Remote Work in 2019 - Best Practices for Distributed Teams

Remote work is no longer just a trend—it's becoming a standard operating model for organizations across industries. As we progress through 2019, more companies are embracing distributed teams, whether through fully remote structures or hybrid approaches that combine in-office and remote work. This shift is driven by multiple factors: access to global talent, employee demand for flexibility, real estate cost savings, and technological advancements that make remote collaboration increasingly seamless.

However, successful remote work requires more than just sending employees home with laptops. It demands thoughtful strategies, appropriate tools, and cultural adaptations to ensure productivity, collaboration, and employee well-being. This comprehensive guide explores best practices for implementing and optimizing remote work in 2019.

The Remote Work Landscape in 2019

Before diving into specific practices, it's worth understanding the current state of remote work:

Growing Adoption: 66% of companies now allow remote work, and 16% are fully remote (Owl Labs)
Productivity Benefits: 85% of businesses report that remote work has increased productivity (FlexJobs)
Talent Advantages: Organizations with remote options report 25% lower turnover (Stanford University)
Technology Enablement: Cloud collaboration tools have reached maturity, supporting seamless distributed work
Evolving Expectations: Employees increasingly view remote work options as a standard benefit rather than a perk

Remote Work Landscape

These trends are shaping how organizations approach remote work implementation.

Communication Strategies for Distributed Teams

Effective communication is the foundation of successful remote work:

1. Structured Communication Frameworks

Creating intentional systems for information sharing:

Communication Channels Matrix: Defining which tools to use for different types of communication
Synchronous vs. Asynchronous Balance: Determining when real-time communication is necessary
Documentation Standards: Establishing protocols for recording decisions and discussions
Meeting Cadences: Creating regular rhythms for team check-ins and updates
Information Accessibility: Ensuring critical information is available to all team members

Best Practice: Create a communication charter that clearly outlines which channels should be used for different types of communication, expected response times, and documentation requirements.

2. Effective Virtual Meetings

Maximizing the value of synchronous time:

Clear Agendas: Distributing meeting topics and goals in advance
Participation Protocols: Establishing norms for video usage, muting, and turn-taking
Facilitation Techniques: Using methods that ensure all voices are heard
Time Zone Consideration: Rotating meeting times to accommodate global teams
Recording and Summarizing: Making content available for those who couldn't attend

Best Practice: Implement a "meeting owner" role responsible for creating agendas, facilitating discussions, documenting decisions, and following up on action items.

3. Asynchronous Communication Excellence

Reducing dependency on real-time interaction:

Comprehensive Updates: Providing context and complete information in messages
Clear Action Items: Explicitly stating what's needed and from whom
Response Expectations: Setting realistic timeframes for replies
Thoughtful Documentation: Creating self-contained resources that answer anticipated questions
Status Transparency: Making work progress visible without requiring check-ins

Asynchronous Communication

Best Practice: Adopt a "document first" approach where important information is captured in shared resources rather than exchanged primarily through ephemeral conversations.

4. Communication Tools and Stack

Selecting and optimizing technology for remote collaboration:

Team Messaging: Platforms like Slack or Microsoft Teams for day-to-day communication
Video Conferencing: Solutions like Zoom or Google Meet for face-to-face interaction
Project Management: Tools like Asana, Trello, or Monday.com for work coordination
Documentation: Wikis or knowledge bases like Notion or Confluence for shared information
Visual Collaboration: Digital whiteboarding tools like Miro or MURAL for creative work

Best Practice: Regularly audit your tool stack to eliminate redundancy, ensure integration between systems, and verify that tools are meeting team needs.

Productivity and Focus in Remote Environments

Helping remote team members maintain high performance:

1. Workspace Optimization

Creating environments conducive to focused work:

Dedicated Space: Establishing a specific area for work activities
Ergonomic Setup: Ensuring proper seating, monitor height, and keyboard positioning
Distraction Management: Implementing strategies to minimize interruptions
Technology Infrastructure: Securing reliable internet and appropriate hardware
Work/Home Boundaries: Creating physical separation between professional and personal spaces

Best Practice: Provide remote work stipends that employees can use to create proper home office setups, including ergonomic furniture, adequate lighting, and necessary technology.

