Remote Content Team Management – How To Do It Effectively

October 15, 2021
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We don’t want to sound cliched, but remote work is becoming the new norm and that’s undeniable.

For large content teams that have deliverables almost every day, managing things remotely may seem like a daunting task. But, despite the challenges, remote work is found to increase productivity in teams and employees feel less stressed.

So how do remote content teams manage the content development process effectively? The answer is simple – by using the right tools and having a robust strategy. As long as you have the resources and a solid plan, working from anywhere and still delivering results is possible.

Managing remote content teams – tips & best practices

Managing remote teams has two critical sides to it – the technology side and the human side.

For the technology side, you will need the right technology tools that make the job easier for everyone, be it communication, collaboration, or project management.

The human side involves understanding what makes people more productive in the remote work setting. Here are some tips and tricks to help you with both of these aspects of managing a remote content team.

man sitting on a rooftop with a laptop

Communication – The Backbone of Every Remote Team

The biggest challenge with remote work is staying connected. In the office, you can always drop by at a team member’s desk or have a quick chat over coffee. In the remote setting, you need to ensure that this communication is not lost.

This is where collaboration and communication tools come in. A centralized communication system with tools like Slack can be very useful for remote teams.

Slack allows messaging, voice, and video calls. It also allows you to create different channels for different topics, teams, or projects where you can add only the people who need to be in the conversation.

A Well-Defined System of Assigning and Tracking Tasks is a Must

Content teams need to meet deadlines.

Scheduling and assigning tasks, tracking progress, and offering regular feedback ensures that projects are not stalled but are completed on time. Maintaining a content calendar can be a simple way to assign and track tasks. You can schedule and assign tasks on the calendar and once the task is taken up by a team member, you can track its progress till the point it is published or delivered.

Project or workflow management tools can be a big help in this regard. A workflow management tool lets you schedule work, assign tasks, track progress, and do a lot more. It gives you better control over your projects with status tracking and easier collaboration with file-sharing capabilities, messaging, and similar features.

Two Women sitting and talking

But how do you manage this?

One such content creation and workflow management tool is Narrato Workspace. Narrato Workspace helps you streamline your content creation process by bringing all content creation activities and team on a single platform.

The feature-rich platform helps your content creators, editors, project managers, clients (if any), stakeholders and partners to all work together to create and manage impactful content. It’s by far the most integrated content creation, collaboration and workflow solution in the market. Just the kind of stuff a remote content team needs to efficiently move along content work and keep everything organized.

team looking at an image

Lastly, it is always a good idea to plan your content projects a few weeks in advance. This way, you can decide on a realistic timeline, dedicating an appropriate number of days to research, content creation, editing, and approval. Having the project broken down and all tasks laid out well before time ensures that work is distributed evenly.

Without a plan, someone on your team may be sitting idle waiting for the next task to be assigned, while someone else may be overloaded because a steady flow of work is lacking. It slows down progress and impacts productivity.

Establish a process 

Having an established content process is essential for every content team, remote or otherwise.

Remote content teams need this all the more because it brings structure to the way they work. If you don’t have a well-defined process yet, it is high time to have a brainstorming session with your team and decide on it.

Decide how work will flow for your content team. For instance, every time a new project is acquired, how do you start working on it? You will first need to create a brief, then assign the task to the writers along with the content brief. The content goes to the editors for quality control, and finally, it is sent to the client after thorough review and proofreading. This is just one example. The process will vary from one team to another based on their unique requirements.

team of people

Define responsibilities

Similarly, defining the roles and responsibilities of each team member clarifies what is expected of them.

Assigning responsibilities clearly makes the content process much more seamless as well. For instance, are your writers only responsible for writing content, or are they expected to collect images, create graphics and help with content planning too? Talking of images and graphics, if you often need images to add to your content having access to a good stock image website is essential.

Try JumpStory to help you with this. The platform not only has millions of high-performing stock images, videos, icons and vectors, it also has some smart editing features like one-click background removal. As JumpStory’s client you are protected with unique global insurance on all images you use. So you can use the assets freely without worry. The image search is really simple and accompanied with several filters to make sure you find exactly what you are looking for.

man taking photos

Setting boundaries and standards makes teams more responsible

In remote work environments, there are many distractions that your team members have to deal with.

From family matters to personal errands, anything may come in the way of work. You may have to be a little flexible and give them some space to manage both work and home conveniently. But it doesn’t mean anyone should misuse this privilege.

Though not everyone prefers this, time tracking tools can be a good way to ensure that your team is using their time productively.

A time tracking tool like Toggl works well for both small and large teams. It has web, desktop, and mobile apps, so no matter where your team members are you can keep track of their working hours.

Girl checking time with a clock

Toggl also offers insightful reports on all projects and users, sends tracking reminders to users, has calendar integrations, and more. Time tracking software is particularly useful if you have fixed working hours for your team.

Set the boundaries and accountability standards on the very first day. Tell your team that work from home is still work, and they have to deliver results. Keep deadlines realistic but rigid. Set benchmarks for content quality. Appreciate good work and hold people accountable when something goes wrong. Check in with your team members daily, so they know you are supporting them as well as keeping a tab on things.

Mutual trust is essential

Be transparent in your approach.

Everyone in your content team is responsible for the company’s success, including you. Demonstrate how you are utilizing your time.

Share updates from any important meetings you have had, discuss new projects you may have acquired, keep everyone onboard. The team needs to realize that transparency works both ways and have trust in the leadership.


Summing up

Remote work is all about having the right tools and the right attitude. Content creation and marketing during the Covid-19 crisis has seen some ebbs and flows like every other business.

But if your content team can be trusted, no matter where they’re working from, you can achieve the same results as an in-office team. Just make sure to communicate every day, encourage collaboration, and reiterate the values that you stand by. Getting accustomed to this norm is only a matter of time.

About the author

Neelam Goswami is a Content Writer at Godot Media, a leading content writing company. Her areas of interest include digital and content marketing. She is also an amateur artist and loves to spend time on creative work.


Neelam Goswami