{"id":45856,"date":"2020-12-16T16:23:16","date_gmt":"2020-12-16T16:23:16","guid":{"rendered":"\/us\/en\/blog\/?p=45856"},"modified":"2026-03-11T01:49:24","modified_gmt":"2026-03-11T08:49:24","slug":"how-to-manage-a-virtual-team","status":"publish","type":"post","link":"\/us\/en\/blog\/how-to-manage-a-virtual-team\/","title":{"rendered":"8 ways to manage a virtual team with empathy"},"content":{"rendered":"<p><span style=\"font-weight: 400;\">Empathy is crucial in the workplace, especially in these times.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The way we work has significantly changed as a result of the pandemic, and more companies are turning to a remote-first approach.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Plus, people have a lot on their plates. From juggling their families and home life responsibilities to performing well at work. It\u2019s emotionally and physically exhausting.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">That\u2019s why, as a manager, it\u2019s important to lead your team with empathy. But that can be tricky to do while working virtually.\u00a0<\/span><\/p>\n<p>With <a href=\"https:\/\/news.stanford.edu\/stories\/2020\/06\/snapshot-new-working-home-economy\">over 42% of employees working from home full-time<\/a>, many managers suddenly found themselves leading remote teams with little preparation\u2014both mentally and logistically. Leaders had to navigate everything from equipment and technical hurdles to employee well-being and engagement. It\u2019s no surprise McKinsey &amp; Company called the pandemic \u201c<a href=\"https:\/\/www.mckinsey.com\/featured-insights\/leadership\/the-toughest-leadership-test\">the ultimate leadership test<\/a>.\u201d<\/p>\n<p><span style=\"font-weight: 400;\">In this article, we teach you how to manage your team with empathy and compassion at the forefront, which will make your team stronger, more productive, and happier all around.<\/span><\/p>\n<p><b>We\u2019ll go over 8 tips for how to manage distributed teams online:<\/b><\/p>\n<ol>\n<li style=\"font-weight: 400;\"><a href=\"#prevent\"><span style=\"font-weight: 400;\">Prevent micromanaging\u00a0<\/span><\/a><\/li>\n<li style=\"font-weight: 400;\"><a href=\"#add\"><span style=\"font-weight: 400;\">Add the right tools to your communication stack<\/span><\/a><\/li>\n<li style=\"font-weight: 400;\"><a href=\"#hold\"><span style=\"font-weight: 400;\">Hold your team accountable with project workflows<\/span><\/a><\/li>\n<li style=\"font-weight: 400;\"><a href=\"#host\"><span style=\"font-weight: 400;\">Host regular team check-ins<\/span><\/a><\/li>\n<li style=\"font-weight: 400;\"><a href=\"#make\"><span style=\"font-weight: 400;\">Make yourself available<\/span><\/a><\/li>\n<li style=\"font-weight: 400;\"><a href=\"#develop\"><span style=\"font-weight: 400;\">Develop genuine relationships with your team<\/span><\/a><\/li>\n<li style=\"font-weight: 400;\"><a href=\"#establish\"><span style=\"font-weight: 400;\">Establish a mentorship program<\/span><\/a><\/li>\n<li style=\"font-weight: 400;\"><a href=\"#find\"><span style=\"font-weight: 400;\">Find ways to motivate your team<\/span><\/a><\/li>\n<\/ol>\n<hr \/>\n<p>Get this free checklist of tasks to help you stay organized while managing a distributed team.<\/p>\n<div class=\"download-form-widget standart-download-form\" data-url=\"http:\/\/netstorage.ringcentral.com\/blog\/remote-checklist-3.pdf\" data-id=\"69d0217d34060\" id=\"69d0217d34060\">\n\t\t<button tabindex=\"on\"  on=\"tap:69d0217d34060.toggleClass(class='open')\" class=\"open-modal-download-action download-form-button\" type=\"submit\">\u2705 Get the checklist<\/button><\/p>\n<div class=\"download-form-modal\">\n<div class=\"download-form-modal-body\">\n<div class=\"download-form-modal-content\">\n<div class=\"download-form-modal-title\">\ud83c\udf0e  A checklist of daily, weekly, and monthly tasks designed for remote managers<\/div>\n<form class=\"download-form SMB\" method=\"post\">\n<div class=\"download-form-part\">\n\t\t\t\t\t\t\t<input class=\"download-form-input\" aria-label=\"Full Name\" aria-required=\"true\" aria-invalid=\"false\" type=\"text\" name=\"fullname\" placeholder=\"Full Name\" data-dl-events-hover=\"true\" data-dl-element=\"text\" data-dl-additional-info=\"download form\">\n\t\t\t\t\t\t<\/div>\n<div class=\"download-form-part\">\n\t\t\t\t\t\t\t<input class=\"download-form-input\" aria-label=\"Email (please enter a work email address)\" aria-required=\"true\" aria-invalid=\"false\" type=\"email\" autocomplete=\"on\" name=\"email\" placeholder=\"Email (please enter a work email address)\" data-dl-events-hover=\"true\" data-dl-element=\"email\" data-dl-additional-info=\"download form\">\n\t\t\t\t\t\t<\/div>\n<div>\n\t\t\t\t\t\t\t<input type=\"hidden\" name=\"popup_form\" value=\"1\">\n\t\t\t\t\t\t<\/div>\n<div>\n\t\t\t\t\t\t\t<input type=\"hidden\" name=\"Lead_Entry_Source__c\" value=\"RC Blog\" class=\"download-form-input\"\/>\n\t\t\t\t\t\t<\/div>\n<div class=\"download-form-part\">\n\t\t\t\t\t\t\t<button class=\"download-form-submit\" type=\"submit\" data-dl-element=\"button\" data-no-auto-dl=\"true\" data-dl-additional-info=\"download form\" data-dl-name=\"DOWNLOAD\">DOWNLOAD<\/button>\n\t\t\t\t\t\t<\/div>\n<\/p><\/form>\n<p> \t\t\t\t\t<button on=\"tap:69d0217d34060.toggleClass(class='open')\" role=\"button\" tabindex=\"0\"  class=\"download-form-modal-close\"><\/button>\n\t\t\t\t<\/div>\n<div class=\"download-form-modal-thank\">Thanks for reading!