2. Time Management Techniques

Structuring the workday for maximum effectiveness:

Time Blocking: Scheduling specific periods for different types of work
Focus Sessions: Implementing techniques like Pomodoro for deep work
Calendar Management: Protecting time for concentrated work
Transition Rituals: Creating routines that signal the beginning and end of workdays
Energy Management: Aligning difficult tasks with personal energy peaks

Best Practice: Encourage team members to share their preferred working hours and focus times in shared calendars, and respect these preferences when scheduling meetings.

3. Results-Based Performance Management

Shifting from activity to outcome measurement:

Clear Objectives: Setting specific, measurable goals for each role
Regular Check-ins: Establishing cadences for progress reviews
Autonomy Balancing: Providing freedom within defined parameters
Output Visibility: Creating systems to showcase work accomplishments
Feedback Mechanisms: Implementing channels for continuous improvement

Best Practice: Implement OKRs (Objectives and Key Results) or similar frameworks that focus on measurable outcomes rather than hours worked or activity levels.

4. Combating Isolation and Burnout

Addressing the psychological challenges of remote work:

Virtual Social Events: Creating opportunities for non-work interaction
Wellness Programs: Supporting physical and mental health
Disconnection Policies: Establishing expectations around after-hours availability
Vacation Encouragement: Actively promoting time off
Check-in Systems: Regularly assessing team member well-being

Best Practice: Create a "virtual water cooler" through dedicated Slack channels, optional social video calls, or other mechanisms that allow for casual interaction similar to what happens naturally in offices.

Collaboration and Teamwork at a Distance

Maintaining strong team dynamics across locations:

1. Building Trust Remotely

Developing relationships without physical proximity:

Structured Relationship Building: Creating intentional opportunities to connect
Vulnerability Encouragement: Modeling openness and authenticity
Assumption of Positive Intent: Fostering charitable interpretation of communications
Reliability Emphasis: Delivering on commitments consistently
Personal Sharing: Creating space for appropriate non-work connections

Best Practice: Implement "virtual coffee chats" that randomly pair team members for informal conversations, helping build relationships across the organization.

2. Collaborative Workflows

Designing processes that enable effective teamwork:

Shared Project Visibility: Making work progress transparent to all stakeholders
Clear Role Definition: Establishing who is responsible for what
Handoff Protocols: Creating smooth transitions between team members
Decision-Making Frameworks: Defining how choices are made and communicated
Feedback Loops: Establishing mechanisms for continuous improvement

Collaborative Workflows

Best Practice: Use digital Kanban boards or similar visual management tools that make work status, ownership, and progress visible to the entire team.

3. Remote Brainstorming and Creativity

Fostering innovation without physical co-location:

Digital Whiteboarding: Using visual collaboration tools for ideation
Asynchronous Brainstorming: Allowing time for individual idea generation
Structured Facilitation: Using frameworks to guide creative sessions
Psychological Safety: Creating environments where all ideas are welcomed
Prototype Sharing: Making concepts tangible through digital means

Best Practice: Implement a "both/and" approach to brainstorming that combines asynchronous idea generation with synchronous discussion, getting the benefits of both reflection time and real-time collaboration.

4. Cross-Cultural Collaboration

Navigating global team dynamics:

Cultural Awareness Training: Building understanding of different work styles
Communication Adaptation: Adjusting approaches based on cultural contexts
Inclusion Practices: Ensuring all team members can participate fully
Language Considerations: Accommodating non-native speakers
Time Zone Respect: Distributing the burden of inconvenient meeting times

Best Practice: Create team agreements that acknowledge cultural differences and establish shared norms that respect diverse perspectives and working styles.

Remote Leadership and Management

Guiding teams effectively from a distance:

1. Remote Management Fundamentals

Adapting leadership approaches for distributed teams:

Regular One-on-Ones: Maintaining consistent individual check-ins
Clear Expectations: Defining success metrics and standards
Autonomy Support: Providing resources without micromanagement
Recognition Systems: Acknowledging contributions visibly
Development Focus: Continuing to grow team capabilities remotely

Best Practice: Establish a regular cadence of one-on-one meetings that include not just work updates but discussions about career development, challenges, and support needs.

