How to Build a Remote Team from Scratch

In today’s digitally connected world, businesses aren’t bound by borders—or offices. The shift toward remote work has revolutionized how teams form, collaborate, and succeed. But if you're starting from zero, learning how to build a remote team from scratch can feel overwhelming. From sourcing talent to establishing culture and workflows, every step counts.

In this blog post, we’ll walk you through actionable strategies to create a strong, productive remote team from scratch. Whether you're a startup founder, HR leader, or business owner, this guide offers real-world tips and valuable insights to help you lay a solid foundation.

Why Build a Remote Team from Scratch?

Remote teams offer several key advantages:

• Access to a global talent pool
• Reduced overhead costs
• Increased flexibility and productivity
• Stronger employee retention and satisfaction

Companies like GitLab, Zapier, and Buffer have demonstrated that fully remote teams can thrive—and even outperform traditional ones.

But success doesn’t happen by accident. You need a strategy tailored to remote realities.

Step 1: Define Your Team’s Structure and Goals

Before hiring anyone, you need clarity. A common mistake in building a remote team from scratch is rushing into recruitment without understanding what roles are essential.

Ask yourself:

• What are the key functions your team must perform?
• Which roles are priority hires?
• Will you hire full-time employees, freelancers, or contractors?

Create a basic team structure with roles and responsibilities clearly defined. This blueprint helps guide your hiring process and avoids organizational chaos down the line.

Step 2: Hire the Right Remote Talent

Hiring for a remote team is different from hiring for in-office positions. Remote work demands self-discipline, strong communication skills, and a proactive mindset.

Tips for hiring remote talent:

• Use global job boards like We Work Remotely or Remote OK to reach international candidates.
• Look beyond resumes. Focus on experience with remote work, ability to work independently, and asynchronous communication skills.
• Use trial projects. Before making long-term commitments, consider short trial assignments to evaluate real-world performance.

Pro Tip: Invest in structured interviews that evaluate both technical ability and cultural fit. Tools like TestGorilla or Codility can help automate skill assessments.

Step 3: Establish Clear Communication Practices

Poor communication is one of the biggest challenges remote teams face. When you build a remote team from scratch, setting communication expectations from day one is crucial.

Best practices include:

• Choose the right tools: Slack for daily chat, Zoom for meetings, Notion or Confluence for documentation.
• Define communication norms: Response time expectations, meeting cadence, and time zone overlap windows.
• Document everything: Keep SOPs (Standard Operating Procedures), meeting notes, and team knowledge in a centralized space.

According to a study by Harvard Business Review, effective communication improves remote team productivity by up to 25%.

Step 4: Build a Remote-First Culture

Culture isn’t just about office perks. In remote teams, culture shows up through values, trust, and how you interact day-to-day.

To build culture from afar:

• Schedule regular team bonding activities (virtual coffee chats, game nights).
• Celebrate wins publicly—even small ones.
• Encourage transparency and psychological safety.

A well-defined mission and shared goals can replace the water cooler and unite your distributed team.

Step 5: Set Up Tools and Workflows

Remote work needs the right tech stack. When building a remote team from scratch, invest early in tools that streamline productivity and foster collaboration.

Must-have tools:

• Project Management: Trello, Asana, or ClickUp
• Communication: Slack, Zoom, Microsoft Teams
• Time Tracking: Harvest, Toggl, or Clockify
• Cloud Storage: Google Drive, Dropbox, or OneDrive

Ensure your workflows—like onboarding, task management, and reporting—are clear and well-documented. This will reduce confusion and increase efficiency.

Step 6: Prioritize Onboarding and Continuous Learning

The first few weeks are critical for new hires. A poor onboarding experience can create lasting friction in remote environments.

Remote onboarding checklist:

• Send a welcome kit (equipment, access credentials, policies).
• Assign a buddy or mentor.
• Provide training sessions and documentation.
• Schedule check-ins at regular intervals.

Additionally, support continuous learning. Encourage your team to attend webinars, take online courses, or pursue certifications. Platforms like Coursera or edX offer flexible learning paths tailored for remote professionals.

Step 7: Measure Performance and Give Feedback

Without clear metrics, managing a remote team becomes guesswork. Set SMART goals and track them with transparency.

Performance management tips:

• Define KPIs per role and review them regularly.
• Use 1:1s to give constructive feedback.
• Leverage performance review tools like Lattice or 15Five.

Remember, accountability builds trust—and trust powers remote teams.

Final Thoughts: Start Smart, Scale Sustainably

Building a remote team from scratch isn’t easy—but it’s incredibly rewarding. With the right strategy, tools, and mindset, you can create a high-performing team that operates seamlessly across time zones.

Start small, build intentionally, and continuously refine your approach. Remote isn’t the future—it’s the now.

FAQs: Building a Remote Team from Scratch

1. How long does it take to build a remote team from scratch?
It depends on your hiring capacity and goals, but a small team can be built in 1–3 months if structured properly.

2. What are the biggest mistakes when starting a remote team from scratch?
Skipping communication frameworks, poor hiring decisions, and unclear expectations are the most common pitfalls.

3. Can a remote team from scratch be as productive as an in-office team?
Yes. In fact, multiple studies show remote teams can outperform traditional ones when properly managed.

4. Do I need to worry about time zones when building a remote team?
Yes. Aim for some overlap in working hours or build asynchronous workflows to accommodate distributed time zones.

5. What is the ideal size for a remote team when starting out?
Start lean—3 to 7 people is manageable while you fine-tune processes and culture.