Nowadays the labor market is changing rapidly, and remote working is becoming a new norm. Now companies are able to adapt to this reality due to creating flexible teams that can function out of the office. However, despite the obvious benefits of the remote format, managing a remote team comes with a number of challenges.
So, how can you ensure transparency in workflows and prevent productivity from slipping? How to receive timely progress reports? And finally, how to monitor the movements of employees on the move, using digital tools that track cell phone location to respond quickly to emergencies?
Effectively managing a remote team requires a comprehensive strategy, so now we are going to discuss the key aspects of managing a remote team and the best tools to help you work efficiently without influence on quality.
Strategies for Monitoring Work: Everything under Control
- Choosing the Best Tools for Communication
Quality communication is the foundation of productive work, especially when employees are in different time zones and work asynchronously. According to McKinsey research, effective internal communication can increase employee productivity by 20-25%.
How to choose the right tool? Here you need to consider several factors: ease of use (employees should quickly adapt to the platform); the service should support text, voice, and video formats for convenience; and the ability to integrate with other work tools.
Popular platforms for communication:
| Tool | Main functions | Ideal for |
| Slack | Channels for communication, integration with task managers | Small to medium sized teams |
| Microsoft Teams | Video calls, shared documents | Corporate teams |
| Zoom | Video conferencing, meeting recording | Training, client negotiations |
| Google Meet | Video calls without software installation | Quick calls, small meetings |
It is important to realize that communication should be both prompt and strategic. Regular meetings, clear instructions and transparent expectations from employees will help reduce miscommunication and chaos and systematize work processes.
- Tracking Tasks Completed
When working remotely, it is critical to track tasks and clearly understand who is responsible for what. Lack of face-to-face presence in the office can lead to confused prioritization, delays, and even loss of information. According to Asana research, about 26% of employee time is wasted due to poorly organized processes. This is why it is important to implement task management systems that not only assign responsibilities, but also track their fulfillment, providing transparency to the team.
One of the key tools that help to control task fulfillment in a remote team is task managers. They enable you to structure the workflow, track deadlines, and maintain team efficiency. We will consider the most popular of them.
Trello: Intuitive Task Organization
Trello is a visual project management tool that uses a system of boards, lists, and cards. The app is the perfect choice for small teams that need a simple and flexible system for organizing tasks. It is also especially useful for companies using Kanban methodology (where a visual representation of tasks helps to track progress on each stage of work).
- Advantages: intuitive interface; flexibility; possibility of integration; free tariff.
Asana: Clearly Assign Roles and Tasks
Asana is a powerful project management system that focuses on more granular planning and task control. Due to this app people can set clear deadlines, assign responsibilities to employees, and track the progress of each project. Asana is well suited for medium to large companies that require tighter control over workflows and employee performance tracking.
- Benefits: structured workflow (you can create projects, divide them into subtasks and assign responsibility for each of them); flexible task views; process automation; analytics and reports.
Tip: To increase transparency, implement the Stand-up meeting methodology. This format of daily short meetings (10-15 minutes) allows each employee to briefly report on the work done, outline plans for the day and identify possible difficulties. Managers can use this option to quickly assess the situation, and the team to be aware of the current status of tasks.
- Controlling Working Time and Productivity
One of the key challenges of remote work is the inability to personally supervise employees. How can you make sure that your time is being used effectively, rather than being wasted on social media and endless interruptions? According to research company RescueTime, the average office worker is only productive for 2 hours and 53 minutes a day, with the rest of the time spent on distractions. In a remote work environment, this can be exacerbated by the lack of an office as a supervisory environment.
To optimize workflow, companies use productivity monitoring tools. They can measure actual work time, analyze which applications and sites an employee visits, and find ways to improve efficiency.
Toggl Track: Time Tracking Made Easy and Convenient
Toggl Track is a tool that makes time tracking simple and easy. With Toggl Track, you can track time spent on various projects and tasks and integrate it with tools, e.g., Google Calendar, Asana, and Trello. At the same time, the app is suitable for both individual freelancers and teams, and it is especially useful for people who work on an hourly rate or are looking to manage their time more consciously.
RescueTime: Automatic Productivity Analyzer
RescueTime is similarly an automatic productivity analyzer that tracks which applications and sites an employee uses during the workday. RescueTime also enables you to set goals and limits, e.g., blocking access to social media during work hours. This app provides personalized recommendations to improve productivity (which is especially useful to identify “time eaters” and establish healthy work habits).
However, it’s important for you to strike a balance between control and trust here: excessive supervision can cause stress and reduce motivation. Companies that successfully use time monitoring implement it not as a means of surveillance, but as a tool for self-management and efficiency improvement.
- Observing Employee Locations in Field and Remote Work
Control in remote work goes beyond just time tracking. It is important both to understand how many hours an employee has spent in front of a computer, as well as to evaluate their productivity, engagement, and in some cases, even their location.
This is especially important for field employees: couriers, service engineers, sales managers and other specialists working “in the field”. Companies that use geolocation tools reduce downtime and improve scheduling efficiency by 20-30%.
User-friendly tools:
| Apps | Functionality | Benefits |
| Number Tracker | Real-time employee location tracking | It is useful to monitor employee movement and ensure safety in the field. The app is user friendly, additionally, it integrates with mobile devices. Ideal for courier services and field managers. |
| EverTrack | GPS tracking for logistics | Offers to track the movement of vehicles and employees, helping you optimize routes and reduce logistics costs. Automatically records the beginning and end of the working day, suitable for companies with a large number of mobile employees. |
| Timeero | Geo-tracking and time tracking | Combines GPS tracking with time-tracking, enabling employees to check in and out of the facility. Integrates with payroll systems and is ideal for traveling professionals and field teams. |
Tip: Please remember that control is not a 100% guarantee of success. Here it is important for you to remember the importance of getting feedback from your employees. Regularly check the atmosphere in the team and create a mood of openness and support, so that you can improve employee engagement and motivation, which will ultimately lead to successful fulfillment.
Success at a Distance
Working remotely is a challenge, but it’s also a chance for a new attitude. Trust, communication and regular feedback are key elements that will help build an effective team. Use these tools and distance will become just a number, not a barrier!