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How to Lead a Virtual Team: 6 Essential Tips You Need to Know

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The rules have changed. You don’t need an office. You don’t need investors. You DO NOT need permission!

Today, anyone with a good idea (and an addiction for success) can start their own business. Within a matter of months you can build a six-figure business. It takes dedication and commitment, as you already know, but another vital ingredient many forget about in the beginning (I know I did) is to involve others.

You cannot do ‘this’ on your own. You need a team, but once again the rules have changed. You don’t need an office. You don’t need local people you ‘see’ each day.  There’s a new kid in town.

Introducing Your Virtual Team:

Virtual assistants… freelancers… location independent workers… there’s an entire generation who don’t wish to play by yesterday’s rules. The likes of Buffer and Infinitus have built seven-figure companies with no headquaters. Big name entrepreneurs like Michael Hyatt are building teams with no boundaries. The opportunities for a go-getting success seeker like you are vast.

But, building your virtual team is dangerous. There are many pitfalls to building a virtual team. Lucky for you and me there are MANY people to learn from. People who have been there and done it, and who offer advice so you don’t have to make the same mistakes they have. I’ve asked a selection of experts who know all about the right and wrong way to build a successful virtual team. This is what they say:

1. Chris Ducker: Create your 3 lists to freedom

“To save yourself time and money, create a list of: things you hate doing everyday, things you can’t do yourself, and things you shouldn’t be doing. This creates a blueprint of what your virtual team should work on, and allows you to effectively manage it.”

As founder of ‘Virtual Staff Finder’, Chris Ducker has helped entrepreneurs lead a balanced lifestyle for many years. What his ‘3 lists to freedom’ offers is your starting point, because it forces you to consider all the tasks you do (and could do), and hone in on what you should do. From there you can ensure your virtual team grows in a way that will save you time and make you money.

2. Erlend Bakke: Insist on a daily update

“My best tip is the daily update. This is what I ask them to send me: enter date and hours worked in total. What they did today. Two challenges encountered. Three questions they have for me. I have my three CEOs send me this update on a daily basis. It has saved me many hours over the past six years.”

This tip from the founder Mr Outsource, Erlend Bakke, is gold. You build a team to save yourself time, so the last thing you want is to chase updates, or have your team inundate you with questions. Instead, insist they update you each day with these key details. This allows you to stay in the loop, make necessary changes, and to do so without wasting your precious time.

“Talent wins games, but teamwork and intelligence win championships.” – Michael Jordan

3. Erin Blaskie: Create a solid backup plan

Create solid back up plans for if the worst case scenario were to happen. I had grown my own company to over 70 clients, and leaned on a few sub-contractors to help fill in the gaps. While this was great for clients to have that one-stop shop, it left me in a precarious situation when my lead web designer disappeared suddenly.”

As one of the early pioneers of virtual assistants, Erin Blaskie has seen the highs and lows of building a virtual team. A key component is to think how you can scale your operations at all times, and not rely on one (or a few) single person.

4. Kimanzi Constable: You shouldn’t let anyone have complete access to every part of your business

“Make sure you understand what you’ll give your virtual assistant access to and what you should give them access to. You shouldn’t let anyone have complete access to every part of your business.”

As a lifestyle entrepreneur and globetrotting consultant, Kimanzi Constable has built an ever-growing virtual team over the last few years. But he raises a good point, because you need to consider who has access to what in your business; and why. Failure here can have grand consequence, as Kimanzi found when one of his VA’s did the dirty.

5. Natalie Sisson: Share your business vision with your VA

Share your business vision with your VA, as it gets them on board with the bigger picture of why they do what they do. It also gives them ownership over their role, as they know what we’re trying to achieve as a team.”

After over a decade of travelling the world, Natalie Sisson built her Suitcase Entrepreneur community with the help of a virtual team. As she says, it’s important to help your team appreciate WHY they do what they do. Your aim isn’t to build a team, it’s to create a culture.

“Teamwork is the ability to work together toward a common vision. The ability to direct individual accomplishments toward organizational objectives. It is the fuel that allows common people to attain uncommon results.” – Andrew Carnegie

6. Ari Meisel: Make the experience as rich as possible

Embrace asynchronous communication such as slack, and video messaging with Fika. Make the experience as rich as possible for people who are not in the same room as you.”

As an outsourcing advocate for many years, Ari Meisel built Get Leverage to provide his clients the virtual assistance they need. He appreciates the importance of communication, especially when you’re communicating with people in different rooms, countries, and continents.

There are an array of tools to communicate face-to-face these days, so don’t only speak to your virtual team over email. Involve them. Speak with them. Create an experience that leaves them feeling valued and part of a “real” team (not a virtual one).

The possibilities are endless for today’s success-seeking entrepreneur. A virtual team provides you the freedom you desire and the opportunity to grow. But there’s a right and wrong way to build one. After reading this post, I hope you understand how the best-of-the-best build theirs.

