How to Work Faster in a Remote Team?

When I first joined a fully remote team, I was struck by how quickly my colleagues completed tasks. A simple message—“OK, I’m done.”—left me baffled. How did they work so efficiently without the structure of an office?

Over time, I realized that remote work, when done right, eliminates many of the inefficiencies of traditional workplaces. Fewer distractions, intentional communication, and the freedom to optimize your environment all contribute to faster, more focused work.

But speed isn’t automatic—it requires deliberate strategies. Below are eight key methods remote teams use to accelerate productivity, along with potential pitfalls to avoid.

1. Streamline Internal Communication

In an office, conversations happen spontaneously—quick chats at a desk, hallway discussions, or impromptu meetings. Remote work, by contrast, defaults to written communication, which can either slow things down (if disorganized) or speed them up (if structured well).

How to Optimize Communication:

Move conversations out of email. Limit internal emails to only essential announcements. Use tools like Slack for quick discussions and project management apps (e.g., Trello, Notion) for structured updates.
Centralize information. Instead of scattered email threads, document decisions in a shared knowledge base (e.g., Confluence, Notion).
Default to asynchronous updates. Replace status meetings with brief written summaries.

“Communication feels cheap to do but often adds up to a lot of time costs.” —Andreas Klinger, AngelList

2. Use the Right Tools for Collaboration

Remote teams rely on digital tools to replace in-person workflows. The right stack can dramatically reduce friction.

Key Tools for Speed:

Real-time collaboration: Google Docs, Figma, or Miro for simultaneous editing.
Project management: Trello, Asana, or Linear to track tasks without constant check-ins.
Automation: Use workflows that connect apps (e.g., automatically syncing task completions to a progress tracker).

“We were more efficient than if we were in-person because we had mastery over our communication tools.” —Matthew Makai, Twilio

3. Leverage Time Zone Differences

A distributed team means work can progress around the clock. Instead of seeing time zones as a hurdle, use them to your advantage.

How to Make Time Zones Work for You:

Hand off tasks at the end of your day so another teammate can continue while you sleep.
Batch asynchronous work (e.g., design reviews, content edits) so time zone delays don’t stall progress.
Set core overlap hours for real-time collaboration when needed.

4. Eliminate the Commute (and Other Time Wasters)

No commute means more usable hours in the day—but only if you repurpose that time effectively.

How to Reclaim Lost Time:

Start work immediately instead of losing momentum to transit.
Batch errands (e.g., meal prep to avoid midday interruptions).
Cut unnecessary rituals (e.g., replace coffee runs with a home setup).

“We save dozens of hours each week on commuting. Those hours go into getting things done.” —Alex Turnbull, Groove

5. Cancel Unnecessary Meetings

Meetings are often the biggest productivity drain in offices—and they’re even worse when held remotely due to technical hiccups.

How to Reduce Meeting Bloat:

Default to async updates (written docs, Loom videos).
If a meeting is necessary, keep it short and structured.
Ask: “Could this be resolved in a 5-minute Slack thread?”

“In-person meetings tend to have lots of chit-chat. In chat, you skip over most of that and get right to the point.” —Wade Foster, Zapier

6. Think Before You Send

Written communication forces clarity. Unlike verbal exchanges, you can’t ramble—every message should be concise and actionable.

How to Improve Written Efficiency:

Summarize key points upfront (no burying the lead).
Use bullet points for action items.
Avoid unnecessary @mentions that create notification overload.

7. Optimize Your Workspace for Deep Work

Remote work lets you design an environment tailored to your productivity.

How to Set Up for Speed:

Experiment with locations (home office, coworking space, coffee shop).
Minimize distractions (noise-canceling headphones, focus apps like Focusmate).
Adjust ergonomics (standing desk, proper lighting) to sustain energy.

“People need to be away from workplace distractions to actually get things done.” —Jason Fried, Basecamp

8. Take Ownership of Your Productivity

Without a manager looking over your shoulder, you must self-manage. This accountability often leads to faster work.

How to Stay on Track:

Track tasks visibly (Trello, Todoist) to avoid procrastination.
Set daily/weekly goals to maintain momentum.
Review your output (e.g., weekly recaps) to identify inefficiencies.

“Remote work means I can experiment with different approaches and find what helps me work fastest.” —Belle Cooper, Hello Code

The Downsides: When Remote Work Slows You Down

Despite the advantages, remote work isn’t perfect. Common challenges include:

Time zone delays when urgent decisions require real-time input.
Tech issues (spotty Wi-Fi, tool incompatibility).
Lack of spontaneous collaboration (e.g., whiteboard brainstorming).

The key is to mitigate these with clear processes and the right tools.

Final Thoughts: Is Remote Work Faster?

For many, the answer is yes—but only if you actively structure your workflow for efficiency. Remote work removes office distractions, enforces clearer communication, and grants control over your environment.

However, speed isn’t automatic. It requires:
✔ Intentional communication (less noise, more signal).
✔ The right tools (automation, collaboration software).
✔ Personal discipline (owning your productivity).

If you optimize for these factors, you’ll likely find yourself working faster—and better—than ever before.

How to Work Faster in a Remote Team?