Distributed Team Management- Tips, Tools, and Strategies


Managing a distributed team is a challenging task that requires a different set of skills and strategies from organizing a traditional team. You have to be able to work with people from different cultures, time zones, and backgrounds while remaining productive and organized. Fortunately, there are many strategies available to support you in distributed team management.

From communication tools to collaboration strategies, there is a variety of ways to ensure that your distributed team is able to work together and achieve success. In this article, we’ll explore the best practices, tools, and strategies for managing distributed teams, and how you can use them to make your collaboration more productive and successful.

What is a Distributed Team?

A distributed team is a group of workers who are not located in the same physical location. In other words, it is a team of people who work remotely. Distributed teams are becoming increasingly popular and are often chosen over co-located crews due to various benefits.

When managing distributed teams, you’ll have to consider factors like time zones, cultures, skill levels, and communication.  They are often chosen because it’s less expensive to hire remote workers and easier to onboard a wider range of talent, such as people who aren’t able to move due to family and financial obligations.

You may also choose to form a distributed team because you have a wide range of expertise and resources, and you want to take advantage of all of them. For example, you may have a team member who’s an expert in marketing but works remotely. You can take advantage of their expertise by forming a distributed team and hiring other members who also work remotely.

Managing a distributed team needs you to form a duty roster. TimeTrack can help you with this. The workplace in which the task is to be performed may be chosen when a new duty roster is created. Pick an option from the drop-down menu to indicate the number of workers who possess the appropriate skill set. The break’s length and start time may be set independently of the service’s duration and day.


TimeTrack – Duty roster



Why Should You Form a Distributed Team?


A Gallup study found that remote workers were more enthusiastic about their jobs than their office-based counterparts. When remote workers are more invested in their job, they produce greater results and are simpler to manage as a team.

Before you form a distributed team, you have to decide why you want to do so. Forming a distributed team isn’t as simple as deciding to do so. There are several benefits to forming a distributed team, including increased flexibility, reduced costs, and a wide range of expertise and resources.

Increased Flexibility

A distributed team gives you the ability to work from anywhere and gives your team members the same flexibility.

More Talent

By forming a distributed team, you can take advantage of a wider range of talent and resources at a lower cost.

Fewer Office Costs

Having a distributed team gives you the freedom to work from home, or to find co-working spaces for remote workers. This allows you to save money on rent and office costs.

How to Manage Distributed Teams?

When managing distributed teams, your main goal is to keep everyone connected and working together towards the same goal. You have to be careful to keep communication open, and you need to find ways to break down barriers. There are several strategies that you can use to keep your distributed teams connected and motivated.

Break Down Barriers

One of the most important things that you can do when managing distributed teams is to break down barriers. You want to make sure that your team members feel welcome and included, and that they feel connected to the team. You’ll want to work on overcoming cultural barriers, communication barriers, and technical barriers.

Cultural barriers

Cultural barriers may cause your team members to feel unwelcome or disconnected. You may want to work on bridging cultural gaps by looking at ways to improve communication, or learning more about the cultures of your team members.

Communication barriers

Communication barriers may cause your team to feel disconnected or unproductive. You can overcome these barriers by making sure to use the best communication tools for your team members.

Technical barriers

You can overcome these barriers by making sure to use the best communication tools for your team members. Make sure that you have an open and welcoming team culture.

Make Sure That You’re on The Same Page

Make sure that each member is on the same page regarding goals, expectations, and tasks. Make sure that you’re holding regular meetings and keeping communication open. Make sure that you have a central place to store information, such as a team management platform, where all members can access information.


Challenges to Managing Geographically Distributed Teams

Managing a geographically distributed team may pose several challenges. You may have difficulty keeping everyone on the same page.

You may also have difficulty finding ways to break down barriers, and may experience cultural clashes. You can overcome these challenges by using a variety of strategies.

Manage expectations – Make sure that you set clear expectations for your team members, and let them know what is expected of them. Make sure that you set expectations for how you want your team members to communicate, and how you want them to handle cultural clashes.

Be careful with hiring – Make sure that you’re careful when selecting team members. You want to make sure that each member is a good fit for your team, and that they are able to overcome challenges such as cultural clashes.

Make sure that you show care – Make sure that you show care for the well-being of your team members.

Make sure that you have a clear onboarding process – Make sure that you have a clear process for onboarding new team members, and that they know what is expected of them. You want to make sure that each new team member knows how to overcome challenges, and that they have the support that they need.

Risks in Distributed Team Management

When managing geographically distributed teams, you have to be careful not to let risks take the upper hand. Otherwise, risks can derail your team, and cause you to lose focus on achieving success.

Make sure that you’re careful to select the right members for your team, and that you’re vigilant about hiring practices and vetting. Ensure that you use appropriate communication tools that will help you to stay connected and relevant.

Additionally, ensure that you create very specific tasks and that you communicate them effectively. You need to be careful with how you manage your time and interact with your team members.

Useful Tips for Distributed Team Management

Now that you know some of the challenges and risks associated with managing distributed teams, it’s time to learn some tips to help you manage them effectively.

Here are a few tips to help you manage your distributed team.

Find ways to break down barriers – You may want to work on cultural sensitivity training or find ways to more effectively communicate with your team members.

Build a strong team culture – You may want to focus on core values or rituals and habits that will help to bring your team together.

Communicate effectively – You have to make sure that you’re communicating effectively with your team. You may want to focus on the 5 Whys, or on having regular meetings.

Keep track of progress – This will allow you to see what each member is working on.



To conclude, managing a distributed team can be challenging, but it is also an opportunity to tap into the diverse skills and perspectives of a remote workforce. Effective communication, collaboration, and leadership are key to success in distributed team management. Managers must work to create a sense of shared purpose and identity among team members, establish clear goals and expectations, provide opportunities for team members to connect and collaborate, and adapt their leadership style to the unique needs of a remote workforce. With the right approach, a distributed team can be a valuable asset for any organization.

Thanks to TimeTrack, you may continue to plan without making any mistakes. A warning will show up on your calendar if you try to plan too many events on the same day. Please note that this is only an alert. You should be able to schedule events normally in the system and view conflicts in the calendar.