Implementing a work-from-home policy has been a solution for numerous companies in addressing the prevalent issue of burnout. Failure to provide employees with remote working options has resulted in mass resignations for some companies unwilling to adapt.

However, you can avoid this scenario. If you want to keep your skilled workforce and keep up with the remote working trends, then you are in the right place. This article will provide you with comprehensive information on how to organize remote teams. Let’s delve into it.

Why you need a work from home policy

Remote work isn’t just a luxury anymore; it’s become an integral part of how businesses thrive in the modern world. A strong work-from-home (WFH) policy isn’t just about offering flexibility — it’s about giving employees the tools and structure they need to excel, wherever they are.

A solid WFH policy helps cultivate a work-life balance that’s not dictated by office hours. By cutting out the commute, employees gain time to focus on personal goals, improve their well-being, and become more productive. When employees are happier, they’re more engaged, which translates into better results for the company.

A well-crafted remote work policy also opens up opportunities to tap into a global talent pool. Companies no longer need to be limited by geographical constraints, and the range of perspectives and ideas that come with a diverse workforce can drive innovation and creativity.

But a WFH policy isn’t just about offering the freedom to work from anywhere — it’s about making sure employees have everything they need to thrive. That’s where companies like Twitter and Ctrip come in. They’ve both crafted remote work strategies that support their teams, showing how a thoughtful approach can lead to success. Let’s explore how they’ve made remote work work for them.

Twitter and Ctrip: companies that adopted remote work

In the realm of work from home policy, numerous companies have employees working remotely, and their sizes can range significantly. For the purpose of this section, we will focus on two companies in particular. The first is a well-known tech giant that you’re already familiar with, and the second is a relatively unknown company.

We’re going to compare approaches, gauge their respective results, and see what insights we can get from their experience. Let’s start off with the multibillion-dollar tech company that played a big role in revolutionizing the social media landscape.

Twitter

Twitter, undeniably one of the largest tech companies globally, has implemented a work from home policy and even facilitated the transition for its employees. Instead of purchasing equipment for its employees, Twitter opted to let them handle the setup process themselves.

How does this ease the transition, you ask? Well, Twitter reimbursed employees for the costs they incurred during the home office setup. The cashback policy covers everything from desks, ergonomic chairs, printers, and other home office equipment that their employees may need.

Even any online fees that their employees may incur from video conferencing services, data consumption, or project management software will be covered by the company. Twitter is a shining example of how to make a remote transition as easy as possible for employees.

Ctrip

Back in 2016, a Chinese travel agency that employs 16,000 people wanted to explore the feasibility of a remote working system to see if it could reduce overhead costs and/or increase productivity amongst their staff.

They started by assigning small groups from their call center department to a home-based arrangement. The early results were quite promising since there was a drop in resignation rates, better overall performance, and even an improvement in morale based on employee feedback.

The implementation of a work from home policy led to significant cost savings for the agency, amounting to $1,000 for each employee who transitioned to remote work. This was achieved by freeing up office space that the employee would have otherwise occupied. Following the positive initial results, Ctrip extended the policy to the entire agency.

However, upon its implementation, a surge of complaints was received from employees. It is noteworthy that the majority of the complaints centered around a common issue—loneliness, which, in turn, resulted in reduced productivity. Continue reading to discover ways to counteract both these challenges.

Key performance indicators

One of the trickiest parts of managing remote teams is keeping them accountable for their performance. After all, it’s tempting for many remote workers to slack off, since their boss won’t really know.

Thankfully, there is a solution to address this issue through the implementation of a work from home policy. You can establish key performance indicators (KPIs) for each remote team to ensure they maintain their motivation, as you can actively measure their progress over the past weeks, months, or even years.

It’s advisable to use KPIs to monitor short-term productivity levels of remote teams, with an ideal monitoring period ranging between two and four weeks, depending on the nature of the team’s department. For instance, if you’re overseeing a marketing team, measuring performance on a month-to-month basis is more reasonable, as it takes time to plan and execute campaigns. In contrast, for sales representatives, who usually close deals in less than a week, monitoring their numbers over the past 14 days can indicate a decline in team performance.

