18 remote work tips to help teams stay productive in 2025

Remote work has evolved the way we do business and how we tackle our to-do lists — so much so that 75% of employees believe their organization’s current remote work tools and technology need upgrades. 

Adjusting to a remote work model requires changes, and we’re here to help you adapt.

In this guide, we’ll share remote work tips for both leaders and individuals, exploring how the right tools can boost productivity while fostering a stronger, more connected team.

Remote and hybrid work models offer flexibility, but they can also pose unique challenges, including:

• Communication barriers: Without face-to-face interactions, the tone or context of a conversation can be misinterpreted more easily.  
• Difficulty managing productivity: Distractions at home and a lack of supervision may make it harder for individuals to stay focused on their tasks. 
• Time zone differences: Gaps in time zones can complicate scheduling or lead to communication delays and missed deadlines.
• Work-life balance struggles: Remote employees may feel like they’re “always on,” risking burnout if they don’t establish clear boundaries between work and personal life.
• Technological issues: Outdated tools, unstable internet connections, or insufficient IT support can disrupt team workflows.
• Team cohesion and collaboration: Without the camaraderie of an in-person workplace, building team morale and relationships requires a more thoughtful approach and effort.

As a leader managing remote or hybrid teams, setting your team up for success is more than just assigning tasks. From streamlining communication processes to fostering team dynamics, here are some remote work tips to help you lead confidently and set your team up for success. 

1. Build out your team’s shared knowledge base and collaborative ecosystem

Collaboration is the backbone of an efficient team. It bridges gaps, fosters creativity, and strengthens cohesion — all of which are critical for thriving in a remote or flexible setup. 

To empower your remote team, try these strategies: 

• Promote knowledge-sharing rituals: Encourage team members to share insights and lessons learned after completing projects or personal milestones. For instance, a weekly “knowledge share” session can help team members stay informed about others’ work and solutions. 
• Equip your team with the right tools: Update your hybrid or remote technology with tools that streamline communication and simplify project management. Online meeting rooms and digital whiteboards can facilitate real-time collaboration. 
• Schedule team bonding opportunities: Frequent touchpoints help keep your team connected and engaged. Mix things up with virtual happy hours, casual coffee chats, or free-flowing brainstorming sessions that nurture both personal connections and professional discussions.

2. Set clear communication processes for remote teams

Finding a communication rhythm for remote teams can feel like a juggling act, especially if your team members are located in different time zones. Set clear expectations on how and when to communicate to keep things flowing smoothly, no matter where your team is dialing in from. 

To establish communication processes, start with these remote work tips: 

• Define your preferred communication channels: Make sure your team knows when and how to use each communication platform. For example, Zoom Workplace is ideal for video meetings, quick updates, and brainstorming sessions, whereas email may be preferred for more formal written communication.
• Create an organizational chart for roles: Help your team navigate communication more effectively with an organizational chart that shows who’s responsible for what and provides contact information for easy reference.
• Establish a regular communication schedule: Stay in sync with remote team members to keep everyone aligned. This could look like weekly stand-up meetings to discuss progress and goals, along with informal weekly check-ins through chat or video calls.

3. Choose the right project management tools

For remote teams, the right tech stack can drive productivity. Here’s how to set your team up for success:

• Use project management tools for task tracking: Platforms like Trello, Asana, or Monday.com give you a bird’s-eye view of project progress and individual responsibilities. You can create boards or timelines for each project and use tags or color coding to indicate priority levels.
• Leverage cloud storage solutions for easy file access: Zoom Docs, Dropbox, or OneDrive make it easy for remote teams to access and share documents in real time. This means no more hunting through email threads for the latest file.

4. Schedule regular check-ins

In a remote setup, it’s easier for things to slip through the cracks, especially if team members are working independently or across different time zones. Regular check-ins help you stay connected with progress and align on goals.  

One-on-one sessions allow team members to voice concerns or ask for help — things that may not surface in busy chat threads. 

Tip: Weekly or biweekly check-ins are ideal for most teams to maintain momentum. 

