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Recommended Tools to Manage Remote and Hybrid Teams

Recommended Tools to Manage Remote and Hybrid Teams

Managing a remote team is sometimes challenging because you and your team members cannot have face-to-face conversions. However, this situation must not prevent you and your remote team to be productive and manage day-to-day tasks smoothly.

Here are some proven ways a remote team can stay motivated, productive and engaged at work:

  • Have a clear understanding of the rules on work and communication boundaries in advance (this means the preferable hours and communication media to reach out to superiors and other members of the team).
  • Practice daily check-ins at a scheduled time to discuss project-related updates, give feedback, or ask for requirements. It will not only keep everyone on the same page but also make your remote team members feel connected and supported while they work from home.
  • Make time for 1-on-1 conversations weekly. This is more than just a check-in, but a time for meaningful conversations about things outside the day-to-day performance of work. It’s an opportunity to know more about your team members aside from what they do for you.
  • Encouraging social interactions is one way that remote working would feel more like working with a team. Many times, when a person knows their tasks are related or connected to another’s, it brings out the best in one’s productivity. They tend to work with fewer mistakes, efficiently and timely.


Avoid micromanaging. Whenever possible, allow your remote team members the freedom to work the way they think best. It’s okay to delegate the tasks and monitor the progress. If they’re getting the work done on time, avoid pinging them at regular intervals.

Understanding Remote and Hybrid Teams

As your practice will be having team members who work both remotely and on-site, let’s try to distinguish them more specifically. As you know, your Virtual Filipino Practice Assistant (VFPA) shall be part of your remote team. And when you combine them together in your practice, you will now have a hybrid workforce.

Some tips on how to manage Hybrid Teams

The proven ways to bring out the best in your hybrid teams are as follow:

  • Setting Expectations Beforehand

This should include the norms regarding working hours, office attendance, mode of communication and everything else to your team. The lesser the ambiguity, the better would be the team coordination.

  • Setting Up Common Information Source for All

For medical practices, this is one of the most important parts of managing the output of all team members. Keeping all important files, resources, and tools in one accessible place and HIPAA compliant.

  • Cross Training for Multiple Responsibilities

Training your employees to be proficient in tasks outside their outlined roles is a big YES! It will be helpful when a team member is unavailable or unreachable.

  • Adopt a Remote-first Culture

Your practice should have a culture and system in place which facilitates remote working. It will enable all team members to work seamlessly, whether they’re working in an office or somewhere else.

  • Focus on Outcomes Rather Than Output


Empowering your team with the right tools and strategies, be it remote or on-site, to deliver results that will benefit your practice the most.

Here are some of the tools we use to manage our remote team

Hiring distant assistants frees your time to focus on other important priorities. It also gives you more time to do the things you love. Having someone that helps with managing remote work and coordinating your team is a huge blessing.

Though once your business starts to take off, it can be quite challenging to manage everything efficiently. To help you achieve efficiency in the workplace, here are 10 tools for managing remote work — from storing passwords to paying your dedicated staff.

  • Password Manager

    LastPass is number one on the list for managing remote work. It makes your systems more secure, and you have more control over who gets access to which passwords in your team.

    Too many times online work requires you to manage several passwords for different clients. For easy access, you might store them in word files or spreadsheets. You then share them with your distant assistants whenever necessary. However, files or sheets have their limits. They are easy to edit, delete, and even steal. You don’t want to go over password recoveries and changes every time it happens.

  • Communication

    Communication is critical for every organization or business regardless of the size. Big or small, work can be accomplished more efficiently with proper communication between your team members. You want everyone on the team to be on the right page. There are unlimited options available in the market today. But for us, we use Zoom, WhatsApp, Skype, and Google Accounts.

  • File Sharing

    You can’t avoid sharing pertinent documents and files with your remote workers – it’s part of work. From time to time, you may need them to submit their outputs. Various storage providers are available. They enable you to collaborate more efficiently. You and your team simply must come up with an organized system of folders, where you can upload the files and share them. Google Drive, Dropbox and Box are among the most trusted ones we use.

  • Time Tracker

    Time trackers exist to supervise the time spent on every project. They enable random snapshots of the work in progress. You also get to access work summaries for any period. Among those that are popular in the market are TimeDoctor, Clockify, and 17 Hats.

  • CRM and Project Manager Software

    CRMs and Project Management Software help you with two opposite sides of the same coin. With CRM software, you can manage and connect with your clients on one platform. Project Management software, on the other hand, is often used to coordinate your teams and the tasks/projects they are handling. There are so many apps that are currently available in the market, and you can choose from those that would fit your practice accordingly.


With all these tools provided by the internet, managing your distant employees can be less challenging. You don’t have to roll up your sleeves just to make sure that they are really working from a far distance or on the other side of the world. Convenience is just around the corner. Once you find it, you will no longer have a hard time keeping your practice afloat.


Want to know more about these tools? We are here to help! We can help you choose what will best fit your practice. Call or email us now and get the answers to your question.

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