<\/div>\n<\/p><\/div>\n<\/p><\/div>\n<\/p><\/div>\n<hr \/>\n<h2><span style=\"font-weight: 400;\"><a id=\"prevent\"><\/a><br \/>\n1. Prevent micromanaging<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Micromanaging your remote team is an easy trap to fall into, especially if you\u2019re among the majority of managers who have received little leadership training.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">However, it\u2019s crucial to<\/span> <span style=\"font-weight: 400;\">avoid remote micromanagement<\/span><span style=\"font-weight: 400;\"> so you establish trust. High-trust workplaces outperform their peers with 2\u20133x higher stock market returns and a <a href=\"https:\/\/www.greatplacetowork.com\/resources\/blog\/the-business-returns-on-high-trust-work-culture\" target=\"_blank\" rel=\"noopener noreferrer\">50% lower turnover rate<\/a>.<\/span><span style=\"font-weight: 400;\">\u00a0<\/span><\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-45857\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/12\/employee-retention-e1608135447182.png\" alt=\"employee turnover rate\" width=\"900\" height=\"419\" \/><\/p>\n<p><i><span style=\"font-weight: 400;\">Data from <a href=\"https:\/\/s3.amazonaws.com\/media.greatplacetowork.com\/pdfs\/Business+Case_Detailed+Report_Final.pdf\" target=\"_blank\" rel=\"noopener noreferrer\">Great Place to Work<\/a> shows high-trust workplaces enjoy greater loyalty and productivity than companies with low-trust environments.\u00a0<\/span><\/i><\/p>\n<p><span style=\"font-weight: 400;\">But why is giving trust such a difficult part of remote management?\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Because, as <a href=\"https:\/\/www.forbes.com\/sites\/markmurphy\/2017\/03\/12\/the-secret-fear-that-causes-bosses-to-micromanage\/#4fb546e61b95\" target=\"_blank\" rel=\"noopener noreferrer\">Mark Murphy of Leadership IQ claims<\/a>, micromanagement is driven by fear.<\/span><span style=\"font-weight: 400;\"> Specifically, a fear that our authority, competence, or knowledge are being challenged. Remote management escalates that fear, too, because it creates more uncertainty than managing at the office.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">After all, team leaders can\u2019t visually check in, leaving them tempted to message employees excessively or schedule too many video meetings. That kind of micromanagement demoralizes employees, and its effects on remote workers are particularly worrisome.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Remote teams need employees who are keen on building relationships, taking risks, and communicating autonomously. But <a href=\"https:\/\/www.linkedin.com\/pulse\/implications-low-levels-trust-andy-brett\/\" target=\"_blank\" rel=\"noopener noreferrer\">according to Andy Brett of Liminal Consulting<\/a>, low-trust workplaces<\/span><span style=\"font-weight: 400;\"> make employees reluctant to invest in their job.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">So, how do you prevent yourself from micromanaging a remote team? By seeing things through your team\u2019s eyes.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Just ask Chris Zaugg, co-founder of team management platform Uptick. \u201cI don\u2019t think of myself as a suspicious person or a micromanager,\u201d Zaugg says. \u201cEven so, I used to struggle to trust my remote staff to stay on task when they were at home. It was easy to imagine them doing anything or nothing at all.\u201d<\/span><\/p>\n<p><span style=\"font-weight: 400;\">But by learning to trust his remote team, Zaugg became what Ann Latham of executive consulting firm Uncommon Clarity calls \u201c<a href=\"https:\/\/www.forbes.com\/sites\/annlatham\/2020\/04\/30\/how-to-micromanage-remote-workersoh-wait-im-not-supposed-to\/#56ef71057cc8\" target=\"_blank\" rel=\"noopener noreferrer\">a partner to your employees<\/a>.\u201d<\/span><span style=\"font-weight: 400;\"> By that, Latham means remote management that emphasizes process over people.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For example, when you ask questions that focus on steps and results, such as \u201cWhat blockers can I help remove?\u201d, you invite collaborative partnership. That makes your remote team members feel respected and empowered.<\/span><\/p>\n<p>Respecting your team\u2019s time is also part of building trust. Remote employees often struggle to switch off from work at the end of the day because their workspace and home life exist in the same place. Managers should set clear expectations around after-hours communication and model healthy boundaries themselves. For example, if you\u2019re working late, consider using a delay-send function so emails arrive during business hours instead of late at night.<\/p>\n<p><a href=\"https:\/\/www.ringcentral.com\/remote-readiness\" target=\"_blank\" rel=\"noopener noreferrer\"><img decoding=\"async\" class=\"alignnone size-full wp-image-45676\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/12\/Banner-Image-for-Blog-Promo.png\" alt=\"Remote Readiness CTA\" width=\"695\" height=\"247\" \/><\/a><\/p>\n<h2><span style=\"font-weight: 400;\"><a id=\"add\"><\/a><br \/>\n2. Add the right tools to your communications stack<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Your remote management is only as effective as the communication tools and strategies that support it.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In the absence of up-to-date communications software, your team members will resort to outside tools, such as their favorite video chat app. This practice of employees using unapproved apps is called shadow IT.