What are some of the ways you have built a great team for your business? Let us know by commenting below!

Image courtesy of Twenty20.com

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The Entrepreneur’s Reading List That Transforms Ideas Into Empires

These must-read titles and writing insights reveal how entrepreneurs turn bold ideas into empire-level success.

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Entrepreneurship is powered by stories—of accomplishment, failure, and decision moments that define businesses. Books are maps, providing insight from individuals who’ve traversed the road ahead. (more…)

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The Leadership Shift Every Company Needs in 2025

Struggling to keep your team engaged? Here’s how leaders can turn frustrated employees into loyal advocates.

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Bridging the gap between employees and employers
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In workplaces around the world, there’s a growing gap between employers and employees and between superiors and their teams. It’s a common refrain: “People don’t leave companies, they leave bad bosses.”

While there are, of course, cases where management could do better, this isn’t just a “bad boss” problem. The relationship between leaders and employees is complex. Instead of assigning blame, we should explore practical solutions to build stronger, healthier workplaces where everyone thrives.

Why This Gap Exists

Every workplace needs someone to guide, supervise, and provide feedback. That’s essential for productivity and performance. But because there are usually far more employees than managers, dissatisfaction, fair or not, spreads quickly.

What if, instead of focusing on blame, we focused on building trust, empathy, and communication? This is where modern leadership and human-centered management can make a difference.

Tools and Techniques to Bridge the Gap

Here are proven strategies leaders and employees can use to foster stronger relationships and create a workplace where people actually want to stay.

1. Practice Mutual Empathy

Both managers and employees need to recognize they are ultimately on the same team. Leaders have to balance people and performance, and often face intense pressure to hit targets. Employees who understand this reality are more likely to cooperate and problem-solve collaboratively.

2. Maintain Professional Boundaries

Superiors should separate personal issues from professional decision-making. Consistency, fairness, and integrity build trust, and trust is the foundation of a motivated team.

3. Follow the Golden Rule

Treat people how you would like to be treated. This simple principle encourages compassion and respect, two qualities every effective leader must demonstrate.

4. Avoid Micromanagement

Micromanaging stifles creativity and damages morale. Great leaders see themselves as partners, not just bosses, and treat their teams as collaborators working toward a shared goal.

5. Empower Employees to Grow

Empowerment means giving employees responsibility that matches their capacity, and then trusting them to deliver. Encourage them to take calculated risks, learn from mistakes, and problem-solve independently. If something goes wrong, turn it into a learning opportunity, not a reprimand.

6. Communicate in All Directions

Communication shouldn’t just be top-down. Invite feedback, create open channels for suggestions, and genuinely listen to what your people have to say. Healthy upward communication closes gaps before they become conflicts.

7. Overcome Insecurities

Many leaders secretly fear being outshone by younger, more tech-savvy employees. Instead of resisting, embrace the chance to learn from them. Humility earns respect and helps the team innovate faster.

8. Invest in Coaching and Mentorship

True leaders grow other leaders. Provide mentorship, career guidance, and stretch opportunities so employees can develop new skills. Leadership is learned through experience, but guided experience is even more powerful.

9. Eliminate Favoritism

Avoid cliques and office politics. Decisions should be based on facts and fairness, not gossip. Objective, transparent decision-making builds credibility.

10. Recognize Efforts Promptly

Recognition often matters more than rewards. Publicly appreciate employees’ contributions and do so consistently and fairly. A timely “thank you” can be more motivating than a quarterly bonus.

11. Conduct Thoughtful Exit Interviews

When employees leave, treat it as an opportunity to learn. Keep interviews confidential and use the insights to improve management practices and culture.

12. Provide Leadership Development

Train managers to lead, not just supervise. Leadership development programs help shift mindsets from “command and control” to “coach and empower.” This transformation has a direct impact on morale and retention.

13. Adopt Soft Leadership Principles

Today’s workforce, largely millennials and Gen Z, value collaboration over hierarchy. Soft leadership focuses on partnership, mutual respect, and shared purpose, rather than rigid top-down control.

The Bigger Picture: HR’s Role

Mercer’s global research highlights five key priorities for organizations:

  • Build diverse talent pipelines

  • Embrace flexible work models

  • Design compelling career paths

  • Simplify HR processes

  • Redefine the value HR brings

The challenge? Employers and employees often view these priorities differently. Bridging that perception gap is just as important as bridging the relational gap between leaders and staff.

Treat Employees Like Associates, Not Just Staff

When you treat employees like partners, they bring their best selves to work. HR leaders must develop strategies to keep talent engaged, empowered, and prepared for the future.

Organizational success starts with people, always. Build the relationship with your team first, and the results will follow.

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Learn essential lessons, success strategies, and mindset shifts every aspiring entrepreneur needs to overcome challenges and build a thriving business.

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