How to find a trustable team remotely

Use these tips to avoid common mistakes in hiring a team remotely. Find out best practices for search and communications.

Hiring a team remotely is becoming a common practice today. You can build a diverse and talented workforce, but it also requires careful planning and consideration. In this article we gathered some tips which will help you pick the right team for your project. If you’d like to learn more about remote teams management best practices, check this post in our blog.

Look for a team with a good reputation

Research the team's reputation online and ask for references or case studies to see if they have a track record of delivering high-quality work.

Check a company's reputation with several ways:

  • Google search: A simple Google search of the company's name can give you an idea of their reputation. Look for reviews, testimonials, or articles written about the company.
  • Check website: Most companies have an "About Us" or "Our Team" page on their website that provides information about the company's history, mission, and values.
  • Check their social media presence LinkedIn, Facebook, Twitter or else. Look at their social media accounts to see how they interact with their followers and what kind of content they post.
  • Check industry associations: Companies that are members of professional industry associations or accreditations often adhere to certain standards and codes of conduct.
    By doing some research, you can get a better understanding of a company's reputation and whether or not they are trustworthy.

Clearly communicate your expectations

Start with identifying your goals and expectations. Clearly communicate your expectations for the project and set clear goals and deadlines. This will help ensure that the team is committed to meeting your needs and delivering high-quality work.

Here are some tips for communicating your expectations when working with a team remotely:

  • Set clear goals: Make sure that everyone on the team understands the overall goals of the project and how their individual tasks contribute to those goals.
  • Be specific: Be as specific as possible when outlining tasks and expectations. Include deadlines, deliverables, and any required resources.
  • Decide upon communication channels: which messengers will you use? Will you duplicate agreements by email?
  • Regularly check in: Schedule regular check-ins with your team to make sure that everyone is on track and has the support they need to meet their goals.
  • Provide feedback: Make sure to provide regular feedback on the team's progress and any areas where improvements can be made.
  • Encourage open communication: Encourage open and honest communication within the team. This will help ensure that everyone is able to voice their concerns or ask for help when needed.

Sign a contract

Outline the terms and conditions of the project, including payment terms, scope of work, and any other important details in the contract. This will help protect both parties from misunderstanding.

There are a few key steps you can take to effectively use a contract when working with a team remotely:

  • Clearly define the scope of work: Make sure the contract outlines the specific tasks and responsibilities that are expected of each party.
  • Establish a timeline: the completion of the work, milestones or deadlines that need to be met. At inCode Systems we place all the info into a Project Charter.
  • Include payment terms: The contract should specify how and when payment will be made for the work that is being done. Be sure to include details such as the rate of pay, payment schedule, and any contingencies that may affect payment.
  • Protect your intellectual property: If you will be sharing any proprietary or confidential information with the team, be sure to include provisions in the contract that protect your intellectual property rights.
    By following these steps, you can effectively use a contract to clearly communicate your expectations and protect your interests.

Keep on track with your plan with project management tools

Pick a scope of project management tools, such as Jira, Asana or Trello, to monitor progress and communication. This will help ensure that the team is meeting deadlines and staying within a budget.
To get the best out of your efforts with a remote team take these steps:

  • Look for tools that have video conferencing, real-time collaboration, and task assignment. Some programs can connect and exchange data which is helpful for complicated projects.
  • Set up the tool and invite your remote team members to join. Make sure to clearly communicate how the tool will be used. If needed, set up a library with FAQ and rules for your team.
  • Establish clear communication channels: keep in touch with your agency team and make sure to set up regular check-ins or meetings to discuss progress and address any issues.
  • Use the tool to track progress: assign tasks, set deadlines, and track progress. This will help you stay on top of the project and ensure that everything is moving forward as planned.
  • Document decisions, discussions and changes to the project. This will help to keep a clear record of what has been agreed upon. In case of any misunderstanding, you can always check your notes and understand how an error occurred.

Strength your connection by using video conferencing

Use video conferencing, such as Zoom or Skype, to have regular meetings with the team. This will help you get to know the team members and establish a good working relationship.

Use video conferencing to get advantage of live communications:

  • To get a feel for the team and their communication style. This will help you determine whether they are a good fit for your project.
  • Discuss project details and expectations before signing the contract.
  • Have regular check-ins with the team. Review and discuss project progress to stay informed and address any issues that arise. This will help you resolve them quickly and efficiently.

Consider your differences

Keep in mind that exact location of your team can affect the whole working process. International collaboration has its pros and cons. These are main points you need to keep in mind while deciding on which team to choose:

  • Time zones: consider if your project will win with time zones gap. Sometimes it could be useful to have some «extra» time to receive materials early in the morning.
  • Culture: although some processes might be obvious to you, they might be performed differently in another culture. Try working on a small project to understand if your new teammates' style fits you.
  • Legislation: make sure you know how to go through all the ‘paperwork’ not to face struggles with payments and taxes.

By following these steps, you can find a trustworthy team remotely and ensure that your project is successful.

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