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For some businesses that <a href=\"https:\/\/www.wsj.com\/articles\/employees-are-accessing-more-and-more-business-apps-study-finds-11549580017\" target=\"_blank\" rel=\"noopener noreferrer\">use more than 200 apps<\/a>,<\/span><span style=\"font-weight: 400;\"> the problem is so prolific that it\u2019s easier for IT to secure and integrate workers\u2019 preferred outside apps than ban them.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">This mishmash of different communication tools makes remote management full of friction\u2014as does a lack of a strategy defining how your team is expected to communicate. Unclear communication expectations can make remote employees feel <\/span><span style=\"font-weight: 400;\">micromanaged<\/span><span style=\"font-weight: 400;\"> (too many status updates) and ignored (too many communication gaps) at the same time.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Productivity suffers for it, too. <a href=\"https:\/\/eiuperspectives.economist.com\/sites\/default\/files\/EIU_Lucidchart-Communication%20barriers%20in%20the%20modern%20workplace.pdf\" target=\"_blank\" rel=\"noopener noreferrer\">In a survey by <\/a><\/span><i><span style=\"font-weight: 400;\">The Economist<\/span><\/i><span style=\"font-weight: 400;\">, 44% of workers<\/span><span style=\"font-weight: 400;\"> said poor communication results in a failure to complete projects. Respondents cite other consequences of poor communication, too, including low morale, missed performance goals, and lost sales.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">One simple way to alleviate this? Centralize your remote team\u2019s messaging, video, and phone in one app to make communication and collaboration easier. For example, there are platforms, like RingCentral&#8217;s desktop and mobile app, that bring together those exact communication channels into one place:<\/span><\/p>\n<div class=\"rc_custom_video\"><a class=\"rc_custom_video__link\" href=\"https:\/\/www.youtu.be\/9xaL89hYeFs\">\n\t\t            <picture><source srcset=\"https:\/\/i.ytimg.com\/vi_webp\/9xaL89hYeFs\/maxresdefault.webp\" type=\"image\/webp\"><img decoding=\"async\" class=\"rc_custom_video__media\" src=\"https:\/\/i.ytimg.com\/vi\/9xaL89hYeFs\/maxresdefault.jpg\" alt=\"\">\n\t\t            <\/picture>\n\t\t        <\/a><br \/>\n\t\t        <button class=\"rc_custom_video__button\" aria-label=\"Play video\"><svg width=\"68\" height=\"48\" viewBox=\"0 0 68 48\"><path class=\"rc_custom_video__button-shape\" d=\"M66.52,7.74c-0.78-2.93-2.49-5.41-5.42-6.19C55.79,.13,34,0,34,0S12.21,.13,6.9,1.55 C3.97,2.33,2.27,4.81,1.48,7.74C0.06,13.05,0,24,0,24s0.06,10.95,1.48,16.26c0.78,2.93,2.49,5.41,5.42,6.19 C12.21,47.87,34,48,34,48s21.79-0.13,27.1-1.55c2.93-0.78,4.64-3.26,5.42-6.19C67.94,34.95,68,24,68,24S67.94,13.05,66.52,7.74z\"><\/path><path class=\"rc_custom_video__button-icon\" d=\"M 45,24 27,14 27,34\"><\/path><\/svg><br \/>\n\t\t        <\/button>\n\t\t    <\/div>\n<p><span style=\"font-weight: 400;\">The good news is that fixing poor team communication is easier than it seems, especially with how rapidly you can deploy cloud-based solutions. Follow these three tips for choosing and rolling out communications software to your remote team.<\/span><span style=\"font-weight: 400;\"><br \/>\n<\/span><\/p>\n<ol>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Bring everyone together onto a<\/span><span style=\"font-weight: 400;\"> unified communications platform<\/span><span style=\"font-weight: 400;\">, ideally, <a href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/unified-communication-platforms\/\" target=\"_blank\" rel=\"noopener noreferrer\">one that integrates<\/a><\/span><span style=\"font-weight: 400;\"> messaging<\/span><span style=\"font-weight: 400;\">,<\/span><span style=\"font-weight: 400;\"> video<\/span><span style=\"font-weight: 400;\">, and<\/span><span style=\"font-weight: 400;\"> phone<\/span><span style=\"font-weight: 400;\">. Now your team can collaborate in one place\u2014no more time or critical messages lost by switching between separate apps.<\/span><span style=\"font-weight: 400;\"><br \/>\n<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Define how your team should use each communication channel. For instance, create a messaging channel dedicated to customer health, and require at least weekly updates:<br \/>\n<img decoding=\"async\" class=\"alignnone size-full wp-image-45698\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/12\/insurance-team-in-ringcentral-app-New.png\" alt=\"\" width=\"776\" height=\"531\" \/><br \/>\nLikewise, specify what kinds of meetings should happen over video. Clarifying expectations like this helps remote team members take agency in how they communicate.<\/span><span style=\"font-weight: 400;\"><br \/>\n<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Establish a rhythm to your remote team communication. Regular conversations, such as weekly one-on-ones, biweekly team meetings, and monthly or quarterly all-hands, help team members plan and organize their workloads so messages and meeting requests don\u2019t feel like a surprise.<\/span><span style=\"font-weight: 400;\"><br \/>\n<\/span><\/li>\n<\/ol>\n<p><span style=\"font-weight: 400;\">Centralizing your communication channels makes them more secure, too. <\/span><a href=\"https:\/\/www.ringcentral.com\/technology\/security.html\" target=\"_blank\" rel=\"noopener noreferrer\"><span style=\"font-weight: 400;\">Enterprise-grade security<\/span><\/a><span style=\"font-weight: 400;\"> and <\/span><a href=\"https:\/\/www.ringcentral.com\/technology\/reliability.html\" target=\"_blank\" rel=\"noopener noreferrer\"><span style=\"font-weight: 400;\">carrier-grade reliability<\/span><\/a><span style=\"font-weight: 400;\"> mean your team can connect safely from anywhere.