From time zone mismatches to collaboration struggles and tech issues, virtual teams often face obstacles that on-site teams don’t. For project managers dealing with distributed teams, maintaining engagement and ensuring smooth workflows can feel overwhelming.
But with the right skills, tools, and strategies, you can overcome these hurdles and create a highly effective remote work environment.
In this post, we explore the most common challenges in online project management and provide actionable solutions to help you keep your team connected, productive, and engaged.
TABLE OF CONTENTS
- Understanding the Shift to Online Project Management
- Challenge #1: Communication Breakdowns
- Challenge #2: Time Zone and Scheduling Conflicts
- Challenge #3: Lack of Engagement
- Challenge #4: Managing Multiple Online Tools and Platforms
- Challenge #5: Maintaining Productivity in a Virtual Setting
- Developing the Right Skills for Online Project Management
UNDERSTANDING THE SHIFT TO ONLINE PROJECT MANAGEMENT
The rise of remote and hybrid teams has been fuelled by better technology, changing work preferences, and the need for more flexibility. The pandemic sped up this shift, and now many organizations see remote and hybrid work as a long-term option. In fact, a recent report found that 84 per cent of Canadian companies allow employees to work from home at least part of the time.
But online project management requires different strategies because it lacks the natural structure and immediate communication that come with in-person work. In a traditional office, team members can easily ask questions, clarify doubts, or spontaneously brainstorm ideas. Remote work removes those casual interactions, making it harder to get instant feedback or gauge a colleague’s availability. This can lead to delays, miscommunications, and a lack of alignment on project goals.
Information silos can form if updates, discussions, or decisions aren’t properly documented and shared. Plus, teams working across different time zones may struggle with coordination, leading to slower decision making.
The bottom line? Managing virtual teams effectively requires a more intentional approach to fostering connection and collaboration during the project planning and execution process.
Keeping distributed teams on track can be a real challenge
CHALLENGE #1: COMMUNICATION BREAKDOWNS
Miscommunication is more frequent in remote teams because digital communication lacks the nonverbal cues—such as facial expressions, tone of voice, and body language—that help clarify meaning. Written messages in emails and chat apps can be misinterpreted as too blunt, vague, or even rude when that wasn’t the intention. And without spontaneous office conversations, important information may not be shared with the right people, jeopardizing the entire project by creating knowledge gaps and confusion about priorities or expectations.
What to Do
To avoid misunderstandings, prioritize clarity and over-communication. Messages should be structured, concise, and specific, especially when discussing complex topics.
- Use bullet points and summaries, and make action items clear
- Use video calls for discussions that require emotional context or brainstorming
- Set expectations for response times, preferred communication channels, and meeting etiquette
Recommended Tools for Virtual Communication
The right tools can help your team stay connected. Here are a few options:
- Slack – Great for real-time messaging, team channels, and quick updates. It integrates with other tools like Google Drive and Trello for better workflow management.
- Zoom – Best for video meetings, screen sharing, and virtual face-to-face conversations. It helps add a personal touch to discussions that may otherwise be lost in text-based chats.
- Microsoft Teams – Ideal for companies already using the Microsoft ecosystem. It combines chat, video calls, and document collaboration in one platform.
CHALLENGE #2: TIME ZONES AND SCHEDULING CONFLICTS
Managing a team across different time zones presents challenges in scheduling meetings and keeping projects on track. Team members may have limited overlapping work hours, making it difficult to collaborate synchronously. Delayed responses can slow decision making, and employees in certain time zones may feel left out if meetings are always scheduled during their off-hours. Plus, urgent requests may not be addressed immediately, requiring better planning to prevent workflow bottlenecks.
What to Do
Here are some tips for managing teams across multiple time zones:
- Identify time slots that work for most team members and rotate meeting times if necessary to distribute the inconvenience fairly
- Focus more on asynchronous communication to reduce the need for real-time discussions
- Record important meetings so that team members who couldn’t attend can catch up later
Some team members may have to meet at non-standard times
Recommended Tools for Asynchronous Collaboration
Consider these platforms:
- Trello – A visual project management tool that organizes tasks into boards and lists, making it easy to track progress without needing live updates
- Asana – Great for task assignments, project timelines, and team coordination, allowing members to work independently and update progress at their own pace
- Notion – A flexible tool that combines documentation, task management, and knowledge sharing
CHALLENGE #3: LACK OF ENGAGEMENT
Remote teams often struggle with motivation due to isolation, lack of immediate feedback, and difficulty feeling connected to company culture. Without in-person interactions, employees may feel disconnected from their colleagues and the larger purpose of their work. And research has shown that employees who feel isolated and lonely tend to be less effective at work.
