Leading Virtual Teams

Leading a virtual team can feel a little tricky at first—especially when it comes to communication, keeping people motivated, and making sure everyone is on the same page. Whether your team is fully remote or a mix of in-office and remote employees, there are bound to be some bumps along the way. But with the right tools and strategies, you can build a strong virtual team culture and help everyone stay engaged, productive, and connected. Let’s dive into a few challenges you might face and some ways to work through them.

1: Communication

Let’s be real—when you’re working remotely, it’s easy for communication to get a little messy. Without face-to-face interaction, it’s harder to get your point across, and messages can sometimes get lost in the shuffle. Bridging that gap of space is a massive step in the communication process, and one of the easiest ways to do that is by having a consistent schedule for video calls or phone calls. It has been proven that face-to-face communication is 34 times more effective in the workplace, so finding ways to replicate that style of communication is massive when leading a virtual team.

A large part of our communication is non-verbal. The way we move our head, our hands, and even the way we position ourselves in a conversation can say so much about what we are trying to say. Without a medium that allows us to convey those face-to-face versions of contact, we are missing out on the impact our communication has on others as well as they are missing out on their impact on us.

2: Team Culture

Creating a strong team culture in a virtual environment can be a bit challenging, especially if your team members have never met in person. Without the casual coffee chats or after-work hangouts, it’s easy for people to start feeling disconnected. Remember, not every conversation needs to be business related. While it may seem counterproductive, talking about things that are not work while working can result in a more productive day. By creating a fun environment, we provide space for creativity which can lead to more innovation, help team members avoid burn out, and lower turnover rates.

Ways to go about creating a fun environment come in many different forms, and it may not be a bad idea to read up on the Languages of Appreciation to help create that environment. Establishing things like weekly virtual coffee breaks, monthly happy hour, or even an employee shout out/spotlight can help foster the environment you are looking for when leading a virtual project. It's hard to make everyone excited about working, but we can start by making people look forward to coming to work!

3: Trust (without micromanaging)

Micromanaging, a word that strikes fear into any team leader's heart. The last thing we want to do is make our team members feel like we are being overbearing, but at the same time, projects do have deadlines. As team leaders, how do we walk that very fine line between team leading and team dictating?

For starters, we should focus less on tasks and focus more on outcomes. When team members are constantly being asked for updates on each individual task, it makes them feel like we don’t trust them to reach the end goal on their own. Rather than micromanaging, focus on setting clear expectations and giving them the autonomy to meet those goals. It’s also important to check in regularly, but make it more about offering support than checking off a list of tasks. By focusing on the outcomes, we can ensure that our team members know we trust them. Trust is one of the three essentials of being a strong team leader. To learn about the other two, check out our blog, Be Essential

4: Disconnected Team 

Without the daily face-to-face interactions, it’s easy for the team to feel disconnected from the value they provide. Recognition plays a big role here too. Acknowledge both big and small wins—whether it’s a shout-out during a team meeting or a quick message of appreciation. When your team feels valued, they’ll stay more engaged and motivated.

And don’t forget to ask for feedback as the leader. If you’re always the one talking, it can be hard to know if something isn’t working. Regularly asking for input helps create a two-way conversation, and it shows your team that you’re open to making things better for everyone.

Managing a virtual team comes with its own set of challenges, but with the right tools, strategies, and a little patience, it’s totally doable. By focusing on communication, team culture, and trust, you can build a team that works well together—no matter where they’re based.

At Your Clear Next Step, we understand that virtual team management isn’t always straightforward, but we’re here to help. If you’re looking for more tips and tools, check out our on-demand webinars or dive into our blogs for insights on topics like communication and leadership. If you’re ready to level up your leadership skills, our Change Makers Certification program might be exactly what you need. Visit our website to learn more, or connect with us on social media to share your own experiences—let’s keep the conversation going!