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\"><a id=\"hold\"><\/a><br \/>\n3. Hold your team accountable with project workflows<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Unable to pop their heads up and see each other in person, <\/span><a href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/keeping-a-remote-team-accountable\/\" target=\"_blank\" rel=\"noopener noreferrer\"><span style=\"font-weight: 400;\">remote teams can struggle with accountability<\/span><\/a><span style=\"font-weight: 400;\">. That makes it even more important that they see each other\u2019s work.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">But creating that visibility is hard without <\/span><a href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/remote-working-tools\/\" target=\"_blank\" rel=\"noopener noreferrer\"><span style=\"font-weight: 400;\">the right remote working tools<\/span><\/a><span style=\"font-weight: 400;\">, especially project management tools that simplify creating, tracking, and closing tasks. This lack of visibility impacts both remote teams and managers.\u00a0<\/span><\/p>\n<p><a href=\"https:\/\/www.ringcentral.com\/remote-work-playbook.html\" target=\"_blank\" rel=\"noopener noreferrer\"><img decoding=\"async\" class=\"alignnone size-full wp-image-42323\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/remote-work-playbook.png\" alt=\"remote-work-playbook\" width=\"1024\" height=\"364\" \/><\/a><\/p>\n<p><span style=\"font-weight: 400;\">For workers, it means constantly weighing the opportunity costs between slowing down to make updates\u2014closing tasks in their project management, messaging their team, informing stakeholders\u2014and advancing to the next task.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For managers, it means continually assessing when to check on their teams and when to focus on individual responsibilities. That tension makes it easy for tasks to slip through the cracks.<\/span><\/p>\n<p><span style=\"font-weight: 400;\"> Integrating task management with your communications platform gives your remote team greater visibility into projects. Plus, it\u2019s easy to see where team members are bogged down and where someone might be able to offer help.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">But it\u2019s possible to automate your team\u2019s workflow while also making it more visible. Pick a communication platform that integrates with your preferred project management tools. For instance, <\/span><a href=\"https:\/\/glip.com\/integrations\/asana\" target=\"_blank\" rel=\"noopener noreferrer\"><span style=\"font-weight: 400;\">RingCentral\u2019s desktop and mobile app integrates with Asana<\/span><\/a><span style=\"font-weight: 400;\">, so project updates automatically appear in your team\u2019s messaging channels.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">You can also create this accountability by prioritizing training on your communication and project management tools in the<\/span><a href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/onboarding-checklist\/\" target=\"_blank\" rel=\"noopener noreferrer\"><span style=\"font-weight: 400;\"> remote onboarding process<\/span><\/a><span style=\"font-weight: 400;\">. Doing so gets employees to <a href=\"https:\/\/www.smartsheet.com\/content-center\/product-news\/resource-management\/how-implement-new-software-without-stressing-people\" target=\"_blank\" rel=\"noopener noreferrer\">adopt software faster<\/a>.<\/span><span style=\"font-weight: 400;\">\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">While you\u2019re at it, insist on software training for yourself. <a href=\"https:\/\/www.westmonroepartners.com\/perspectives\/report\/companies-are-overlooking-a-primary-area-for-growth-and-efficiency-their-managers\" target=\"_blank\" rel=\"noopener noreferrer\">More than 40% of managers<\/a> don\u2019t receive training on automation tools,<\/span><span style=\"font-weight: 400;\"> and effective remote management will only rely more on leaders understanding and implementing new technology for their teams.<\/span><\/p>\n<p>To make your team members accountable, make sure to:<\/p>\n<ul>\n<li>Develop expectations collaboratively<\/li>\n<\/ul>\n<p>Instead of simply handing your team your list of expectations for remote work, consider engaging with them and developing expectations collaboratively.<\/p>\n<ul>\n<li>Ensure your team has a voice<\/li>\n<\/ul>\n<p>Consider running regular pulse surveys to ensure you\u2019re engaging your team in the areas that matter most to them. A pulse survey gives your team a chance to (anonymously) speak on the issues that matter to them.<\/p>\n<p>Do your employees want to know more about the company\u2019s financial performance? Do they want more (virtual) face time with you? Are they clear on what\u2019s expected from them? Use the results to guide you.<\/p>\n<ul>\n<li>Always over-communicate<\/li>\n<\/ul>\n<p>In a remote work environment, we lose many of the communication touchpoints we\u2019re used to from the office (face-to-face meetings, informal discussions around the coffee maker).<\/p>\n<p>It\u2019s easy to think messages have been clearly communicated to staff when they\u2019ve been lost in the digital noise. Always reinforce important messages via multiple channels, e.g., a team email, plus a virtual team meeting, plus a notification on your team chat system.