Team Collaboration Tips for Remote SMBs

Remote work isn't going away. Here's how to make distributed collaboration actually work.

The Remote Challenge

Remote teams struggle with:

• Communication gaps
• Isolation and disconnection
• Timezone coordination
• Project visibility
• Culture maintenance

Building Remote Collaboration

1. Establish Communication Norms

Define channels and purposes:

• Slack/Teams: Quick questions, social chat
• Email: External communication, formal requests
• Project tool: Task updates, project discussions
• Calls: Complex topics, relationship building

Set response expectations:

• Urgent: 1 hour
• Normal: 4 hours (during work hours)
• Non-urgent: 24 hours

2. Document Everything

Remote teams can't tap someone on the shoulder. Create a documentation culture:

• Meeting notes (always)
• Decision logs
• Process documentation
• Shared knowledge base

3. Over-Communicate Proactively

The watercooler doesn't exist remotely. Replace it:

• Daily standups (async or sync)
• Weekly team updates
• Regular 1:1s
• Wins/kudos channels

4. Create Structure, Allow Flexibility

Non-negotiables:

• Core collaboration hours (e.g., 10 AM - 2 PM overlap)
• Attendance at key meetings
• Response time standards

Flexible:

• Start/end times
• Work location
• Break scheduling

5. Invest in Relationships

Remote doesn't mean isolated:

• Virtual coffee chats
• Online team activities
• Occasional in-person gatherings
• Celebrate milestones publicly

Tools for Remote Collaboration

Communication Stack

• Sync chat: Slack, Microsoft Teams
• Async video: Loom, Vidyard
• Video calls: Zoom, Google Meet

Project Management

• Tasks: Asana, Monday, Notion
• Docs: Google Docs, Notion
• Files: Google Drive, Dropbox

The Consolidation Opportunity

Multiple tools create friction. Consider unified platforms that include:

• Messaging
• Tasks and projects
• Document collaboration
• Meeting scheduling

Dewx brings communication and operations into one platform, reducing the tool sprawl that plagues remote teams.

Remote Meeting Best Practices

Default to Async

Can this be an email or doc? Don't schedule a meeting.

When You Do Meet

• Have a clear agenda
• Start and end on time
• Assign action items
• Record for absent team members

Meeting-Free Days

Designate days for deep work. Protect them fiercely.

Measuring Remote Team Health

Track these metrics:

• Response times
• Project completion rates
• Employee satisfaction (regular surveys)
• Tool adoption rates
• Meeting hours (aim to reduce)

Building a remote team? See how Dewx helps.