5 Steps for Effective Remote Team Management

Step 1. Team Registration

The form includes the following fields:

• First and Last Name - provide the real details of the manager or person responsible for setup.
• Email Address - administrator's email for login and notifications.
• Team Name - the name and at the same time the unique address of your portal.

⚠️Important: your team name can be changed, but the unique address cannot be changed.

After filling in, click "Next" - the system will create a workspace for your remote team.

Step 2. Creating Departments and Positions

After registration, go to "Portal Settings" to organize your company's department structure.

Main Department

• When creating a team, a main department is automatically formed, marked with an asterisk and bold font (*Directorate).
• The head of the main department is the head of the entire team, the main boss (in the example, this is Parker Alex).
• This person has maximum rights and manages the entire remote team.
• The main department can be renamed and its manager can be changed.

Creating Additional Departments ->> Click "Add" in the Departments (Supervisor) section. A form will open:

• Name - for example: Marketing, Sales, Development, Support. Choose clear names.
• Department Head - specify the person who will be responsible within this department. Overdue tasks from subordinates will also be escalated to them.

⚠️Important: departments can be renamed or deleted, and their managers can be replaced by others.

After filling in, click "Save". The department will appear in the list.

Creating a Position ->>> Added by clicking "Add" in the "Positions" section.

• When renaming: if you change the position name (for example, "Seller" to "Sales Manager"), it will automatically update in the profiles of all employees who hold it.
• When deleting: if the position is active (people are assigned to it), the system will not allow you to delete it just like that. You will need to immediately select a new position for the "affected" employees. This is insurance: there cannot be a person without a role in the system.

💡 Recommendation: first create all the necessary departments and positions, and only then proceed to inviting employees (Step 3). This is the basic checklist for launching a remote team - the structure must be ready before people arrive.

Step 3. Inviting Teammates

After creating the department and position structure, we proceed to inviting remote employees.

Click "Add" in the "Users" section (Portal Settings).

The system offers two ways to invite employees: individual (one user) and bulk (several)

Method 1: Individual Employee Invitation ("One" tab)

• Email - employee's work email. An invitation with a link to set a password will be sent to it.
• Employee's First and Last Name
• Position - select from those created earlier (Step 2).
• Department to which the employee belongs.
• Portal interface language for this user.
• Gender - select male or female.

After filling in, click "invite". The employee will receive an email with a link to set a password and can immediately start working.

Method 2: Bulk Invitation ("Several" tab)

Enter the email addresses of those being invited (one per line).

⚠️Important: before bulk mailing, make sure all necessary departments and positions are created.

After clicking "Invite", each will receive an email invitation with a link. By following it, employees will need to fill out the registration form:

• Enter first and last name.
• Select gender.
• Select position and department.
• Select interface language.
• Specify password.

💡 Recommendation: while you're in portal settings, spend 30 seconds on branding. This may seem like a small thing, but employees will see this screen every day. Click on the logo block or the camera icon. In the window that opens, you can:

• Upload the team logo instead of faceless text.
• Change the team name if you made a mistake during registration or came up with something better.
• Choose a color scheme, setting the mood of the interface (blue, purple, green, etc.).

After setup, click "Save". This will create a professional look for your corporate portal from day one.

Step 4. Task Assignment

People are in the system, positions are assigned. Now you need to assign a real task to your colleague, forget about "asked in a private message" or "said on a call". Remote work doesn't forgive verbal agreements.

In remote.team, the atomic unit of work is called a "request" (also known as a task).

Creating a Task ->>> Click the "+" button and select "Request".

A form opens with nothing unnecessary, only the essence:

• Title - what specifically needs to be done.
• Text field - detailed description of the task. You can paste a screenshot via Ctrl+V (PrtScr). A clear description is the basis of effective task assignment.
• Responsibles - who does it. You can specify a specific person or position (the system will substitute the employee itself), you can specify several executors.
• Deadline - when it should be ready. You can leave it blank, then the executor will specify their own deadline.
• Participants who will see the task and receive notifications about its status and new comments

Confidentiality and Security

• The task can be made private by clicking on the "lock" icon. It will be accessible only to participants and the executor, other teammates will have access to it closed. This is useful for confidential tasks in a remote team.
• For ultra-sensitive data (passwords, financial schemes, trade secrets), click on "Shield". The task content is encrypted directly on your device and decrypted only on the recipient's device. No one, including remote.team server administrators, will be able to read your correspondence, even if they really want to

Task Grouping via Tags

Click the "# Tag" button to organize tasks by projects and add the necessary label (for example: #frontend bugs, #client payments, #project X, etc.).

Step 5. Creating a Weekly Sprint with Reporting

The final step of effective remote team management is the implementation of weekly sprints with reporting for each task.

Creating a Sprint

1. Create a new topic with the period's name, for example: "Requests 12.12 - 19.12". Be sure to add the tag #sprint to group all sprints.

2. In the topic, list the most critical and important tasks for the week.

3. Select them using tags -- filter tasks by projects and priorities.

List format:

• Task name (Assignee)

• Next task (Assignee) ...

During the week, assignees cross out completed tasks. Crossed-out items are completed tasks.

Weekly Reporting Process

1. At the end of the week, check which tasks are not crossed out.

2. Ask the assignees the reason for non-completion in the comments.

3. Move unfinished tasks to the next sprint or revise priorities.

How to organize sprints in a remote team:

• Form the sprint at the beginning of the week (Monday).

• Include only realistically achievable tasks.

• At the end of the week (Friday) -- mandatory review and reporting.

• Uncompleted tasks are discussed individually.

Instead of boring tables, reporting here is the "live" sprint topic. It immediately shows the entire history of the week: which tasks are closed, where problems arose, and what was discussed in the comments.