<\/p>\n<h2><span style=\"font-weight: 400;\"><a id=\"host\"><\/a><br \/>\n4. Host regular team check-ins<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">To build and manage a team with empathy, it\u2019s important to know where your team is from a workflow and mindset perspective. It can be challenging to gauge how employees are really doing without physically seeing them each day.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Are they overwhelmed with their workload? Is something happening at home? Are they having trouble completing a project?<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Making check-ins part of your weekly workflow gives your team a chance to speak up about things, share their progress, or express where they need help. You could host a check-in at the start of each week, or midway through to make sure your team has what they need to finish strong.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The stand-up format is a great one to consider for this type of meeting. <\/span><a href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/stand-up-meeting\/\" target=\"_blank\" rel=\"noopener noreferrer\"><span style=\"font-weight: 400;\">Stand-up meetings<\/span><\/a><span style=\"font-weight: 400;\"> are typically 10\u201315 minutes long and require everyone on the team to give an update of some kind. This ensures the whole team is heard and that everyone is engaged in the conversation.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">To make sure your team is fully prepared before each meeting, send out a short questionnaire prior to the meeting so everyone knows what will be discussed. This is a simple way to keep your meetings\u2014no matter how long\u2014as productive and impactful as possible.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Keep in mind that although these meetings can be a bit more informal, you should still establish action items or next steps at the end. Having the next steps defined will ensure your employees get the help they need.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">However, it\u2019ll be difficult to set action items without meeting notes. Appoint a member of your team as the notetaker and have them post the notes in a shared space. Then, your team can create and assign tasks to one another so it\u2019s clear who is in charge of what and when. The task manager feature within the RingCentral app makes it simple for teams to translate meeting minutes into actionable items\u00a0\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">No matter how you decide to structure your check-ins, make sure you use a video conferencing tool that fits the needs of your team. For example, RingCentral lets teams <\/span><a href=\"https:\/\/www.ringcentral.com\/video.html\" target=\"_blank\" rel=\"noopener noreferrer\"><span style=\"font-weight: 400;\">start meetings right from the team messaging feature<\/span><\/a><span style=\"font-weight: 400;\">, which gives teams flexibility to host meetings on their terms. It also works the other way around too, letting you create a team chat with the attendees from a meeting, which makes for easy follow-ups. <\/span><span style=\"font-weight: 400;\">This is also great if an employee wants to have a quick chat with you, but instant message or email isn\u2019t cutting it.\u00a0<\/span><\/p>\n<h2><span style=\"font-weight: 400;\"><a id=\"make\"><\/a><br \/>\n5. Make yourself available to your team<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">There\u2019s no question you have a lot on your to-do list as a manager. From keeping client or customer relationships afloat to making sure your team is hitting their goals and on track performance-wise, there\u2019s a lot to do!\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">However, one of the biggest components of being a manager is making yourself available to your team. Being available to chat about work-related issues or perhaps even some personal issues (depending on the matter and your relationship) goes a long way for team success.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">This simple, yet highly impactful act creates a sense of trust between you and your team. In fact, according to a <a href=\"https:\/\/www.gallup.com\/workplace\/284180\/factors-driving-record-high-employee-engagement.aspx\" target=\"_blank\" rel=\"noopener noreferrer\">study from Gallup<\/a>,<\/span><span style=\"font-weight: 400;\"> strong managers who practice what they preach in terms of what they want to see from their team are a major factor behind the recent spike in employee engagement.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In other words, if you live out the values you teach your team, you\u2019ll see more engaged employees who want to work hard.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">So how can a busy manager clear time in their schedule for employees?<\/span><\/p>\n<p><span style=\"font-weight: 400;\">There are several ways to approach this:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><b>Hold \u201coffice\u201d hours:<\/b><span style=\"font-weight: 400;\"> For many colleges and universities, a professor&#8217;s office hours are dedicated hours where students can ask questions, brainstorm ideas, or get extra help outside of the classroom. The same approach could be used in the workplace. Set aside 30 minutes or an hour each week for \u201coffice hours\u201d and encourage employees to use that time to meet with you. <\/span><span style=\"font-weight: 400;\"><br \/>\n<\/span><\/li>\n<li style=\"font-weight: 400;\"><b>Have weekly 1:1s:<\/b><span style=\"font-weight: 400;\"> The classic 1:1 meeting is a great way to make yourself available to your team. Scheduling a solo meeting with each of your team members ensures you are actively supporting them and available to talk. <\/span><span style=\"font-weight: 400;\"><br \/>\n<\/span><\/li>\n<li style=\"font-weight: 400;\"><b>Enforce an \u201copen door\u201d policy:<\/b><span style=\"font-weight: 400;\"> Perhaps the best way to make yourself available to your team is to simply let them know you\u2019re there. Making it clear that employees can go to you with any issue, question, or challenge\u2014no questions asked\u2014establishes trust among your team.