What to Do
Here are some strategies to help keep remote teams engaged:
- Publicly acknowledge and celebrate individual and team accomplishments
- Conduct casual check-ins to connect with people on a personal level
- Dedicate the first few minutes of a meeting to non-work talk
- Create opportunities for team members to interact with each other outside of formal meetings—that could involve creating Slack channels devoted to fun topics or hosting virtual lunches where the company pays for food delivery
Virtual happy hours can be a good way for team members to bond as people, not just colleagues
CHALLENGE #4: MANAGING MULTIPLE ONLINE TOOLS AND PLATFORMS
While digital tools are essential for remote work, using too many can lead to tool overload—where employees waste time switching between platforms, duplicating tasks, or struggling to find information. Different teams might use separate tools for communication, file sharing, and project management, leading to disjointed workflows and information silos.
Instead of improving efficiency, too many tools can cause confusion, reduce productivity, and create unnecessary complexity.
What to Do
The key is to streamline digital project management software and workflows. Here’s how:
- Use multi-functional platforms that combine communication, task management, and documentation
- Define how and when each tool should be used to avoid duplication
- Use integrations and automation to reduce manual updates across platforms
Recommended Software Integrations for Seamless Collaboration
Consider these common pairs:
- Slack + Trello/Asana – Get task updates and notifications directly in Slack channels to reduce app switching
- Zoom + Google Calendar – Schedule and join meetings effortlessly with automatic calendar integration
- Notion + Google Drive – Store and organize documents in Notion while linking directly to Google Drive files
- Microsoft Teams + OneDrive – Seamlessly collaborate on files within the Microsoft ecosystem
CHALLENGE #5: MAINTAINING PRODUCTIVITY IN A VIRTUAL SETTING
Some people struggle with productivity when working remotely due to a lack of structure, increased distractions, and difficulty staying motivated. Without the natural routines of an office, it’s easy to lose track of time, procrastinate, or struggle with prioritization.
Some people have trouble staying on track in remote settings
What to Do
To keep remote teams productive, you need to create a structured yet flexible environment that promotes focus and efficiency. Otherwise, sticking to your project schedule can be near impossible. Here are some tips for keeping teams on track and setting realistic deadlines and expectations:
- Define roles, responsibilities, and deadlines, and document everything in a shared space
- Conduct regular progress reviews to keep everyone aligned
- Measure success by output, not just hours worked
- Review past project timelines to set realistic completion goals
- Get feedback from project team members before finalizing deadlines
The Importance of Work-Life Balance in Remote Project Management
The line between professional and personal lives can easily blur. Without clear boundaries, employees may feel pressured to always be “on”, which can lead to burnout and reduced productivity.
Project managers should make it clear that no one is to schedule meetings or expect responses outside of work hours. Encourage employees to take regular breaks to recharge and avoid screen fatigue. Whenever possible, allow team members to work at their most productive times.
Most importantly, be sure to model healthy work habits to set the tone for the team.
DEVELOPING THE RIGHT SKILLS FOR ONLINE PROJECT MANAGEMENT
Effective virtual leadership requires a specific set of skills, including:
- Tech proficiency: It’s important to be comfortable with digital tools for communication, task management, and collaboration
- Communication: You must be adept at clear and concise messaging, active listening, and virtual meeting etiquette
- Emotional intelligence: When you understand team members’ challenges and motivations, you can foster trust, engagement, and a supportive work environment
- Adaptability: A strong leader must be flexible and quick to adjust strategies when needed
- Accountability and trust building: Setting clear expectations and avoiding micromanagement leads to a culture of responsibility and independence
Read more: How to Be a Better Virtual Leader
EXPAND YOUR SKILLS WITH THE PROJECT MANAGEMENT FOR BUSINESS CERTIFICATE
The Project Management for Business certificate from Kompass Professional Development is designed to help team leaders learn how to engage remote workers, optimize workflows, and choose the right digital tools. You can develop practical virtual project management skills and customize those approaches to your own work challenges.
Click below to get more details on the program and chat live with an admissions advisor.
