote team needs a single source of truth. Popular solutions include:
- Notion
- Dropbox Paper
- Google Docs
- Custom-built internal tools
Twilio CEO Jeff Lawson shares: “We maintain a COVID-19 status page with daily updates at 5 p.m. Pacific. Everyone knows where to find the latest information.”
Mastering Asynchronous Work
The Async Advantage
Key benefits of asynchronous communication:
- Respects different work schedules
- Expands global hiring possibilities
- Reduces burnout from constant availability
- Encourages thoughtful responses
Implementing Async Effectively
- Reserve real-time communication for emergencies
- Establish clear response time expectations
- Create escalation protocols (e.g., “red alert” systems)
Continuous Improvement
Embracing Iteration
Remote work strategies should evolve with your team:
- Pilot new tools with small groups first
- Regularly assess what’s working
- Don’t hesitate to abandon ineffective solutions
“We call it the ‘two-way door’ approach,” explains GitLab’s Darren Murph. “If a change doesn’t work, walk back through that door and try something else.”
Supporting Your Team
Managing Through Uncertainty
Recognize that exceptional circumstances require flexibility:
- Adjust performance expectations
- Prioritize employee wellbeing
- Acknowledge external challenges
“When conditions are suboptimal but you’re still performing well, in my book you’re an A-player,” says FlexJobs CEO Sara Sutton.
Onboarding Remote Employees
Effective strategies for integrating new team members:
- Implement a buddy system
- Provide dedicated onboarding support
- Set realistic ramp-up expectations
“New hires should know they’re not on trial,” advises YouNeedABudget’s Jesse Mecham. “We’re in this for the long haul.”
Optimizing Communication Tools
Right Tool for the Right Purpose
Avoid over-reliance on any single platform:
- Use chat apps for casual conversation
- Reserve email for formal communication
- Consider specialized tools for different needs
Balancing Communication Methods
- Not every discussion needs to be a meeting
- Alternate between video and voice calls
- Equalize participation for hybrid meetings
“Remember there are other communication mediums beyond video,” reminds Sutton. “Phone calls can often be more focused and less draining.”
Key Takeaways
Successful remote work requires intentional strategies:
- Prioritize comprehensive documentation
- Create centralized knowledge repositories
- Embrace asynchronous workflows
- Continuously refine your processes
- Support your team with empathy
- Implement thoughtful onboarding
- Optimize your communication toolkit
By learning from these experienced distributed teams, you can build a remote work environment that fosters productivity, collaboration, and employee satisfaction.
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