11 Expert tips to boost accountability in remote teams

Introduction

Remote teams rely on trust for success, but without accountability, that trust can quickly turn into frustration.

You log in, ready to tackle the day. Hold on! Instead of progress, you are met with silence.

You set the deadline for yesterday, but there is no update until now. Some of the tasks that you assigned last week are still untouched. Your messages sit unread, and your team – scattered across different time zones – seems disconnected. Instead of spending the next hour focusing on strategy, you are chasing updates.

Sounds familiar? Trust me you are not alone. 66% of remote employees feel disconnected from their colleagues, impacting performance and collaboration.

I’ve seen firsthand how the lack of accountability can derail even the most efficient teams. Unclear roles, and the constant need to follow up can leave you exhausted and your remote team directionless.

But, accountability is never about micromanaging. It’s more about being clear and building trust and ownership among team members.

In this article, I have accumulated a comprehensive list of 11 expert-backed tips to improve accountability in remote teams. These tips will help you boost productivity, improve team morale, and build a culture where everyone takes ownership of their work.

Before we begin, let’s discuss why accountability is crucial for remote workers.

Why is accountability necessary for remote teams?

“Responsibility equals accountability, accountability equals ownership, and a sense of ownership is the most powerful thing a team or organization can have.” – Pat Summit

Accountability is the glue that holds everything – trust, commitment, and results – together, especially in a remote work setting. When your team members take ownership of their tasks, work flows smoothly, deadlines are met, and trust remains strong.

But when accountability is lacking, things can quickly fall apart. There are missed deadlines, disengaged and frustrated team members, and low morale.

Did you know that 11% of remote workers struggle with staying motivated and 30% are unengaged with their job? Yes, you read it right! Without accountability, these challenges grow even bigger, resulting in delays and poor performance.

Explore common remote work challenges and how you can overcome them!

Here are a few risks of low accountability:

• Missed deadlines: If no one takes full responsibility for their work, your projects can drag on, creating stress and frustration for the entire remote team.
• Disengagement: When members in your team feel their contributions don’t matter, they start caring less about their work.
• Low morale: A lack of ownership can lead to resentment, especially if some team members consistently pick up the slack for others.
• Loss of trust: When people can’t rely on each other to follow through, collaboration deteriorates, damaging team dynamics.

Patrick Lencioni, a leadership expert once said, “Teamwork begins by building trust. And the only way to do that is to overcome our need for invulnerability.” When accountability is low, trust is easily broken, making teamwork a struggle.

On the flip side, when your remote teams adopt accountability, everything improves. Here are some of the benefits of high accountability:

• Improved productivity: When everyone knows what they’re responsible for, there’s less confusion and more focus on getting things done.
• Better collaboration: Clear expectations and ownership lead your teams to work together effectively, resulting in fewer bottlenecks.
• Higher job satisfaction: Knowing that each person is taking responsibility for their tasks, work becomes more enjoyable and rewarding.
• Stronger team culture: A culture of accountability builds trust, respect, and a shared commitment to success.

What are the challenges in setting remote work accountability?

Remote work offers flexibility and freedom! But, it also comes with its own set of challenges when it comes to accountability.

Without the infrastructure of a traditional office, your remote teams struggle to stay aligned, motivated, and productive.

Here are the most common challenges that you can face when building accountability in a remote work environment.

1. Lack of visibility

In an office, you can easily see who’s at their desk, working hard, or maybe sneaking in a coffee break. But in a remote environment, it’s not possible to physically see what your team is doing or manage them effectively.

This lack of visibility can make it difficult for you to track your team progress and make sure that everyone is on the same page.

For example, if a team member is stuck on a task and they don’t speak up right away, delaying the project without anyone realizing it.

Explore our comprehensive list of 15 strategies for managing remote teams effectively!

2. Poor communication

Effective communication is the foundation of strong remote teams. However, it’s also one of the trickiest aspects to manage successfully.

When your team members are spread across different time zones or rely solely on emails and chat apps, urgent messages, important updates, or crucial information can get lost or misunderstood.

Suppose someone in your team thinks the deadline is Friday, while another thinks it’s next Monday. This misalignment can create chaos and confusion within the team, resulting in missed deadlines and frustration.

3. Difficulty in performance tracking

How do you keep an eye on progress without hovering over your team’s virtual shoulder? It’s a fine line between staying informed and micromanaging your remote team.

For instance, constantly asking for updates can give employees the impression that you don’t trust them. On the other hand, not checking in at all can result in overlooked or repetitive tasks.