2. Building Remote Culture

Creating cohesion without physical togetherness:

Values Reinforcement: Consistently emphasizing core principles
Ritual Creation: Establishing team traditions that build identity
Story Sharing: Communicating narratives that embody culture
Recognition Programs: Celebrating behaviors that exemplify values
Onboarding Design: Intentionally integrating new team members

Best Practice: Create a "culture playbook" that documents your team's values, norms, traditions, and practices, making cultural expectations explicit for remote team members.

3. Remote Conflict Resolution

Addressing tensions in distributed environments:

Early Intervention: Addressing issues before they escalate
Medium Consideration: Choosing appropriate channels for difficult conversations
Perspective Taking: Actively working to understand different viewpoints
Clear Resolution Processes: Establishing frameworks for addressing disagreements
Follow-up Protocols: Ensuring conflicts are truly resolved

Best Practice: Implement a "conflict resolution framework" that provides a structured approach for addressing disagreements, including escalation paths when needed.

4. Hybrid Team Management

Leading teams with both remote and in-office members:

Inclusion Focus: Ensuring remote members have equal voice and opportunity
Meeting Equity: Creating level participation for all locations
Information Sharing: Preventing in-office information advantages
Social Connection: Building relationships across location differences
Flexibility Balance: Managing perceptions of fairness in work arrangements

Best Practice: Adopt a "remote-first" mindset even in hybrid environments, defaulting to practices that work for distributed team members and thereby creating inclusion for everyone.

Remote Work Technology Stack

Essential tools for distributed teams:

1. Core Collaboration Platforms

Foundational systems for remote work:

Team Communication: Slack, Microsoft Teams, or Discord
Video Conferencing: Zoom, Google Meet, or Microsoft Teams
Project Management: Asana, Trello, Monday.com, or Jira
Document Collaboration: Google Workspace, Microsoft 365, or Notion
File Sharing: Dropbox, Google Drive, or OneDrive

Best Practice: Focus on integration capabilities when selecting tools, ensuring your core platforms work well together to reduce context switching and information silos.

2. Specialized Remote Tools

Purpose-built solutions for specific remote needs:

Virtual Whiteboarding: Miro, MURAL, or Figma
Asynchronous Video: Loom, Vidyard, or Soapbox
Remote Team Building: Donut, Teambuilding.com, or Remotion
Home Office Setup: Ergonomic assessment tools and equipment providers
Digital Signatures: DocuSign, HelloSign, or Adobe Sign

Remote Tools

Best Practice: Create a "tool directory" that documents the purpose, access information, and best practices for each platform in your technology stack.

3. Security and Compliance

Protecting information in distributed environments:

VPN Solutions: Secure network access for remote workers
Device Management: Systems for securing company and personal devices
Password Management: Tools for secure credential storage and sharing
Data Protection: Encryption and access control mechanisms
Compliance Training: Education on security best practices

Best Practice: Implement a comprehensive security policy that addresses the specific risks of remote work while balancing security needs with usability.

4. Technology Onboarding

Preparing team members for remote tool usage:

Tool Training: Comprehensive education on platform functionality
Usage Guidelines: Clear expectations for how tools should be used
Support Resources: Easily accessible help for technology issues
Feedback Channels: Mechanisms for improving technology implementation
Regular Updates: Ongoing education as tools evolve

Best Practice: Create a "technology buddy" system that pairs new team members with experienced users who can provide personalized guidance on tool usage.

Remote Work Policies and Procedures

Formalizing remote work practices:

1. Remote Work Eligibility

Determining who can work remotely and when:

Role Assessment: Evaluating which positions can function remotely
Performance Considerations: Establishing any prerequisites for remote privileges
Frequency Options: Defining full-time, part-time, or occasional remote work
Location Limitations: Addressing geographic constraints (if any)
Equipment Requirements: Specifying necessary technology and setup

Best Practice: Create clear, objective criteria for remote work eligibility that focus on job requirements rather than subjective factors or tenure.

2. Performance Expectations

Defining success in a remote context:

Availability Standards: Establishing when team members should be reachable
Response Time Guidelines: Setting expectations for communication turnaround
Productivity Metrics: Defining how performance will be measured
Meeting Participation: Clarifying requirements for synchronous activities
Work Quality Standards: Maintaining excellence regardless of location

Best Practice: Develop a "remote work agreement" that clearly outlines expectations and is reviewed and signed by both managers and team members.

