You're leading a remote team across different time zones. How can you keep them motivated and engaged?

I have had several roles that required me to collaborate with individuals living in different time zones. In order to ensure effective communication, it is crucial to take into account everyone's perspective on the most suitable timing for meetings, considering factors such as morning or evening preferences. Through my experience, I have found that organizing two separate meetings proves to be the most optimal solution, granting the team the flexibility to join one of the two calls and fostering a sense of inclusivity. Moreover, it is essential to demonstrate consideration for all participants by avoiding generic greetings like "good morning," which may not align with everyone's time zone.

Regular synchronous meetings are not just about exchanging information; they are about building a collaborative culture. These meetings provide opportunities for team bonding, which is crucial for remote teams. According to a report by Buffer, remote workers who feel connected to their team are more likely to be productive and engaged.

I have been fortunate to work with teams spread across the United States on several occasions. It imperative leaders schedule the meetings when the entire team is available during their normal working hours for most meetings. There are inevitably going to be times when the meeting must occur outside of working hours for some of the team, but leaders must work diligently to inform the team of those times well ahead of the actual meeting. It is every bit as important to help members of your team to maintain a healthy work/life balance to continually get the best performance from them. Communication is the key to ensuring that balance is maintained as best as possible.

Setting clear objectives is vital for team success. Good objectives are specific, measurable, achievable, relevant, and time-bound (SMART). For example, “Complete the project report by Friday, with each team member contributing a section,” ensures everyone knows their role and deadline, leading to a good work product and higher engagement. In contrast, bad objectives are vague and unrealistic, like “Improve our project soon.” This lack of clarity leads to confusion, poor work quality, and team members aren’t always working towards common goals. When objectives are well-defined and communicated, team members understand their responsibilities and deadlines, which reduces ambiguity and fosters accountability.

I think #4 — Connection — is the biggest idea here. Even with tough time zones, there is NO EXCUSE not to meet (EG Zoom) live. It's crucial that you invest the time to connect with your team about things other than work. I've worked with organizations really struggle with motivation and therefore they struggle with retention. It's costing them a fortune. A huge part of what they are missing is forgetting to take the time to ask, "So, how are you doing? What's going on at home?" Etc. If you let them know you care, you'll get a boost in loyalty that you can bank. Plus, they're a great chance that you'll find out what is really happening with an underperforming employee before you cut them loose. (Also expensive.)

The relationship and learning about each other will be paramount. Collaboration should be encouraged within and outside of formal meetings. The leader should allow time for an ice breaker outside of work-related topics and have break-out rooms to get to know each other at least monthly. These should be pre-scheduled with encouraged participation. Participation should not be mandatory; instead, it should be well thought out that team members will encourage their colleagues to attend. The leader should always consider collaboration rather than separation due to time zones and work location, understanding and supporting the diverse needs of our team, as the mission remains the same, and teamwork is needed to be effective.

Go the extra mile. Sending a "great work everyone!" in the group chat is a good start, but taking an additional 10 minutes per week to write and send detailed messages to your team won't go unnoticed. Be specific. This will let them know exactly what they're thriving at. Even better, deliver the feedback via video call to be most effective.

Working with remote teams is challenging. Take into consideration that being remote can lead to misunderstanding and conflicts. When you identify one, encourage the team members involved to communicate face-to-face using a video call and address it sooner rather than later. This is to prevent it from getting worse. If needed, you may consider offering your service as a facilitator.