<\/span><\/li>\n<\/ul>\n<h2><span style=\"font-weight: 400;\"><a id=\"develop\"><\/a><br \/>\n6. Develop genuine relationships with your team<\/span><\/h2>\n<p><i><span style=\"font-weight: 400;\">\u201cWhen people talk, listen completely. Most people never listen.\u201d \u2014 Ernest Hemingway<\/span><\/i><\/p>\n<p><span style=\"font-weight: 400;\">The best (and arguably, the only) way to inject empathy into your remote management is to build genuine relationships with your team. If you don\u2019t have a basic connection to each of your employees, it will be challenging to lead with empathy.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">This can be difficult in a virtual setting, especially if there are new members of your team you haven\u2019t met in person yet. But it is possible to build genuine relationships with coworkers while working remotely.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Let\u2019s take a look at a few ways to do so:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><b>Practice active listening:<\/b><span style=\"font-weight: 400;\"><a href=\"https:\/\/hbr.org\/2018\/05\/the-power-of-listening-in-helping-people-change\" target=\"_blank\" rel=\"noopener noreferrer\"> According to a recent study<\/a>, high-quality, nonjudgmental listening can have a positive effect<\/span><span style=\"font-weight: 400;\"> on emotions and attitudes. To become a better active listener, cut the distractions out and focus on the individual speaking. After they speak, summarize what you\u2019ve just heard and make sure you understand them clearly. This can take some practice as distractions are rampant in the workplace, but it can have a long-lasting, positive effect on your team.<\/span><span style=\"font-weight: 400;\"><br \/>\n<\/span><\/li>\n<li style=\"font-weight: 400;\"><b>Share team wins:<\/b><span style=\"font-weight: 400;\"> An excellent way to foster a relationship with your employees is to build them up and celebrate the good things. Whether you\u2019re celebrating a win at work or in their personal life, taking the time to make your team feel important and recognized does wonders for relationship building. <\/span><span style=\"font-weight: 400;\"><br \/>\n<\/span><\/li>\n<li style=\"font-weight: 400;\"><b>Talk about non-work-related things:<\/b><span style=\"font-weight: 400;\"> To truly get to know someone, you must explore topics other than work. Where do they live? What do they like about living there? Are they married? Do they have children or pets? These are the kinds of questions that help establish genuine relationships. Make them an important part of your day-to-day operations. <\/span><span style=\"font-weight: 400;\"><br \/>\n<\/span><\/li>\n<li style=\"font-weight: 400;\"><b>Be positive and avoid gossip: <\/b><span style=\"font-weight: 400;\">Office gossip is never a productive or particularly good thing to have occurring in the workplace. However, it does happen. Sometimes employees need to vent or feel as though they were wronged. Do your best to stop office gossip in its tracks and exchange that for positivity. If a team member has a problem with another team member, make sure you address the issue with them directly, not to an audience of your other coworkers.\u00a0<\/span><\/li>\n<\/ul>\n<p>Many of us are feeling long-term chronic stress. When the days are long, and there\u2019s little to look forward to, our brains miss the dopamine hits they usually receive from those frequent moments of human interaction, and life can feel pretty unrewarding.<\/p>\n<p>It\u2019s essential to take some time for fun\u2014whatever that means for you and your team. Far from a frivolous distraction, fun activities help your team bond and decompress while fighting the fatigue and monotony of everyday life.<\/p>\n<h2><span style=\"font-weight: 400;\"><a id=\"establish\"><\/a><br \/>\n7. Establish a mentorship program<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">For large distributed teams, it can be tough to foster connection and professional development among employees. This can be quite the challenge for new employees, too. Finding your groove at work while working virtually may seem like an impossible feat.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Employee mentorship programs are an excellent way to help your team not only get to know one another better but to inspire personal and professional development. If your team is built on helping each other, empathy will come naturally.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">How can busy managers do this? It doesn\u2019t have to be complicated, even for big teams.