3. Expense and Stipend Policies

Supporting remote work financially:

Home Office Setup: Allocations for furniture and equipment
Technology Allowances: Budgets for necessary devices and accessories
Internet Reimbursement: Support for connectivity costs
Coworking Options: Policies for alternative workspace usage
Ongoing Maintenance: Provisions for equipment updates and replacements

Best Practice: Implement a flexible stipend program that provides a set budget employees can allocate based on their specific remote work needs.

4. In-Person Requirements

Balancing remote flexibility with face-to-face needs:

Team Gatherings: Expectations for periodic in-person meetings
Client Interactions: Policies for customer-facing activities
Training Events: Requirements for in-person learning
Company Retreats: Guidelines for all-hands gatherings
Office Visit Protocols: Procedures for when remote workers use office space

Best Practice: Schedule quarterly or bi-annual in-person gatherings focused on relationship building, strategic planning, and collaborative activities that benefit from face-to-face interaction.

Remote Work Implementation by Company Type

Tailoring approaches to organizational context:

1. Startups and Small Businesses

Remote strategies for growing organizations:

Tool Selection: Choosing scalable platforms that grow with the company
Documentation Emphasis: Building knowledge bases from the beginning
Culture Definition: Establishing remote-friendly values early
Flexibility Advantage: Using remote options as a recruiting differentiator
Cost Management: Leveraging remote work for capital efficiency

Example: Buffer operates as a fully distributed company with no physical office, using transparent documentation and asynchronous communication to support team members across multiple time zones while maintaining a strong culture.

2. Enterprise Organizations

Implementing remote work at scale:

Pilot Programs: Testing approaches before wide deployment
Change Management: Systematically transitioning to remote practices
Policy Standardization: Creating consistent guidelines across departments
Technology Integration: Connecting remote tools with existing systems
Training Programs: Developing comprehensive education for managers and employees

Example: Cisco has implemented a hybrid work model they call "The Conscious Culture," which emphasizes flexibility, technology enablement, and outcome-based performance management across their global workforce.

3. Traditional Industries

Adapting remote practices for conventional sectors:

Function Analysis: Identifying which roles can operate remotely
Phased Implementation: Gradually introducing remote options
Knowledge Transfer: Ensuring critical expertise remains accessible
Culture Preservation: Maintaining important traditions in new formats
Hybrid Approaches: Combining remote and on-site work appropriately

Example: Capital One has transitioned many of its banking operations to remote work, implementing secure technology solutions that maintain compliance while providing flexibility for employees.

4. Global Organizations

Managing remote work across borders:

Legal Compliance: Addressing employment laws in multiple jurisdictions
Cultural Adaptation: Adjusting practices for different regional contexts
Time Zone Strategies: Creating effective collaboration across time differences
Global-Local Balance: Standardizing where appropriate while allowing local variation
International Infrastructure: Ensuring technology works worldwide

Global Remote Work

Example: GitLab operates with over 1,300 team members across 65+ countries with no physical offices, using detailed documentation, asynchronous communication, and transparent decision-making to support their global team.

Measuring Remote Work Success

Evaluating the effectiveness of distributed work:

1. Productivity Metrics

Assessing work output and quality:

Deliverable Completion: Tracking project milestones and deadlines
Quality Indicators: Measuring error rates and standards compliance
Velocity Metrics: Monitoring work throughput over time
Goal Achievement: Evaluating progress against objectives
Efficiency Measures: Assessing resource utilization

Best Practice: Implement a balanced scorecard approach that considers multiple dimensions of productivity rather than focusing on a single metric.

2. Employee Experience Measurement

Understanding the impact on team members:

Engagement Surveys: Regularly assessing remote worker satisfaction
Burnout Indicators: Monitoring for signs of excessive stress
Work-Life Balance: Tracking hours worked and disconnection
Career Development: Evaluating growth and advancement for remote workers
Belonging Metrics: Measuring connection to team and organization

Best Practice: Conduct quarterly "pulse surveys" specifically focused on remote work experience, with action plans developed to address identified issues.

