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.
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
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.
To avoid misunderstandings, prioritize clarity and over-communication. Messages should be structured, concise, and specific, especially when discussing complex topics.
The right tools can help your team stay connected. Here are a few options:
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.
Here are some tips for managing teams across multiple time zones:
Some team members may have to meet at non-standard times
Consider these platforms:
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.
Here are some strategies to help keep remote teams engaged:
Virtual happy hours can be a good way for team members to bond as people, not just colleagues
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.
The key is to streamline digital project management software and workflows. Here’s how:
Consider these common pairs:
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
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:
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.
Effective virtual leadership requires a specific set of skills, including:
Read more: How to Be a Better Virtual Leader
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.