\u00a0<\/span><\/p>\n<ol>\n<li style=\"font-weight: 400;\"><b>Establish a goal for the program:<\/b><span style=\"font-weight: 400;\"> Every initiative should have a goal to back it. Otherwise, it\u2019ll be difficult to gauge how things are performing. Think about why your team could benefit from a program like this, and the best way to roll it out. <\/span><span style=\"font-weight: 400;\"><br \/>\n<\/span><\/li>\n<li style=\"font-weight: 400;\"><b>Gauge interest: <\/b><span style=\"font-weight: 400;\">Send out a survey to see who might be interested in being mentored or being a mentor. The survey should include questions that will help you pair employees together, like \u201cWhat are you hoping to learn from your mentor\/mentee?\u201d and \u201cWhat are you struggling with the most at work right now?\u201d<\/span><span style=\"font-weight: 400;\"><br \/>\n<\/span><\/li>\n<li style=\"font-weight: 400;\"><b>Match employees:<\/b><span style=\"font-weight: 400;\"> Based on employee surveys, match the employees you feel would be a good fit in terms of helping each other reach their goals, grow professionally, etc. During this process, determine if employees would be a good match not just from a goals perspective but how they work, how they communicate, and their personality. Pairing employees who have the same goals but are terrible at communicating or working together may prove to be counterproductive instead of helpful. <\/span><span style=\"font-weight: 400;\"><br \/>\n<\/span><\/li>\n<li style=\"font-weight: 400;\"><b>Host mentoring training sessions:<\/b><span style=\"font-weight: 400;\"> Prior to the start of the program, hold training sessions for your mentors so they know how to offer help and encouragement to mentees. Help your mentors set goals for their mentees so they can stay on track and make the most out of the program. <\/span><span style=\"font-weight: 400;\"><br \/>\n<\/span><\/li>\n<li style=\"font-weight: 400;\"><b>Provide communication channels for mentors and mentees:<\/b><span style=\"font-weight: 400;\"> To let the mentor\/mentee relationship flourish freely, provide a dedicated communication channel within your team\u2019s internal comms. For example, within the RingCentral app, managers can create <\/span><a href=\"https:\/\/www.ringcentral.com\/teams\/overview.html\" target=\"_blank\" rel=\"noopener noreferrer\"><span style=\"font-weight: 400;\">designated instant messaging channels<\/span><\/a><span style=\"font-weight: 400;\"> for each pair of employees. This serves as an easy way for mentors and mentees to communicate and build their relationship.\u00a0<\/span><\/li>\n<\/ol>\n<h2><span style=\"font-weight: 400;\"><a id=\"find\"><\/a><br \/>\n8. Find ways to motivate your team<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Finally, inspiring your team to be the best, truest version of themselves will pave the way for an empathetic workplace. Maintaining your company culture and spirit virtually is a hard task, but with the right tools and strategy, it can happen seamlessly.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Motivating your employees means giving them the freedom and flexibility to work creatively, to celebrate wins, reflect on the losses, and inspire new ideas.<\/span><\/p>\n<p>Recent research from McKinsey &amp; Company found <a href=\"https:\/\/www.mckinsey.com\/capabilities\/people-and-organizational-performance\/our-insights\/covid-19-and-the-employee-experience-how-leaders-can-seize-the-moment\">employee experience and engagement can be improved by up to 55%<\/a> by addressing their need for recognition through non-financial means.<\/p>\n<p>People crave acknowledgment for their efforts, and a \u201cthank you\u201d or \u201cwell done\u201d is often far more powerful than money, gift cards, or other tangible rewards.<\/p>\n<p>Studies also show regular, timely recognition drastically improves work quality and reduces absenteeism. Establishing a culture of recognition is one of the easiest, cheapest, and most effective ways to keep your employees engaged.<\/p>\n<p><span style=\"font-weight: 400;\">Creating a workplace culture that motivates your team involves three main pillars:<\/span><\/p>\n<ol>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Positive recognition<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Support<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Flexibility\u00a0<\/span><\/li>\n<\/ol>\n<p><span style=\"font-weight: 400;\">Let\u2019s take a look at each in a bit more detail:<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Positive recognition<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Employees thrive when they feel valued and appreciated. Taking the time to celebrate successes or share a team member\u2019s work with the whole is just as important as any other managerial task.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Here are a few ways to incorporate more positive recognition in your daily operations:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Include team member wins in meeting agendas or another public forum.<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Ask each employee to share something they\u2019ve accomplished that week, whether in the group chat, email, or during a meeting.<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Write a personalized note to employees who have gone above and beyond.\u00a0<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Positive recognition goes a long way, and it\u2019s something that should be a priority of every manager.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Support<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Providing employees with as much support as you can offer is a great way to keep them motivated.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For employees, having someone in their corner to help them overcome challenges, problem solve, and grow as both an employee and person, has a profound impact on their dedication to their role.