3. Business Impact Assessment

Evaluating organizational outcomes:

Talent Acquisition: Measuring improvements in recruiting reach and success
Retention Rates: Tracking turnover differences for remote workers
Cost Analysis: Quantifying savings from reduced office space and related expenses
Diversity Improvements: Assessing inclusion of previously excluded groups
Business Continuity: Evaluating resilience during disruptions

Best Practice: Create a comprehensive ROI model for remote work that considers both tangible financial impacts and intangible benefits like access to talent and workforce diversity.

4. Continuous Improvement Processes

Evolving remote practices over time:

Regular Retrospectives: Conducting team reviews of remote work effectiveness
Experimentation Frameworks: Testing new approaches systematically
Feedback Channels: Maintaining open communication about what's working
Benchmarking: Comparing practices with other organizations
Adaptation Protocols: Adjusting strategies based on results

Best Practice: Implement quarterly remote work retrospectives where teams can openly discuss what's working, what isn't, and what should change in their distributed work practices.

The Future of Remote Work: 2019 and Beyond

Emerging trends that will shape distributed work:

1. Technology Evolution

How tools will transform remote collaboration:

Virtual Reality Workspaces: Immersive environments for team collaboration
AI Assistants: Intelligent support for remote work processes
Advanced Asynchronous Tools: More sophisticated non-real-time collaboration
Internet Infrastructure Improvements: Better connectivity for remote regions
Smart Home Integration: Connected work environments in residential settings

Strategic Implication: Organizations should monitor emerging technologies and be prepared to adopt those that significantly enhance remote collaboration capabilities.

2. Workplace Flexibility

The evolving nature of work arrangements:

Work-From-Anywhere Policies: Location independence beyond working from home
Four-Day Workweeks: Compressed schedules enabled by remote efficiency
Results-Only Work Environments: Complete focus on outcomes rather than hours
Digital Nomadism: Support for employees who travel while working
Hybrid Evolution: More sophisticated blending of remote and in-person work

Strategic Implication: Companies should develop flexible frameworks that can accommodate diverse work arrangements while maintaining cohesion and effectiveness.

3. Organizational Structures

How remote work will reshape companies:

Network Organizations: More fluid team structures enabled by remote collaboration
Talent Ecosystems: Blending of employees, contractors, and partners
Flatter Hierarchies: Reduced management layers in distributed environments
Micro-Teams: Small, autonomous groups with end-to-end responsibility
Global Talent Access: Organizations built without geographic constraints

Strategic Implication: Leaders should reconsider traditional organizational designs and explore structures that leverage the unique advantages of distributed work.

4. Remote Work Culture

The evolution of distributed team dynamics:

Digital-First Mindsets: Designing work processes for remote by default
Asynchronous Dominance: Reduced emphasis on real-time collaboration
Well-Being Integration: Holistic approaches to employee health in remote settings
Community Building: New approaches to creating belonging without co-location
Work-Life Integration: More fluid boundaries between professional and personal

Strategic Implication: Organizations should proactively develop cultural approaches that create cohesion, purpose, and belonging in distributed environments.

Conclusion: Building Sustainable Remote Work Practices

As remote work continues to evolve in 2019 and beyond, several principles will guide successful implementation:

Intentional design matters: Effective remote work doesn't happen by accident—it requires thoughtful planning and continuous refinement.
Technology enables but doesn't solve: Tools are essential but must be supported by appropriate processes, norms, and behaviors.
Culture transcends location: Strong organizational cultures can thrive in distributed environments when values and connections are actively nurtured.
Flexibility requires structure: Paradoxically, successful remote work freedom depends on clear frameworks, expectations, and boundaries.
Continuous adaptation is essential: Remote work practices must evolve as technology, employee needs, and business requirements change.

Organizations that approach remote work as a strategic capability rather than merely a perk or temporary arrangement will be best positioned to attract talent, maintain productivity, and build resilient operations in an increasingly distributed world.

By implementing the best practices outlined in this guide and adapting them to your specific context, you can create a remote work environment that benefits both your organization and your team members, regardless of where they're located.

This article was written by Nguyen Tuan Si, a workplace transformation strategist with experience helping organizations implement effective remote and hybrid work models across various industries.