4. Low engagement and isolation

Working from home can sometimes feel lonely. There are no casual chats by the water cooler or team lunches. Your remote employees may feel disconnected from their colleagues.

This isolation can demotivate your remote team members and make it difficult for them to take responsibility for their work.

Read more – Effective strategies for boosting employee engagement and motivation

5. Unclear expectations

When you don’t clearly define roles, deadlines, and deliverables to your remote team members, they can’t take responsibility for their tasks. It’s a simple fact – if no one knows who’s supposed to do what, things can become chaotic fast.

If you don’t clearly explain what you expect from the task, your team can have different interpretations, which can lead to inconsistent results.

Expert tips to enhance accountability in remote workers

When your remote teams take ownership of their tasks, they can accomplish projects on time and achieve their goals. However, it is difficult to create a culture of accountability when your team is scattered across different locations.

Here are 11 expert-backed tips to help you boost accountability in your remote team.

1. Set clear expectations from the get-go

“Establishing accountability in remote teams hinges on setting clear, measurable goals that align with the team’s overall objectives.” – Devin Price, MS-MIS, CISSP, CAPM

Suppose you are a new member in a remote team and don’t know exactly what’s expected of you. You will be confused, right?

To prevent this happening with your team, you need to define expectations early on. Make sure every team member knows exactly what they’re responsible for. For example, if you’re managing a content team, clarify who writes, who edits, and who publishes.

Also, establish clear deliverables and deadlines for your team. Instead of saying, “Finish the report soon,” you can say, “Submit the first draft of the report by Friday at 3 PM.” Clear deadlines help you reduce confusion and keep everyone on track.

2. Promote open and transparent communication

“Encourage team members to reach out when they face obstacles and maintain open communication channels.” – Anas Aldawood

Remote teams don’t have the luxury of quick office chats, so it’s essential to create a culture where people feel comfortable speaking up. When employees hesitate to ask for help, small problems can turn into major bottlenecks.

Effective communication can help you overcome these challenges of remote work. Use communication tools to create a space where team members can ask questions, share updates, and voice concerns, keeping discussions organized and easily accessible.

You can also schedule regular check-ins. A quick daily or weekly update can keep everyone on track.

3. Schedule regular performance reviews

“Hold daily or weekly meetings to review progress, address roadblocks, & provide feedback.” – Amarachi Collins-Nnadozie

Without in-person oversight, your team can easily lose focus or feel disconnected. In performance reviews meetings, you can provide feedback and support to your remote team members, keeping them accountable.

So, schedule one-on-one meetings to provide personalized feedback and support. For example, if a team member is struggling with a task, use this time to offer guidance or adjust their workload.

When giving feedback, focus on constructive criticism. Rather than saying, “This isn’t good enough,” you can try, “Here’s how we can improve this section.”

4. Utilize accountability tools

“In my experience, effective performance management tools have the power to create a culture of accountability and transparency.” – Brad Eddy

Accountability tools help remote teams track progress without micromanagement. When work is visible, it’s easier to stay responsible.

You can use project management software like ProofHub to track tasks, deadlines, and progress in real time. These tools can provide transparency and keep everyone aligned on goals and priorities.

Time tracking applications can also help you monitor work hours without invading privacy or micromanaging, ensuring productivity without burnout.

Build a more accountable remote team with ProofHub. Collaborate, and improved team productivity! Sign up for a 14-day free trial!

5. Build a trust-based culture

“Empower your team by trusting them to manage their tasks. This fosters a sense of ownership and responsibility.” – Abdul Samir Khan

Trust is the foundation of accountability. Give your team autonomy to manage their tasks. Instead of micromanaging, trust your team members and say, “You know the goal – let me know if you need help.”

At the same time, be approachable. If someone makes a mistake, create a safe space for them to admit it and learn from it.

Also, give them the flexibility to manage their schedules while maintaining clear expectations.

6. Set SMART goals

“SMART goals (Specific, Measurable, Achievable, Relevant, Time-bound) enhance team accountability and transparency by providing clear objectives, holding members accountable, fostering trust, and boosting motivation.” – Vipin Srivastava

Vague goals lead to vague results. Set SMART goals to make your expectations clear. For example, rather than saying “Improve team communication” you can set a goal like “Reduce email response time to under 2 hours by the end of the quarter”.

This makes sure that your teams can take action on these goals promptly and track them, giving a clear path to success.