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Flexibility and autonomy<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">As we mentioned above, no one likes to be micromanaged. In fact, according to a <a href=\"https:\/\/www.linkedin.com\/business\/learning\/blog\/productivity-tips\/the-single-biggest-complaint-employees-have-about-their-bosses\" target=\"_blank\" rel=\"noopener noreferrer\">survey from LinkedIn Learning<\/a>, the second worst quality in a manager is micromanaging.<\/span><span style=\"font-weight: 400;\">\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Rather than impulsively or obsessively checking in with employees, give them the autonomy to do their best work in the way that best suits them. This might mean letting them run with a project idea or allowing them to work during the hours that let them produce high-quality work.\u00a0<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">Managing virtual teams well starts with empathy<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Building a workplace that emphasizes empathy will lead to happier, higher-performing employees. 2020 has been a challenging year for everyone, and showing employees that you see them as the humans they are can have a resounding positive impact on your team. A combination of the right tools, clear communication, and a vision for a new and improved <\/span><span style=\"font-weight: 400;\">employee experience<\/span><span style=\"font-weight: 400;\"> will bring this evolved workplace to life.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">We hope this guide will inspire you to inject empathy into your remote management style and practices! To learn more about equipping your team with the right communication tools for a better virtual team communication, <\/span><a href=\"https:\/\/www.ringcentral.com\/view_demo.html\"><span style=\"font-weight: 400;\">sign up for a demo<\/span><\/a><span style=\"font-weight: 400;\">.\u00a0<\/span><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Empathy is crucial in the workplace, especially in these times.\u00a0 The way we work has significantly changed as a result of the pandemic, and more companies are turning to a remote-first approach. Plus, people have a lot on their plates. From juggling their families and home life responsibilities to performing well at work. It\u2019s emotionally &#8230;<\/p>\n","protected":false},"author":1067,"featured_media":45705,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[17901],"tags":[],"class_list":["post-45856","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-business-leadership"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v19.3 (Yoast SEO v27.2) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>8 ways to manage a virtual team with empathy | RingCentral Blog<\/title>\n<meta name=\"description\" content=\"Empathy is crucial in the workplace, especially in these times.\u00a0 The way we work has significantly changed as a result of the pandemic, and more companies\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/how-to-manage-a-virtual-team\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"8 ways to manage a virtual team with empathy\" \/>\n<meta property=\"og:description\" content=\"Empathy is crucial in the workplace, especially in these times.\u00a0 The way we work has significantly changed as a result of the pandemic, and more companies\" \/>\n<meta property=\"og:url\" content=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/how-to-manage-a-virtual-team\/\" \/>\n<meta property=\"og:site_name\" content=\"RingCentral Blog\" \/>\n<meta property=\"article:publisher\" content=\"https:\/\/www.facebook.com\/ringcentral\" \/>\n<meta property=\"article:published_time\" content=\"2020-12-16T16:23:16+00:00\" \/>\n<meta property=\"article:modified_time\" content=\"2026-03-11T08:49:24+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/wp-content\/uploads\/2020\/12\/startup-hubspot.jpg\" \/>\n\t<meta property=\"og:image:width\" content=\"930\" \/>\n\t<meta property=\"og:image:height\" content=\"700\" \/>\n\t<meta property=\"og:image:type\" content=\"image\/jpeg\" \/>\n<meta name=\"author\" content=\"Ben Wu\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:creator\" content=\"@ringcentral\" \/>\n<meta name=\"twitter:site\" content=\"@ringcentral\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"Ben Wu\" \/>\n\t<meta name=\"twitter:label2\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"17 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\/\/schema.org\",\"@graph\":[{\"@type\":\"Article\",\"@id\":\"https:\/\/newrcblog.wpengine.com\/us\/en\/blog\/how-to-manage-a-virtual-team\/#article\",\"isPartOf\":{\"@id\":\"\/us\/en\/blog\/how-to-manage-a-virtual-team\/\"},\"author\":{\"name\":\"Ben Wu\",\"@id\":\"https:\/\/newrcblog.wpengine.com\/us\/en\/blog\/#\/schema\/person\/93f884df532ae1a94215111783ed21f3\"},\"headline\":\"8 ways to manage a virtual team with empathy\",\"datePublished\":\"2020-12-16T16:23:16+00:00\",\"dateModified\":\"2026-03-11T08:49:24+00:00\",\"mainEntityOfPage\":{\"@id\":\"\/us\/en\/blog\/how-to-manage-a-virtual-team\/\"},\"wordCount\":3720,\"publisher\":{\"@id\":\"https:\/\/newrcblog.wpengine.com\/us\/en\/blog\/#organization\"},\"image\":{\"@id\":\"https:\/\/newrcblog.wpengine.com\/us\/en\/blog\/how-to-manage-a-virtual-team\/#primaryimage\"},\"thumbnailUrl\":\"\/us\/en\/blog\/wp-content\/uploads\/2020\/12\/startup-hubspot.jpg\",\"articleSection\":[\"Business &amp; 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