5. Provide flexibility with accountability

It’s important to balance flexibility with a clear framework for accountability. A well-balanced approach keeps everyone aligned and driven toward shared goals. Here’s how to strike that balance effectively:

• Set clear deliverables and timelines: Create a clear outline of what needs to be accomplished and the specific deadlines. To automate this process, use your project management tools to assign tasks, set due dates, and track progress.  
• Define milestones for larger projects: Break down tasks into specific, actionable steps with target dates, then give your team visibility. For example, “Complete the initial design mockups by Wednesday” or “Submit the first draft of the presentation by next Tuesday.”  
• Allow flexibility in task execution: Empower your team to choose when and how they work as long as they meet deadlines and deliver quality results. For example, let employees adjust their hours to fit in personal commitments or use their preferred workflows. 

6. Model healthy work habits

As a leader, prioritizing your own well-being sets the tone for your team. By modeling healthy work habits, you can motivate your team to adopt similar practices. 

Lead by example: Log off at a reasonable hour and take regular breaks to recharge and prioritize self-care. These habits lend themselves to better work-life balance and long-term productivity. 

7. Focus on outcomes, not hours worked

Hybrid work trends show that 67% of businesses retain employees best when they offer flexible hours. 

Rather than micromanaging the clock, focus on your team's results. This means evaluating employees based on the quality of their work and the impact of their contributions rather than the number of hours they spend online. 

This results-based approach allows employees to work during their most productive hours. Giving your team the opportunity to own their work lets them focus on what really matters: outcomes that move the business forward.

8. Create a feedback-friendly culture

Feedback should feel as natural as a coffee break. When employees trust that their input is respected, it fosters creativity and better team dynamics, which then impacts success. 

Here are some effective ways to encourage open feedback:

• Hold regular one-on-one sessions: Offer a private space where employees can share feedback and express concerns without fear of judgment.
• Foster a two-way feedback culture: Create a healthy work culture where feedback flows freely in both directions. Team members should feel like they can share feedback with each other and with you, so make it a habit to regularly seek input on your leadership style or internal processes to demonstrate a commitment to continuous improvement.  
• Use anonymous post-meeting surveys: Offer a platform for honest feedback, especially from team members who might hesitate to speak up in group settings.
• Practice active listening: When team members share feedback or concerns, listen attentively without interrupting or reacting defensively. Acknowledge their input and ask clarifying questions if needed. 
• Act on feedback: When employees share concerns or suggestions, take action or steps toward implementing that feedback. This reinforces that their input is not only heard but is instrumental in driving change. Be transparent about any changes you make or the reasons why some suggestions may not be implemented. 

9. Invest in employee development

Investing in upskilling remote teams isn’t just improving current skills; it’s showing that you’re committed to your team’s future success. Below are a few ways you can invest in employee development. 

• Offer virtual courses and certifications: Help employees achieve their career goals by offering access to certification courses or partnering with platforms like LinkedIn Learning or Coursera for continuous skill development. Some organizations encourage participation through stipends or course fee reimbursements.
• Provide mentorship programs: Pair team members with experienced mentors who can offer valuable career insights and advice on personal development.  
• Create internal workshops: Host monthly or quarterly workshops that focus on emerging trends or team-specific skill development to keep your team sharp and ahead of the curve.

These initiatives can enhance employee satisfaction and help build a team that’s motivated and equipped to handle new challenges. 

The flexibility of remote work allows you to tailor your work hours to your natural rhythms. Here are some tips for working remotely to help you stay on track. 

1. Determine your optimal work hours

To maximize productivity, determine when you’re most focused and energized. Establish these work-from-home tips as daily habits to support long-term success: 

• Start a daily schedule: Set a clear routine to structure your day. This could look like blocking out your mornings for deep work and scheduling team and external meetings in the afternoon. 
• Check your tasks for priority: Begin each day by reviewing your to-do list and tackling high-priority tasks first. 
• Avoid distractions: Create a dedicated workspace to reduce interruptions and consider using noise-canceling headphones or apps like Focus@Will to maintain focus.
• Communicate as much as you can: Update your team on your progress throughout the week and share your availability to stay aligned.
• Manage your time intelligently: Use productivity tools like time-blocking apps or task managers (Asana, Monday.com) to track your tasks and deadlines efficiently.