Roadmaps

In addition to establishing KPIs, a work from home policy can also benefit remote teams by providing them with roadmaps to keep them on track. In a physical office, managers can easily call employees into meetings and communicate goals and targets effectively. However, this is not always feasible for remote teams, despite the availability of various online conferencing tools.

To address this challenge, creating a roadmap that outlines the goals and targets for the next month, quarter, or year can be helpful. Roadmaps are akin to detailed to-do lists that cover an extended period of time. When crafting a roadmap for remote employees, it’s crucial to be specific and transparent about the goals. Vague targets can hinder performance.

Moreover, we recommend getting feedback from remote workers to optimize the roadmap. By doing so, remote teams can stay on track and achieve their targets, ultimately contributing to the overall success of the work from home policy.

Health initiatives

Let’s face it, remote workers aren’t going to be as productive at home as they potentially could be if they’re in poor health. You might think that remote workers should be healthier than those who spend all their time in the office, since they have more flexibility to go to the gym.

Sadly, this isn’t the case. Despite having the “freedom” to get a solid workout in each day or sleep a full eight hours every night, remote workers usually suffer from health problems due to pulling all-nighters or procrastinating then cramming their tasks — which is mentally unhealthy.

If you want your remote workers to be physically and emotionally healthy, then you need to promote healthy heart habits such as regular exercise and good nutrition. Cardiovascular disease is a prominent risk for those who work at home, so take the initiative to protect your employees.

Encourage teamwork

Many companies are hesitant to implement a remote work policy due to concerns about potential collaboration challenges that may arise. And in some cases, their fears may be justified.

It’s well-known that some remote teams tend to collaborate less frequently than their in-office counterparts. However, there are always solutions to the obstacles that remote teams face.

To promote teamwork in your remote teams, it’s essential to make everyone feel like they’re part of a larger purpose. Something as basic as saying “hello” every morning in the team chat can help.

Maintaining a positive tone in the team chat is crucial to boost the morale of your remote team, as the online environment can significantly impact their productivity. Avoiding negativity is key, which is why it’s important to establish a remote work policy that encourages positivity and collaboration.

Additionally, scheduling daily meetings through an online conferencing platform can foster a sense of unity in your virtual team, regardless of the subject being discussed. Whether it’s about company updates, marketing strategies, or simply checking in on everyone’s well-being, the opportunity for team members to interact can make a significant difference in their overall performance.

Finally, if you’re the one in charge of the remote team, then share informative articles and TED Talks every week or give frequent feedback in a constructive, respectful way. This will not only portray authority, but also motivate employees to constantly work on honing their skills.

Foster a sense of ownership

Another great tip for implementing a work from home policy is to foster a sense of ownership within your remote teams. When employees feel responsible for the results of their work and believe they have the autonomy to make decisions, their engagement and motivation often skyrocket.

Encourage remote workers to take full ownership of their projects or tasks by giving them the freedom to manage how they approach their work. This autonomy not only builds trust but also makes employees feel more invested in their work, knowing that their decisions directly impact the success of the project or team.

It’s essential to communicate the trust you have in them and to offer support when needed, without stepping in too often. By fostering a culture of ownership, remote employees will feel more empowered to contribute to the success of the team and will likely take more initiative to deliver high-quality work. This approach can help drive productivity while also maintaining a positive and motivated work environment.

Essential gadgets

Any company with a remote team should ensure that they have the necessary tech tools to do their job right. This mainly means hardware, but could also extend to software in some situations. Modern remote desktop programs can be especially useful when working online and from home. Even the mundane act of getting a laptop for your employees can make a big difference.

To ensure that your remote employees can work effectively, it’s important to consider their equipment needs. For instance, if they’re working on a tablet, providing Bluetooth keyboards can be beneficial, especially for jobs that require a lot of typing, such as writing or live chat customer service. This can be a helpful aspect of a comprehensive remote work policy.

