How to hire and manage remote teams for your agency
Building a team is at the heart of every successful business. But managing a team you don’t meet face-to-face every day? That’s a whole other challenge!
Hiring remote employees can be tricky if you don’t know the ropes. You need to find people who are good at their roles and can collaborate with communication and time zone differences.
And once you’ve hired them, how do you keep track of their progress? What happens if an urgent issue arises at 2 a.m.?
Managing your first remote team can bring tons of questions, and Savvital is here to answer them all!
Why Remote Teams Are a Game-Changer
In today’s job market, staying ahead isn’t just about cutting costs. Offering remote work options gives your agency a major edge over those stuck in the traditional office setup:
1. Boosted Productivity
The pandemic redefined how we work, with remote setups proving to be more than a safety measure.
When team members can focus from the comfort of their own spaces, distractions are minimized, and work gets done efficiently.
Communication tools like video calls and instant messaging make working together easy. Doesn’t matter where your employees are now. Tasks get done faster and employees are happier with their workflow.
2. Lower Turnover Rates
Remote work boosts retention, as studies show higher job satisfaction among remote employees.
Happy employees stick around longer, reducing the time, effort, and cost associated with hiring replacements.
3. Access to Global Talent
And you can forget limiting yourself to local resumes. Hiring remotely means you can find the perfect candidate - no matter where they’re based!
4. Reduced Costs
A remote workforce means big savings. No need for office spaces, utility bills, or extra furniture. Plus, employees save on commuting, work wardrobes, and even childcare!
This means lower overhead costs for your business and more satisfied employees.
The Challenges of Remote Hiring
For smaller businesses, building trust with non-local employees can be a challenge:
1. Communication Issues
Time zones and poor connectivity can disrupt communication. Tools like Asana keep teams aligned, while low-bandwidth options like Surfly improve screen sharing in challenging conditions.
2. Tracking Productivity
Remote work makes it hard to track performance. Using tools that provide clear metrics prevents employees being overworked or underutilized.
3. Scheduling Across Time Zones
Coordinating meetings globally can be tricky. But Calendar tools like Google Calendar help find convenient times for everyone!
The Remote Team Hiring Process at Savvital
Trust takes time in remote setups.
At Savvital, we focus on creating an environment that appeals to top talent, especially when it comes to our virtual assistant services.
Trust is at the core of building a successful remote team, and one of the best ways to establish that is through strong employer branding.
Here’s how we streamline the process and find the best virtual assistants for your business:
1. Determine Open Remote Vacancies
First, identify the roles you need to fill. This might mean hiring virtual assistants to support customer service or other administrative tasks.
Understanding what you need will help avoid communication breakdowns and operational gaps.
2. Evaluate Your Business Flow
Look at your daily operations. Are there periods when tasks pile up or your team is overwhelmed?
Identifying these moments will help you determine where more support is needed.
3. Check Your Budget
Your hiring budget is key. Review your financials to figure out how many remote workers you can afford. Consider salaries and potential hiring cost fluctuations.
If wait times are too long or service is slipping, it’s a sign that your team might need backup.
4. Defines Responsibilities and Objectives
Clearly outline the role, including job title, department, hours, and responsibilities. The clearer the posting, the better the match!
Candidates need to know exactly what they would be doing and why it’s important. Be transparent about the key tasks and how they fit into the team.
5. Specifies Qualifications
List the education, experience, and skills required for the position. This saves you time in the selection process.
6. Efficient Interviews
With virtual interviews, you can connect with potential hires no matter where they’re located, which saves time and avoids disruptions.
7. Do the Paperwork
Once you’ve chosen the perfect virtual assistant through Savvital, it’s time to formalize the partnership. Whether they’re joining your team for a long-term role or on a trial basis, make sure all expectations are clearly documented.
8. Conduct a Successful Onboarding Process
Onboarding is the cornerstone of building trust and efficiency with your new remote hire.
A well-structured onboarding process ensures they feel confident, connected, and ready to contribute from day one.
9. Define Clear Objectives
Set your virtual employee up for success by clearly outlining their goals and tasks. Whether they’re handling administrative tasks, managing customer support, or optimizing workflows, make their responsibilities crystal clear.
Interactive training sessions tailored to their role also help avoid confusion and keep them engaged.
10. Share Your Company’s Mission and Culture
Introduce your Savvital hire to your company’s purpose and values. Share your mission and vision to help them understand your business’s direction and goals.
Virtual tools like video calls, online presentations, and team chats can create a warm, welcoming environment.
Showcase your company’s achievements, policies, and processes with engaging eLearning modules or pre-recorded walkthroughs.
This not only helps your assistant understand how your company operates but also gives them a sense of pride in contributing to your success!
How to Manage Your Virtual Team Effectively
With the right management strategies, you can integrate virtual employees into your team and elevate your operations:
1. Foster Accountability
Accountability works best with clarity. Clearly define roles and responsibilities while aligning tasks with your employee’s skills and capacity.
2. Deliver Constructive Feedback
Feedback is crucial, but it should be specific and actionable. Provide examples to explain your points, focusing on areas of improvement and celebrating successes.
Constructive feedback encourages growth and collaboration!
3. Use Deadlines Effectively
Every goal should have a timeline.
Clear deadlines provide structure and drive productivity. While it’s important to communicate the consequences of unmet milestones, offering guidance and support makes sure your virtual team feels equipped to succeed.
4. Leverage Virtual Team Management Tools
Savvital recommends using platforms that improve productivity, communication, and collaboration, ensuring your team stays connected and on track.
These platforms help you organize and streamline your workflow:
- Microsoft Teams: Perfect for communication and collaboration, Teams offers chat, video calls, and file sharing. Its integration with Microsoft Planner supports task tracking and smooth workflows.
- Asana: This powerful project management tool lets you assign tasks, track deadlines, and create project timelines. Its app integrations make it a great choice for remote teams.
- Monday.com: Known for its flexibility, Monday.com offers visual task boards, automation, and customizable workflows to keep your team aligned and efficient.
Select platforms tailored to your needs to create an organized and collaborative remote work environment.
5. Automate Tasks
Automation simplifies work by handling repetitive tasks. It saves time, reduces errors, and lets you focus on what matters.
Use tools to automate tasks like emails, data entry, or customer notifications. For example, restaurants automate reservation confirmations and feedback collection, while businesses use email automation for invoices or marketing.
Choose tools that are user-friendly, versatile, and cost-effective. Automation is key to working smarter, not harder!
Train Your Team for Remote Success
- Create Accessible Resources: Provide guides, videos, or courses on essential tools and skills.
- Choose Training Methods: Use live sessions, pre-recorded content, or a mix of both for flexibility.
- Use Reliable Platforms: Pick tools like Zoom or LMS platforms that suit your team’s needs.
Encourage collaboration, celebrate wins, and promote work-life balance. A happy team is a productive team!
By training effectively, you’ll create a thriving remote workforce and drive success for your business.
About Savvital
From tools to team management, we provide expert solutions to boost your team's performance. Ready to optimize? Contact Savvital today!
Sources:
How to Hire and Manage Remote Teams: The Complete Guide | HR Cloud
Published on 6 Feb 2025
Author: Zahra Malik