Remote done right π¨π»βπ» 12 rules that matter
Building teams that thrive (anywhere)
Last weekβs Millennial Masters deep dive into the future of work got a huge response, so itβs clear: remote and hybrid are here to stay, even though most teams are still figuring it out as they go.
After interviewing over 35 founders and operators whoβve adapted their businesses across industries and time zones, one thing stood out. Success is all about building trust, setting expectations, and sweating the practical details. Itβs unglamorous work, but it pays off.
The biggest myth? That remote teams run on autopilot. The reality is, itβs more hands-on than ever. Smooth calls and happy teams are built on constant check-ins, feedback, and small, intentional nudges behind the scenes. Founders who get it right focus less on hacks and more on real human connection, plus a lot of invisible work when nobodyβs watching.
So this week, I went back through the most useful tips, mistakes, and rituals that make remote and hybrid actually work. Here are 12 battle-tested ways to keep your team productive, connected, and motivated, wherever they are. ππ»
β Millennial Masters is sponsored by Jolt β‘οΈ reliable hosting for modern builders
The new rules for running a remote team
According to 11 Millennial Mastersβ¦
1οΈβ£ Build culture with intent, not perks
Gemma Price (HubGem) banned internal emails and built a βwellbeing check-inβ channel on Slack, so anyone can share how theyβre feeling with a single emoji. For her, βculture is everythingβ and itβs about making people feel seen.
2οΈβ£ Set up clear systems and document everything
Francesca McClory (FutureCloud Accounting) insists on systems for onboarding, day-to-day tasks, and bookkeeping, with step-by-step docs anyone can follow. She uses Scribe to capture and share processes so βeveryone can get on and readβ whatβs expected.
3οΈβ£ Bring people into decisions early
Remote teams fall apart if you spring big changes on them. Francescaβs rule: Get everyone in the room (virtual or not) and ask for input before making the call. Donβt just announce a new remote policy, ask what your team wants.
4οΈβ£ Give real autonomy, with support
William Stokes (Co-Space) gives his team freedom to set schedules and solve problems, but always checks in informally to offer help. Peter Watson (Featured Group) stopped micromanaging: βWith me, you donβt need to earn trust. Youβve got it already. If you break it, youβll never get it again.β Joshua Western (Space Forge) takes a similar approach: βThe team come in when they need to, they get the tasks done when they need to. If the work wasnβt getting done, then Iβd be concerned. But we know that it is.β
5οΈβ£ Check in regularly, donβt wait for problems
Tom Wallace-Smith (Astral Systems) does regular one-to-ones and quick, informal check-ins, especially with remote team members. βMake the time and space for those sorts of discussions, itβs essential.β
6οΈβ£ Keep decision logs so nobody is left out
James Augustin (Particle Execution) makes it a habit to document all key processes, decisions, and whoβs responsible. βIf you donβt get crystal clear on whatβs happening and who owns it, you just automate the chaos.β Share the context, not just the outcome.
7οΈβ£ Hire on character, not just credentials
Gemma gets her team to recommend friends whoβd fit the culture. Nick Telson (Trumpet) prefers βblank slatesβ who can learn, not just impressive CVs. Hiring for values and attitude builds a stronger remote team than skills alone.
8οΈβ£ Trust your team to own outcomes
Delegate outcomes, not tasks. If someone falls short, address it fast and clearly. Will Polston (North Star Thinking): βI delegate the outcome, not the activityβ¦ this is the outcome I want you to own.β Kieran Jones (Freethought Group) cares about results: βIβm interested in the output, not really how you do it.β The key: outcome over process.
9οΈβ£ Flex around real life, not just work
Gemma lets her team walk their dogs or take breaks for family, trusting theyβll get the work done. Her philosophy: happy, trusted people do better work and stick around. She says, βIf I found out someone was working over their contracted hours, thatβs a me problem.β Autonomy beats clock-watching.
π Experiment with tools, but donβt overload
Kieran trialled Slack, then switched to Teams when it worked better for async chat. Francesca picks tools that fit her process, not the latest trend. The rule: keep tech simple and review it often.
1οΈβ£1οΈβ£ Keep teams lean and focused
James keeps his core team small and performance high: βItβs better to have a few people with tight lines of communication than 20 who are just chipping in.β Small, committed teams beat bloated, distracted ones.
1οΈβ£2οΈβ£ Make time for real connection, even remotely
Noel Andrews (JobRack) builds fun and connection into his remote team with monthly coffee calls, birthday cards, and games. βLittle rituals add up to a really, really great team culture.β Even a quick meme or casual chat can boost morale.
Distributed, not disconnected
Remote teams arenβt held together by software or policies, but by people who bother. Itβs messy, itβs relentless, and it rarely looks like the stories in management books.
Those who make remote work actually work are the ones willing to push through the awkward, the boring, and the uncomfortable bits: awkward feedback, ruthless clarity, and no hiding behind βasync.β
If youβre hoping remote will fix whatβs broken, it wonβt. It just exposes the cracks faster.
But if you do the hard, deliberate work, with clear standards, honest feedback, actual human connection, distributed teams become sharper, faster, and more resilient than any office ever could.
For teams that sweat the details and choose trust over control, remote becomes an unfair advantage. The hard way is still the only way.
More real insights from Millennial Masters:
I am always worked remotely, and love this. I feel autonomy and outcomes are super important, and feel they are a genuinely important part of a remote culture!
I like how you distilled wisdom from real-world experiences. Itβs a playbook for success!