While not as essential as laptops or Bluetooth keyboards, noise-canceling headphones are also a handy gadget for any remote employee to have, since they can help them stay focused even when they’re working in hectic environments.

Moreover, for those struggling with remote work productivity, provide productivity apps and time tracking tools with timesheet system to keep track of their performance. Also, encourage communication amongst employees so that the experienced employees can share tips with juniors.

Promote work-life balance

Finally, it’s essential to emphasize the importance of work-life balance in your work from home policy. Remote work can blur the lines between personal and professional life, leading to overwork and burnout. Encourage employees to set clear boundaries between work and their personal time, such as sticking to set work hours and taking breaks throughout the day.

Offer flexibility where possible, but also ensure that employees disconnect when needed. You can support this by implementing policies around time off, mental health days, and encouraging them to take their full vacation time. This not only helps to avoid burnout but also ensures that employees stay motivated and productive over the long term. Remind your team that it’s okay to take breaks and that their well-being is just as important as their work output.

Conclusion

As you can see, organizing remote employees doesn’t have to be a nightmare or an uphill battle if you utilize some of the tried-and-tested strategies that we’ve outlined above. Remote teams, when managed properly, can be just as productive and collaborative as their in-house counterparts.

Whether you’re a social media goliath or a travel agency, the challenges remain mostly the same for employees who go remote. When you cover the needs of your staff, they’ll be just as productive from home as they would be in the office – if not more.

Collaboration in remote teams 

As teams shifted to fully remote work during the pandemic, the transition was largely seamless thanks to the availability of efficient chat and collaboration tools. Operations continued, albeit with a greater reliance on video calls and virtual lunch breaks.

These tools quickly became indispensable for businesses, transforming into essential resources almost overnight.

Yet, remote work is not without its challenges.

Psychology Today highlights that “55 percent of communication is body language, 38 percent is tone of voice, and only 7 percent is the words spoken.” This brings to light the question: how can virtual communication bridge the gap left by in-person interactions? Given that communication is vital to sustaining a productive and cohesive team, the solution lies in embracing video conferencing as a new standard for connection.

Below are some insights into navigating remote communication effectively.

Helpful tips for remote team communication

1. Daily check-ins and personal updates: Checking in with a colleague to ask how their weekend went or how an event went, ensures that team members remain connected even when not in the office. Regular casual chats on team communication tools can help maintain a sense of camaraderie.
2. Inform your manager if you are taking a longer break: If you need to go and make an errand or go to the doctor’s appointment you should inform your manager. This will let you do your activity with no stress and also your manager will not expect you to send the needed information right away. 
3. Working in different time zones: Many of us work in distributed teams, which means that team members live in different time zones. If you need to schedule a call or online meeting, keep in mind the time difference between the places where the team members work. You can use apps like TimeZone Conveter to easily calculate time in any place on the globe.
4. Set clear expectations and boundaries: One of the biggest challenges of remote work is the blurred line between work and personal life. It’s essential to set clear boundaries for when you’re available and when you need personal time. Make sure your team knows your working hours, and respect their time as well. A shared calendar or clear guidelines on when to expect responses can help maintain balance without the stress of constant availability.
5. Use collaboration software: Collaboration apps save us from sending endless emails, picking up the phone and leaving voice messages. These tools enable teamwork, that is crucial at the time of remote work.
6. Engage in casual chit-chat: Yes, we know that you have a lot going on during the day but that doesn’t mean you cannot dedicate at least 15 minutes in the day for a casual chit-chat with your teammates. Talking about personal stuff and not work related things will help you build rapports with the others. 
7. Create a ‘random’ channel: A dedicated channel for sharing light-hearted content, like fun videos, articles, or personal stories, can enhance team bonding. This exchange helps employees feel connected while also encouraging learning through shared resources like books or podcasts.
   
8. Online team-building activities: While nothing can fully replace in-person bonding moments, online activities can still be enjoyable and effective. For instance, online Friday night drinks can be organized where the team gathers on a video call to socialize with a theme, such as a cocktail or wine night. Pre-arranged questions can be used to break the ice and encourage team bonding.