2. Take frequent, short breaks

Stepping away from your desk, even for just a few minutes, helps refresh your mind. To boost energy levels and improve focus throughout the day, consider these tips: 

• Use the Pomodoro technique: Work in focused 25-minute intervals, followed by a five-minute break, with a longer 15-to-30-minute break after every four sessions. This method keeps the momentum going while also giving your brain a much-needed rest.
• Set clear work and personal time boundaries: Define your work hours to maintain focus during the day, but block out time for yourself outside of work. This balance supports work-life balance to help prevent burnout.
• Take regular breaks to refresh: Step away from your screen often to reduce mental fatigue. Use the breaks to stretch, take a walk, or get fresh air to improve mental clarity.
• Make time for personal hobbies: Carve out time for activities that bring you joy and relaxation, whether it’s reading, exercising, or cooking.

3. Track your time and goals to keep yourself accountable

Maintaining focus in a remote setting starts with thoughtful planning. These actionable tips for working from home can structure your workday to track progress effectively. 

• Leverage time-tracking tools: Monitor your time using apps like Toggl or Clockify. These tools provide insights into your work patterns and help you identify areas for improvement.
• Set measurable goals: Break down larger objectives into weekly (and daily) targets that are specific, realistic, and trackable to maintain momentum. 
• Create a consistent routine: Define clear start and stop times for your workday, including specific time blocking for tasks. For example, reserve 9-11 a.m. for deep work, followed by a 10-minute self-check-in to review your progress.

By combining these strategies, you can be better organized and accountable for any remote or hybrid setup.  

4. Regularly evaluate and refine your workflow

To adapt to flexible work, continuously experiment with tools to find what fits your work style. Here’s how to fine-tune your workflow effectively:

• Track and adjust your systems: Regularly check your current tools and processes to see what’s working and what isn’t, then make small adjustments where needed. 
• Implement hybrid work models: Combine remote work with in-office days or a flexible work schedule to best support your productivity. 
• Stay ahead of the curve: Keep an eye on new tools or technology, like AI trends, to incorporate them into your workflow for continuous improvement.

5. Create a dedicated workspace

A dedicated workspace signals to your brain that it’s time to work, helping you stay in the zone and improve productivity. Ideally, this space should be separate from personal or relaxation areas to create a clear boundary between work and downtime.

Tip: An ergonomic chair, functional desk, and quality lighting create a comfortable work setup.  

6. Prioritize deep work blocks

Deep work, or focused time for high-priority tasks, is essential for meaningful results. To improve the quality of your output, schedule dedicated blocks of time to minimize distractions and tackle tasks that require critical thinking.  

Optimize deep work blocks by snoozing notifications or using apps to hide your inbox, and schedule these sessions during your peak productivity hours. 

Tip: Inform your team of your availability to avoid interruptions. 

7. Communicate often with your team

Clear and frequent business communication is the glue that keeps remote teams connected and productive. Regular video calls, team chats, and weekly updates keep everyone on the same page and build a sense of camaraderie. 

Remember, fostering personal connections with the team matters, too. Share wins, celebrate milestones, or even throw in a fun meme now and then. Open and transparent communication strengthens relationships and makes remote work feel a little less remote.

8. Use productivity tools to stay organized

The right systems and productivity tools are key to staying organized and on top of your tasks. 

• For task management: Use tools like Trello, Asana, or Monday.com to prioritize and track progress on your workload. Zoom Tasks can even help you automate task tracking.
• For time management: Keep your day structured with Todoist, Google Calendar, or Microsoft Outlook, and use time trackers like Toggl or Clockify to stay focused on tasks.
• For note-taking and collaboration: Tools like Zoom Docs, Notion, or Evernote can help capture ideas and share them with your team in real time.
• For an all-in-one solution: Zoom Workplace streamlines your workday with a single app, featuring AI Companion, which helps you access information, prioritize tasks, summarize meetings, and keep conversations focused and productive.

Experiment with different tools to find the ones that work best for your workflow, and use them consistently to power through your to-do lists. 

9. Seek feedback regularly

Feedback is a powerful tool for personal and professional growth, especially in a remote work environment. Proactively seek input from managers and peers to see if you’re aligned with expectations rather than waiting for formal reviews. 

Whether it’s a quick check-in after a project or a casual chat during a one-on-one meeting, feedback fosters a stronger connection with your team and shows a commitment to continuous improvement.

Successful remote work is all about balance. By adopting smart remote working tips, teams can stay productive and achieve their goals, no matter the distance. 

Zoom Workplace simplifies remote work with AI-powered tools like video conferencing, integrated chat, and file-sharing. Whether you’re hosting brainstorming sessions or collaborating in real time, Zoom equips you with the tools you need to do more with less.