How Do You Stay Productive While Managing or Working in a Remote Team

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Alisson

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Hey everyone! I've been really interested in remote work and how to stay productive in a flexible setup. Managing tasks and staying on top of priorities without a traditional office structure can be tricky.

For those of you who work remotely or manage remote teams, how do you apply GTD principles to keep everything running smoothly? Any tools, routines, or mindset shifts that have made a big difference for you? Would love to hear your experiences!
 
I’ve been telecommuting for more than a decade, and before that almost all meetings and other communications were virtual, because the company has many locations.

So I struggle to imagine how working in the same space with coworkers is relevant to managing tasks and staying on top of priorities. :) Are there specific things you’re wondering about?
 
I agree with Gardener. Covid was a crash course in working remotely for many, and I don’t care to repeat it, but it was a proof of principle. I still work from home a lot, and I handle international collaborations just fine every week. If pressed, I would say that email, zoom and shared directories have proven far more effective and flexible than any fancy groupware.
 
I'm in the process of writing a book on how to successfully work remotely from the perspective of the employee and also the employer. So I've been doing a lot of research on the subject. Here are a few things I've learned:

Tips For The Remote Home Worker

Set a Routine (and Stick to It) Start your day like you're going to the office—wake up at the same time, get ready, and "commute" to your workspace (even if it's just walking across the room). Having structure helps you mentally shift into work mode.

Create a Dedicated Workspace Designate a spot just for work. It doesn’t have to be a full home office, but try to keep it separate from your chill zone. This helps with focus and makes it easier to "leave" work at the end of the day.

Take Real Breaks Don't fall into the trap of working non-stop just because you're home. Step away for lunch, take a walk, or do a quick stretch—your brain needs the downtime to stay sharp.

Communicate Proactively Since you're not bumping into coworkers in the hallway, make an effort to check in regularly. Share updates, ask questions, and don’t be afraid to over-communicate a bit—it builds trust and keeps projects moving smoothly.

Tips For Managing Remote Workers:

Set Clear Expectations Be very clear about what needs to be done, when it’s due, and how success will be measured. Ambiguity kills productivity—clarity empowers it.

Communicate Regularly (But Don't Micromanage) Check in consistently, but trust your team to do the work. A quick daily or weekly stand-up (via Zoom or Slack) keeps everyone aligned without feeling invasive.

Focus on Outcomes, Not Hours You can’t always see when someone’s working—but that’s okay. Focus on results, not screen time. Let people structure their day in a way that works best for them.

Foster Team Connection Remote work can feel isolating, so create space for casual conversations too. Virtual coffee chats, group chats, or fun Slack channels can keep the team spirit alive.

Provide the Right Tools and Support Make sure your team has access to the tools they need (project management software, cloud storage, etc.) and that they know how to use them. Also, be available when they need help or feedback.

Let me know if you have specific questions as I've collected a lot of information and research on the subject.

Dave
 
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