• Ice-breaker with a series of questions to get to know each other better; 
• Time traveler where everyone tells which era or historic period he’d like to visit if it was possible;
• Photo of Your Life each teammate shares his picture with the rest of the team and tells a story behind it.

Whichever you choose we are sure you will enjoy this time of connecting with your team. 

8. Play online video games together: We love playing online games with the team and usually do them once a month. Video games are a lot of fun and according to studies they are a great activity for team bonding. Here are some that we tried with our team:

• Overcooked: In Overcooked and its sequel, a team (up to 4 players) cooks and serves a variety of meals in a cartoon restaurant. Each new level brings your restaurant to a new environment such as a volcano or space. Timing and organization are crucial because the kitchen can turn into a mess at any time.
• Rocket League: a fun sports game with cars playing giant soccer. Up to 8 users can play against each other in two teams and become soccer superstars. The goal of the game is to score more goals than the opponent. 
• BFF or die: a puzzle game that can be played with up to 4 users. Time-traveling aliens are sent to Earth with a rescue mission. To win this game, you should work together solving puzzles, strategizing, and kicking butt. You have to help each other, cause no single player can do it by himself.

9. Collaborate on tasks and projects in real-time: Utilize tools that allow real-time collaboration, such as Google Docs, where team members can contribute simultaneously. Regular video calls and chat discussions can complement this, enhancing the collaborative process.
10. Implement a ‘buddy’ system for new hires: Many new hires can feel lost in a remote work setup. To ease the transition, a buddy system can be implemented where a new employee is paired with an experienced team member for guidance, both for work-related support and social connection during the first few months.
11. Organize internal workshops: Monthly workshops, where team members present and coach others in their areas of expertise, can enhance professional growth and maintain team cohesion. These workshops can take place via video sessions, providing an opportunity for knowledge sharing and learning.
12. Encourage flexibility in work hours: The beauty of remote work is that it allows for flexibility in how and when work is completed. Encourage your team to find the schedule that works best for them while ensuring collaboration windows overlap. This flexibility not only improves productivity but also promotes work-life balance, which is essential for long-term job satisfaction.
13. Virtual lunches/coffee breaks: Organizing quick virtual lunches or tea/coffee breaks, typically lasting 15 to 30 minutes, can help maintain communication and team connection. These informal sessions offer a chance to discuss non-work-related topics, which is essential for preventing feelings of isolation in remote teams. Additionally, creating a video or video presentation that highlights and appreciates each team member’s contributions is an excellent way to foster a sense of recognition and connection.
14. Always assume positive intent: With a dispersed team from different countries and backgrounds, miscommunications can occur. A team principle to assume positive intent and seek clarification when necessary can help prevent misunderstandings and maintain positive team dynamics.
15. Always attend team meetings: Weekly team meetings, staff calls, and one-on-one sessions are essential for project success and goal tracking. Adhering to an agenda keeps meetings efficient, and encouraging open discussions helps all team members feel heard.
16. Foster a culture of feedback: Without face-to-face interaction, it can be hard to gauge how your team is feeling. Make sure you create opportunities for feedback, whether it’s through one-on-one check-ins or anonymous surveys. Asking for feedback allows you to continuously improve the work environment and address any issues before they escalate.
17. Create a virtual ‘Open Door’ policy: In an office, employees can drop by their manager’s desk for a quick chat. In a remote setup, this should be replicated with a virtual “open door” policy. Set aside time each week for casual virtual office hours where employees can reach out to you for non-work-related conversations, advice, or to share concerns. This keeps communication channels open and builds trust, which is critical for a remote team’s success.
18. Work from home guide: People tend to imagine work from home in many different ways. However, ‘work from home’ is nothing but doing your same job, but not in the office. In order to keep everybody on the same page we have created a work from home guide. In this guide we outline the most important aspects of working from home, code of conduct, but also many tips and useful information and resources. 

