Running a distributed team without a physical HQ sounds complex.
But that doesn’t have to be the case. Today’s businesses can operate completely remote without ever signing a commercial lease. In fact, it’s already happening…
Millions of businesses across the US run distributed teams.
That’s over 32 million Americans who work remotely now. To be remotely capable, these teams have learned how to operate online, stay organised, and maintain a professional business presence without an office.
The good news?
Tools have never been better. And when built correctly, a distributed team’s tech stack can outperform traditional businesses in nearly every way.
Let’s dive in!
- Why Distributed Teams Fail Without The Proper Tools
- Your Business Address Problem (Solved)
- Tools You Need To Run Remote Operations
- Communication Tools Your Remote Team Will Actually Use
- Remote Project Management Across Time Zones
Why Distributed Teams Fail Without The Proper Tools
Let’s get one thing out of the way.
Remote teams don’t fail because working remotely isn’t possible.
Instead they fail because the stack of tools and systems behind them aren’t set up correctly. When team members are spread out across the country (or world) they need more than just WhatsApp and Google Drive.
A proper tech stack consists of:
- Communication: Both real-time and async.
- File Sharing
- Documentation
- Project management
- A professional business presence
Try operating without these fundamentals. Deadlines slip through the cracks. Employees stop communicating. Important documents are lost. And clients won’t take your business seriously if you look amateur online.
But nail down those tools? Watch your team run like a well-oiled machine.
Your Business Address Problem (Solved)
Here’s the other issue many distributed teams come across early on…
The business still needs a physical address. Whether it’s to register an LLC, receive mail, or simply have a credible website… Most businesses don’t want to list a home address.
Enter solution: The home business address problem can be solved with a virtual office. It provides distributed teams with a professional business address without the costs or commitments associated with leasing a physical office. Let’s dive into how this solves multiple problems for remote teams:
- Business Presence: Provides a legitimate business address rather than a residential one.
- Mail: Receive, scan, and email/mail important documents directly.
- Physical Address: Many States require LLCs to have a physical address.
Businesses require these services so much that it’s projected to be a $48.48 billion industry by 2034. To put that into perspective, that’s close to a doubling in market size from today. Investors, take note.
Tools You Need To Run Remote Operations
All the online tools that allow distributed teams to function smoothly.
This tech stack can be broken out into a few different categories. That handles various aspects of team workflows and day-to-day business operations.
Firstly, cloud storage/file sharing. Google Workspace, Dropbox, and other cloud storage providers allow teams to store files on the cloud and view/share them from anywhere in the world. Say goodbye to emailing files back and forth or version control mishaps.
Cybersecurity is another category. With remote work on the rise, and 94% of remote-enabled companies running their main workloads on cloud infrastructure.. cyber security needs to be tight. VPNs, password managers, and two-factor authentication should be used by any remote team.
Hints: If a team can access it remotely, it can be attacked remotely.
Finances comes last. Quickbooks, Xero, and Stripe are just a few finance tools that allow teams to do payroll, accept payments, and track expenses remotely without needing to man a desk in an office.
Running a company HQ can be done completely online these days.
Communication Tools Your Remote Team Will Actually Use
Communication is make or break for remote teams.
If a team can’t quickly and easily talk to one another they will fall behind. Here’s the breakdown on how top remote teams communicate:
In real-time. Slack and Microsoft teams are by-far the leaders in this space. They allow teams to message each other one-on-one, create channels for team discussions, and even integrate with other tools in their stack. For video meetings there’s always Zoom or Google Meet.
Asynchronously. Tools like Loom allow teammates to record video messages that can be watched when others are available. Asynchronous communication is vital for remote teams working in multiple timezones. Not every interaction requires an immediate response.
77% of employees blame outdated technology for workplace failures. Don’t be a part of that statistic.
Remote Project Management Across Time Zones
Perfecting project management is something every distributed team needs to figure out.
When team members aren’t able to bump into each other at the office the important stuff relies on project management software to stay organised. Tools like Asana, Monday.com, and Trello allow teams to assign tasks, manage deadlines, and hold each other accountable.
What they often fail to implement?
Tools that support their specific remote teams needs. Time zone differences can wreak havoc on scheduling if not handled properly. World Time Buddy and Clockwise are two tools that help remote teams schedule meetings during overlapping hours.
Documentation is another common shortfall. Remote teams should be documenting everything. Meeting notes, company decisions, internal processes. Take advantage of platforms like Notion and Confluence to store documents that can act as a knowledge base for the team.
Anyone who’s worked in an office will tell you things get lost when going remote. Without a physical whiteboard full of Post-its important tasks can slip through the cracks. Build a digital process for the team and it’ll set the business apart.
Wrapping Up
Creating a remote team without an HQ is totally achievable. Every tool needed exists, and millions of other teams are doing it right now.
Before we go, let’s review:
- Get a professional business address to solve the home address dilemma.
- Invest in cloud-based applications and services.
- Communicate using both synchronous and asynchronous tools.
- Use project management tools that suit the team’s specific needs.
- Document everything.
There’s no signs of remote work slowing down either. Around 22% of the US workforce is considered remote, and that number will only continue to grow. By investing in the right tools a business can attract top tier talent, save on costs, and scale quicker.
Just remember… Does the stack of tools truly support how the team works? If not, it may be time to make some changes.
