So, you’ve got a remote writing team. Maybe they’re scattered across time zones or hanging out in their PJs at home. Either way, making sure everyone’s working together smoothly can feel overwhelming. Don’t worry; we’ve seen this rodeo before, and with the right tools and attitude, you can avoid chaos and get fantastic results. Here’s what we’ve seen work best:
1. Pick Your Communication Tools Like You’re Choosing Dessert
You wouldn’t serve chocolate cake when everyone wants pie, right? The same goes for communication. You need to pick tools that everyone’s comfortable using, whether that’s Slack, Teams, or old-school email (but please, no smoke signals🔥🚒).
**Pro Tip: Avoid the waiting game by laying down some expectations. Don't let a message from the past haunt you for days - make it crystal clear when you need a quick reply. This step is so important, especially when dealing with part-time pals or on-call professionals. Clearly define your expectations for email, phone, or text responses since these pros aren't on your payroll 24/7. This will keep the conversation moving smoothly.
**Check-Ins are Your Friend: Set up regular check-ins. You don’t need to overdo it (nobody wants to spend their life in Zoom meetings), but a quick weekly sync can save you from a lot of back-and-forth. We find that even scheduling a 15-minute weekly check-in can make a huge difference.
2. Clarity is Key – Think of it as Giving Directions to a Lost Tourist ✈️
Your writers are brilliant, but they aren’t mind readers. If you want them to hit the mark, you need to tell them where the target is. Clear project briefs are your secret weapon. Give them everything they need to know: who’s the audience, what’s the tone, and what’s the deadline (yes, that’s important).
**Break it Down**: Instead of dumping everything in one deadline, set smaller milestones along the way. It's like breadcrumbing your way to the finish line—easier to follow, and no one gets lost.
**Style Guides /Templates are Gold: If you’ve got a specific way you like things done, tell them upfront. Writers love rules (or at least, they tolerate them), and it helps avoid endless rounds of edits later.
3. File Sharing: Because Emailing a Word Doc Named "ProjectDoc_Final_Final_V2" is Pure Chaos
If you’re still emailing Word docs back and forth, we need to talk and consider working on a live document. Get yourself on Google Docs, SharePoint, Dropbox—whatever floats your boat—as long as everyone’s working on the same document. Don't worry, you will not lose access to a prior version/draft (more on that below).
**Version Control Saves Lives**: Okay, maybe not lives, but it will save your project. Tools like Google Docs and SharePoint let you see who did what, so there’s no confusion over whose draft is the most recent.
**Organize Like You’re Marie Kondo: Keep your shared folders neat and tidy. No one should have to dig through 10 versions of “ProjectDoc_Final_EDITED” to find the right one.
4. Feedback: The Sandwich Technique Works for a Reason (You know who you are - thank you for this golden piece of advice!)
When it comes to feedback, don’t just say, “This isn’t right.” That’s like telling someone their cooking is bad without explaining that you hate cilantro. Be specific and kind—start with what’s working, then sprinkle in the critique, and finish with something positive. Writers appreciate it (partners and kids do as well - as a side note), and it gets you the result you want faster.
**Show, Don’t Tell**: If you’ve got an example of what you’re looking for, share it! Writers love examples—it’s like giving them a cheat sheet for success.
**Keep It Timely**: Freelancers often juggle multiple clients. If you sit on feedback for too long, they’ll be knee-deep in another project by the time you get back to them. Stay timely, and everyone wins.
5. Make Them Feel Like Part of the Team (Even If They’re 1,000 Miles Away)
It’s easy for remote writers to feel a bit like the odd ones out—like they’re at the party, but no one saved them a drink. Make sure they feel included! Even if they’re just popping in for a few projects, they’ll appreciate being part of the bigger picture.
**Ask for Their Input: Writers are creative people! They’ll likely have great ideas about content strategy or project direction. Involve them in those discussions when you can.
**Celebrate the Wins: Did they hit a big milestone? Finished a tough project? Take a second to celebrate. It doesn’t have to be a big event(unless you want to), but a shoutout goes a long way in making them feel appreciated and on the right track!
**Encourage Virtual Watercooler Chats: Sure, you’re working remotely, but that doesn’t mean you can’t have a little fun. A quick chat about what everyone’s watching on Netflix or their favorite coffee can make people feel more connected.
6. Respect the Clock – Time Zones Matter
Remote writers could be anywhere—from down the street to halfway around the world. So, scheduling a meeting at 3 pm PST is 6pm EST your time might mean someone else is on to their after-work apéritif.
**Plan Meetings Thoughtfully**: If you’ve got folks across time zones, try to meet in the middle (literally) when you can. No one should have to sacrifice their sleep for a 15-minute check-in.
**Embrace Flexibility**: One of the perks of remote work is flexibility. Let your writers work during their most productive hours (within reason, of course) as long as deadlines are met.
7. Track Progress Without Micromanaging (It’s a Fine Line, We Know)
You want to know the status of your project, but you don’t want to hover like a nervous parent watching their kid ride a bike for the first time. Project management tools like Trello or Basecamp are perfect for this when managing a larger team.
**Assign Tasks Like a Pro: With clear task assignments and deadlines, everyone knows what they’re responsible for, and you won’t be left wondering if someone forgot.
**Transparency is Key: These tools let everyone see the progress in real-time, so there’s no guesswork. You’ll know exactly where things stand without needing to send “just checking in” emails every day.
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Bottom Line?
Collaborating with remote writers doesn’t have to feel like trying to find Wi-Fi in the middle of nowhere. With clear communication, the right tools, and a little flexibility, you’ll find that working with a remote writing team can actually be a breeze—and maybe even fun as you access people you would have never met!
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