Takeaways

The pandemic has demonstrated that effective team communication is essential for successful, productive teams. In a remote work environment, maintaining communication similar to an in-office setting is crucial. Using the right communication tools is not a cost but an investment in maintaining productivity and team engagement.

What are your tips for effective remote team collaboration? Feel free to share in the comments below.

Motivated teams work better together. They’re happy with their work environment. They’re happy with themselves. Naturally, they’re more productive. It’s great news for everyone involved.

However, motivation is fickle. It’s not easy to pump up your employees, keeping them eager about the day ahead every single day.

So, how do you inspire your employees every day so they bring their best selves to the forefront? Here’s how.

Appreciate your employees

In a study conducted at MIT, participants were given papers filled with random letters. The task? To find pairs of identical letters. Participants were divided into three groups with the experiment conducted over several rounds. With each round, participants were offered less money than the previous round.

For the first group, those involved were asked to write their names with their submissions. The experimenter looked over the results and said “great” before putting the papers in a pile.

People in the second group didn’t write down names. The experimenter put the sheets into a pile without even glancing at them. For the third group, the researcher shredded the work immediately.

People who got their papers shredded demanded twice as much money than the people from Group 1. For the second group, participants needed nearly the same amount of money.

The verdict is clear. If people don’t feel appreciated, they turn grumpy. The same is the case with your employees.

Keep workplaces free of slang

The world today allows a relatively free exchange of talent and resources. People are moving from one place to another all over the world, seeking new avenues to do their jobs. 

That means a team’s granular makeup includes representatives from all nationalities. If workplace communication is ridden with slang, it can be difficult for international employees to understand what’s being said, which can hamper productivity.

A workplace free of slang helps ensure clarity, fosters mutual respect, and contributes to a more inclusive atmosphere. When everyone can understand one another without confusion or ambiguity, collaboration improves – and so does morale. It also avoids creating in-groups or cliques based on shared cultural references, which can make others feel excluded or marginalized.

Making a conscious effort to keep communication clear and slang-free isn’t just about avoiding misunderstandings – it’s about building a work culture where everyone feels like they belong. That’s the kind of culture worth putting in your mission statement.

Understand that meetings are useless and fix that

There’s a lot of excitement surrounding DevOps. The idea is to streamline each and every part of the process to generate the highest levels of productivity. If existing tools aren’t enough, use other tools to streamline things.

DevOps has its uses, but again, implementing DevOps riddles your time with pointless meetings about endless things. Even without DevOps, meetings tend to remain a big part of the present work culture.

Despite that, meetings don’t do much. The way meetings are conducted today wastes tons of time. You often go right back to where you started.

The very idea of having to attend another meeting is demotivating to most people.

To ensure you eke out at least some productivity, create an agenda for your meeting and distribute it before the meeting begins. Invite only those who really need to attend and don’t keep going at it pointlessly. Remember the goal is not to conduct meetings for namesakes but for propelling growth. Meetings are best conducted to discuss the primary goals you have in mind.

Set clear goals

Another study found that employees wasted their time because they didn’t know which part of the work was their topmost priority. It’s your job to invite people and members of your team and talk clearly. Once you and they know what the goals are, write them down as part of a presentation so that there’s a physical copy of it to go around and refer to. A clear visual guide not only reinforces the message but also provides a constant reminder for everyone about the bigger picture.

With that done, ensure each team member knows what the priorities are. Be transparent about deadlines and milestones, and ensure that everyone has access to the necessary resources to meet those goals. Regularly check in on the progress to keep everyone aligned. It’s not just about setting goals, but also about fostering a sense of ownership and accountability among the team. When they understand how their tasks contribute to the larger objectives, they will feel more invested and motivated to succeed.

Don’t micromanage

Micromanaging kills motivation. Nobody likes being watched over their shoulders and being told what to do. 38% of employees in a survey reported that they’d rather prefer difficult tasks to being with a boss who micromanages them. It’s important to trust your team’s capabilities and give them the space they need to perform. This not only helps them develop their problem-solving skills but also boosts their confidence.