7. Recognize and reward accountability

“Recognizing achievements and addressing challenges constructively play a key role in keeping the team motivated and accountable.” – Shubham Deshmukh

People work harder when their efforts are noticed. Recognition encourages accountability by reinforcing positive behaviors.

So, celebrate wins, big or small. Did someone meet a tight deadline? Give them a shoutout in your team chat.

You can offer incentives to deserving team members, boosting their morale and accountability. Small, yet thoughtful, gestures like a gift card or an extra day off can also motivate your remote team to stay accountable.

8. Provide necessary resources and training

“Employ strengths-focused coaching principles. Provide personalized guidance, training, and feedback. Emphasize a strengths mindset, acknowledging diverse capabilities, cognitive processing styles and environmental needs.” – Justine Capelle Collis, AACC

A well-equipped team is an accountable team. If your remote workers lack the right tools or skills, they can’t meet your expectations.

So, make sure that your team has access to software, reliable internet, and relevant information.

You can also offer skill development opportunities to your team members by investing in training that improves efficiency.

Discover best remote work tools for happy and productive employees!

9. Encourage collaboration and team cohesion

“Collaboration and accountability are essential for any project, big or small, to succeed. A project has no legs without people from different areas coming together and collaborating for a common goal whilst recognising their responsibility to its success.” – Bal K.

A strong team dynamic encourages accountability. When team members feel connected, they are more likely to take ownership of their work.

You can promote teamwork through virtual team-building activities such as happy hours, online trivia, or even casual chat groups, maintaining relationships.

Create a collaborative work culture where your team members can share knowledge and support each other rather than working in isolation.

10. Lead by example

“Leaders inspire accountability through their ability to accept responsibility before they place blame.” – Courtney Lynch

Like any other trait, accountability also begins at the top. If, as a manager, you fail to meet deadlines, show up late, or avoid responsibility, your team will follow suit.

So, model the behavior you want to see. If you make a mistake, own up to it. If you set a deadline, stick to it. Be transparent about challenges you face.

Maintain consistency and make sure that rules and expectations apply to everyone, regardless of position.

Learn about team leadership with our in-depth guide!

11. Address accountability issues promptly

“Accountability issues can erode trust. To prevent damage, open honest communication is key. Avoid blaming or shaming; focus on understanding the root cause together.” – Dr Kumar Kaushish

Avoiding accountability issues only makes them worse. Identify and address problems early on. Watch for signs like missed deadlines, lack of communication, or a drop in performance.

Offer solutions and support rather than resorting to blame. For example, if a team member misses a deadline, show empathy and ask, “What challenges are you facing?” instead of jumping to conclusions.

Tools for remote teams to enhance accountability

When working remotely, accountability is not only about trust. It’s more about having the right tools to keep everyone on track.

With no regular office check-ins or in-person meetings, remote teams need digital tools to manage tasks, track progress, and communicate effectively.

Some of the work from home tools that you can use to boost accountability in your remote teams are:

1. Time tracking tools

Time tracking tools provide a reminder of how much time you’re spending on tasks. They help your teams understand where their time goes and identify areas where they can improve.

You and your team members can log their hours effortlessly. This will create awareness among your team and keep them on track without micromanaging.

People spend an average of 2.5 hours a day on distractions like social media and unnecessary emails. Time tracking tools can help reduce this by keeping everyone focused on what truly matters.

2. Task management tools

Task management tools let you create and assign tasks, set deadlines, and track progress. These tools make it easy for you to see who’s responsible for what and when it’s due.

For instance, if you’re working on a project, you can break it down into smaller tasks, assign them to team members, and set clear deadlines. This way, everyone knows what they need to do and when.

3. Communication tools

Effective communication is vital for remote teams, and having the right tools can make it effortless and more efficient.

Communication tools allow your teams to chat, share files, and even hold video calls, making sure that everyone stays connected and aligned, no matter where they are.

And that’s not at all! These tools also keep all your conversations in one place, so you don’t have to dig through endless email threads, saving time and boosting productivity.

How ProofHub can boost accountability in your remote team

Accountability in remote teams can feel like a challenge, but the right tools can make it simplified.

One such tool is ProofHub – an all-in-one project management and team collaboration tool. It allows you to create and assign tasks, set deadlines, and track progress effortlessly. So that, there will be no more “I thought someone else was handling it” moments!

ProofHub’s built-in timers and timesheets help teams stay on track while giving you a clear overview of all your tasks, discussions and teams.

Moreover, with a centralized workspace, your remote teams can share documents, communicate in real time, and stay aligned on goals. No lost emails or scattered files to worry about.

Frequently asked questions