Shaping Collaboration in a Distributed Workforce

Hybrid and remote work are the new standard. The game has changed for how to work together, and while there are benefits to this new approach, there are also challenges to fostering effective teamwork across locations. This blog post will explore the key strategies and skills for successful collaboration in a distributed work environment. This includes establishing a sense of ownership, honing your influencing skills, building authentic relationships, and resolving conflicts. Tune into our LinkedIn Live for a discussion on Shaping Collaboration in a Remote Workforce, hosted by Barbara Matthews Chief People Officer at Remote and Meredith Haberfeld (she/her) Founder & CEO of ThinkHuman to learn more and join the conversation.

Operating with ownership

In remote work, it’s all about clear goals, empowering your team, and healthy accountability. Establish clear expectations and equip your team with the right tools. This will enable you to take the reins, exercise good judgment, and achieve the best results. Distributed work requires a higher level of clarity than when we’re co-located. Implementing a very clear picture of what success looks like, clear metrics, interim benchmarks, and checkins, followed by giving feedback, and recognizing achievements can help you operate with ownership.

“If you’re worried you need more oversight, either you didn’t set the goals and accountability structures clearly enough yet, had check ins and coaching too late in the process, or you hired the wrong person. When clarity and accountability structures are present and they feel a sense of ownership, their engagement, motivation, and proactivity soar.” – Meredith Haberfeld

You can’t have ownership without accountability. Your team needs to know that their actions have consequences and that they’re working toward achieving the company’s goals.

“Inspiring remote teams to take charge of their tasks is fundamental for their engagement and success. By establishing clear expectations and equipping them with the right tools, teams are empowered to own their responsibilities and make informed decisions,” says Barbara Matthews, Chief People Officer at Remote. “When employees feel trusted and respected, they are more motivated to perform at their best, share innovative ideas, and collaborate effectively. This not only drives individual excellence but also propels the entire team toward collective success.” – Barbara Matthews

A foundation of accountability builds trust, transparency, honesty, and reliability. As a leader, encourage open communication, listen to your team, and create an environment where people feel safe to voice their thoughts and concerns.

“The safety to raise concerns and share issues is critical to healthy accountability. Team leaders set team norms and need to do so about how to handle accountability breakdowns. This is even more critical in hybrid and distributed environments where managers are leading from afar and can’t ‘keep an eye’ on things. When leaders establish clear expectations that any issues and breakdowns are to be flagged early, with all stakeholders alerted to issues as soon as they appear, with information on what’s being put in place to address the issue and the opportunity to comment or ask questions, that sets an initial foundation for productive accountabilit.” – Meredith Haberfeld

This goes hand-in-hand with establishing the safety to communicate issues. And this accountability, then in practice, serves to build trust — as people come to see they can count on others to do what they say, and to raise a flag immediately if something is going off track.

The art of influence

The art of influence is a crucial skill in shaping collaboration within a distributed workforce. In remote settings, effectively influencing colleagues helps build trust, foster positive work environments, and drive team success across distances. This skill involves more than just directing others; it requires active listening, empathy, and providing valuable insights to inspire and persuade.

“Credibility and trust are earned. Make a list of all key stakeholders, and evaluate the trust and collaboration level in each one with a scale of green (high quality), yellow (not strong, but not terrible), red (needs work). Then invest in relationship and credibility building the red and yellow areas. Influence is built on this foundation.” – Meredith Haberfeld

To master influence in remote work, you must develop strong communication skills across various digital platforms, including clear and concise writing, effective use of video communication, and using tools to create meaningful connections. By honing these abilities, remote team members can bridge physical gaps, strengthen company culture, and drive change, ultimately fostering a collaborative and successful distributed team environment.

Creating a connection

In a distributed workforce, where you lack the physical proximity of a traditional office setting, building connections and a sense of belonging is more important than ever. The key to building connections in a remote team is the same as it is in a traditional team: consistency. The more consistent you are in your behaviors — being reliable, honest, and transparent — the easier it is for your colleagues to trust you.

“Connection is strengthened by understanding others, their priorities, motivators (and de-motivators) and how they define success for themselves. As you focus on understanding these things about all the key people you work with, and having people understand this about each other, the more effectively you can create and navigate challenges together.” – Meredith Haberfeld

Keep in mind that shared experiences are key. Organize virtual team activities, set up regular video calls, and create those casual moments for virtual coffee chats. Listening and showing empathy are equally as important. Tune in to your team’s perspectives, and put yourself in their shoes — this is how you can build relationships that are unbreakable. Understanding their hurdles, aspirations, and worries arms you with the insight to offer the right kind of backing and motivation, helping them thrive in a unified, supportive workspace. Technology is the linchpin of effective remote collaboration. The right digital tools and platforms enable information sharing, real-time dialogue, and virtual meetings. Bridging distances becomes more than possible. It’s crucial to embrace these technological solutions and find innovative ways to stay connected, fostering the same level of productivity and teamwork found in a shared physical workspace.

Managing conflict

Conflict in the workplace is inevitable — especially when we’re not in the same room. When managed effectively, conflict can lead to stronger relationships, more creative ideas, and higher engagement. When managed poorly, conflict can have the opposite effect. Empathy is key to deescalating conflict and building trust, especially when working with a diverse team. To manage conflict effectively in a remote environment, practice active listening, empathy, and clear communication. Encourage open dialogue and create a safe space for expressing concerns. Establish a clear process for resolving conflicts, including steps for escalation and mediation.

“Conflict is a natural part of collaboration. By approaching it with empathy and active listening, we can transform challenges into opportunities for growth and innovation,” Matthews said. “It’s essential to understand diverse perspectives and foster an environment of open communication. Clear conflict resolution processes help our teams navigate disputes effectively, ensuring that we maintain a positive and productive work culture even in a virtual setting.” – Barbara Matthews

Conflict is part and parcel of human interaction, and distributed teams are no exception. However, by recognizing the growth opportunities they present, showing empathy, and employing effective resolution techniques, you can transform conflicts into building blocks for success and thrive in a remote work setting.

Reimagining collaboration

Effective teamwork in a remote work environment requires leaders to concentrate on trust and empowering their teams by avoiding excessive control and micromanagement. When leaders relinquish the need to scrutinize every detail, employees feel esteemed and as a result, are more inclined to take full ownership of their responsibilities. This, in turn, fosters a culture of accountability and motivation to contribute to the company’s accomplishments.

While technology is a crucial component for remote teamwork, leaders shouldn’t overlook the importance of the human connection. Even though virtual tools facilitate communication and coordination, they do not supplant face-to-face interactions. To cultivate a robust team culture, it is essential to establish real connections among team members, promote informal dialogue, and nurture a shared sense of community. Regular video conferences, virtual team-building exercises, and social forums are instrumental in fostering these connections.

For more information, visit Remote’s Masterclass on building a modern people organization, hosted by Barbara Matthews. You can also sign-up to ThinkHuman’s guide to Operating with Ownership.