Providing clear expectations and the right support is all they need to take initiative. Instead of hovering over them, offer your assistance when necessary and celebrate their successes. When team members feel trusted to execute their own work, they become more engaged and empowered. Remember, your job as a leader is to guide and coach, not to control every aspect of the work.

Pay your people what they are worth

Next, pay people what they’re worth. Your employees (millennials in particular) have no qualms leaving their cushy jobs if they get a higher salary elsewhere. Be competitive in what you’re paying your employees rather than cutting costs.  Not paying them what they’re worth only results in a great deal of dissatisfaction for your employees killing productivity.

Offer not only fair salaries but also comprehensive benefits that show you value their contributions. Consider investing in wellness programs, professional development opportunities, or performance bonuses as incentives. When employees feel their compensation reflects their value, they’re more likely to stay committed and loyal. Competitive pay fosters a sense of fairness and appreciation, which is critical for long-term productivity and retention.

Don’t discourage employees on failure

Failure is also part of being human and being an employee. There are important lessons in each failure. When we fail, life teaches us lessons so that we don’t repeat them again. In the workplace, failure can be an opportunity for growth. If handled well, it can build resilience and adaptability in your team members. Encourage a mindset that views mistakes as part of the learning process rather than as a setback.

Mistakes are part of the learning experience. The goal should be to encourage people not to make these mistakes again but to learn from them and improve. Foster a safe environment where employees feel comfortable taking calculated risks without the fear of harsh judgment. When failure is treated as a stepping stone to success, employees are more likely to approach their work with creativity, innovation, and determination.

Encourage regular breaks

It’s easy for employees to feel burned out. Piling tasks atop another doesn’t help anyone; it only makes them feel even more burned out. Research shows that being allowed to step away from the desk improves brain power among employees.

The best way to optimize motivation and productivity is to give employees a free hand. Encourage employees to take regular breaks. The benefits? Regular breaks clear their minds and enable them to come back fresh and complete the task when ready.

Being attached to a desk doesn’t promote productivity. If they feel the need to rest, allow them to step away, step outside, and perhaps walk or stretch themselves to get more excited about their work. Happy employees bring a spark and positivity that improves the customer experience as well.

Break up tasks

Second, break up heavy tasks into easy little chunks. Small tasks are much more manageable, and they’re easy for your employees to work on together.

Learning time management can help your employees reduce their stress and train productivity of each day. Encourage them to break up tasks, have a to-do list, calendar or diary management skills. Knowing which tasks are at hand reduces the risk of downtime and keeps things on schedule.

A handy list makes it way easier to know which jobs to complete. Plus, notify your employees if there are any updates or decisions on plans and tasks, even the smallest ones. This will keep them in the loop and allow them to adjust their to-do lists promptly.

Encourage a sense of camaraderie 

Moreover, talk to people and learn from them. Your employees are full of ideas on how to make the job experience much more enjoyable and listening to them is a fantastic way to improve the workplace. This will also help them network better both internally and externally, say in tasks that involve reaching out to bloggers.

Encourage the team to talk to each other and build a strong relationship. Effectively communicating your outlook is the best way to encourage feedback and a sense of purpose. Freedom to talk buoys happiness levels to a great extent. It keeps stress at bay.

Conclusion

Motivating your employees is not all about encouraging them with positive words. It’s also about giving them the right incentives, apt wages and staying away so they can bloom into their full selves.

People do their best work when they feel trusted and supported – when their value isn’t just spoken, but shown. That means stepping back enough to let them take ownership, while also building a structure that respects their time, effort, and emotional energy.

If the workplace becomes too controlling, too tightly managed, or too full of empty praise without fair compensation or real autonomy, employees may start to feel stifled. That lack of space – mental, emotional, and practical – can slowly chip away at their well-being. Over time, that’s what leads people to leave, even if they once loved the job.

A strong workplace makes room for people to grow, to feel safe, and to be seen for who they are – not just what they deliver.

Give people the conditions to thrive, and they’ll take it from there.