Essentials for Distributed Teams

Disributed working is here to stay, but many businesses still struggle to make it work smoothly. This guide outlines key principles that can help any team succeed in a distributed environment.

These tips are designed to be easy to action and can deliver immediate improvements. If you want to explore a customised approach for your team, reach out to us at info@elevate.help.

1. Agree on your Tools

It might seem trivial to spend time choosing the right tools, but this can make or break your approach. A well-defined set of tools helps avoid confusion, boosts productivity, and opens the door to effective collaboration. Without this clarity, teams can waste time and energy trying to figure out how to communicate instead of getting things done.

Action: Identify your team’s key needs—daily check-ins, project updates, brainstorming sessions—and assign specific tools for each purpose (the fewer tools the better). Make sure everyone knows which tool to use and when.

Example: Buffer, who are fully distributed, give a great rundown of the different tools they use here.

2. Rules of Engagement

Having the right tools is only part of the solution. Teams also need clear guidelines on how to use them effectively, especially when it comes to communication and sharing information. The more work you can handle asynchronously—via email, chat, or recorded video—the more you can boost both flexibility and productivity. However, it’s crucial that everyone understands exactly how and when this should be done.

Action: Create a simple, written guide outlining which communication methods should be used for different types of tasks. This should be a working document, share the guide with your team, review it and adapt it.

Example: GitLab has detailed documentation on their communication and workflows, which you can explore here. Note how granular they are with their guidance.

3. Document Everything

Proper documentation is crucial for distributed teams. New hires should be able to catch up quickly by reviewing existing documents, chat histories, and training materials. Make it a rule that all decisions, processes, and key information are documented and stored in a central, accessible place. 

Information should also be open by default - don’t hide or password protect anything unless it’s absolutely essential.  These tactics help prevent knowledge loss and reduces dependencies on any single person.

Action: Use a shared document repository like Google Drive, Confluence, Notion, or another tool that suits your team’s needs. Ensure all team members actively contribute to and maintain this repository.

Example: Levels, a health tech company, uses a combination of detailed written memos and recorded meetings to ensure that all information is easily findable and accessible to their team. These are great techniques that save time and promote transparency - find out more here.

4. Maximise the Value of Synchronous Time

There will always be moments when real-time interaction is crucial. Use synchronous time thoughtfully for activities that benefit from immediate feedback, like strategic planning and team building.

• Strategy Sessions: Have a clear agenda, set objectives, and document all decisions and actions.

• Team Building: Often overlooked - spending time building relationships with colleagues is critical to the success of any distributed team. Where possible, spend the time and money on face-to-face meet-ups that encourage team bonding.

Action: Take a long hard look at your current meetings to identify which truly need to be synchronous - eliminate the rest. For those that are essential, go all in - try and meet face-to-face, prepare thoroughly, and ensure your desired outcomes are clear.

Example: Automattic, the team behind WordPress.com, is fully distributed but sees the value in periodic face-to-face meetups to build relationships and align on goals - more mentioned here.

Next Steps:

The examples highlighted all come from companies who have publicised their approach and findings - pick what might work for your business and build on what you’ve started. Remember, when done correctly, working in a distributed team offers unparalleled flexibility and will allow businesses to attract and retain the best people.

For more insights or to discuss a custom strategy, contact us at info@elevate.help.