Leveraging Virtual Teams: Maximising Efficiency and Productivity

Discover how to maximise efficiency and productivity by leveraging virtual teams.

Picture this: your company has multiple sites, and you’re considering offshore staff to optimize costs and expand your talent pool. But how can you build a cohesive team culture and ensure smooth communication between onshore and offshore members? Don’t worry, we’ve got you covered. 

With virtual teams spread across different locations, time zones, and even countries, miscommunication can rear its head, making it challenging to cultivate the same level of trust and unity within a virtual team.

Another thing is that in a traditional office setup, you can easily glance around and get a sense of who’s working on what. But in a virtual environment, it’s not as simple. 

Keeping track of tasks, deadlines, and individual contributions requires robust systems and tools!

These challenges may seem overwhelming, but there’s a way out of those loopholes.

Wondering how a leveraged virtual team can power up your property business? Download our Buyers Agent Growth Map and start navigating your path to success!

Note: Portions of this article were generated with the assistance of AI.

Best Practices in Boosting the Productivity of Property Business Virtual Teams

Tip #1: Set clear goals and expectations

To effectively manage your virtual team, start by setting clear goals and expectations for each team member. Clearly communicate the responsibilities, deadlines, and key performance indicators (KPIs) for everyone. 

This ensures everyone knows their role in contributing to the company’s success and eliminates any confusion.

It’s like a roadmap that guides your team members, ensuring they all know exactly what they need to achieve and how to get there. That’s the power of setting clear and well-defined goals in a virtual team!

Don’t know how to begin yet? Here are some best practices and ideas you might want to apply to your property business virtual crew:

Collaborative Goal-Setting

Want your virtual team to be fully invested in reaching those goals? Involve them in the goal-setting process! Encourage their input and insights, and watch as they take ownership of the objectives.

Set SMART goals! 

They’re Specific, Measurable, Achievable, Relevant, and Time-bound. By framing your goals this way, you turn abstract ideas into actionable targets that your team can work towards with laser focus. 

If large goals feel daunting, make it a habit within the organisation to break them down into bite-sized tasks. It not only makes progress tangible but also keeps everyone motivated.

Empower with Resources and Recognition 

Support your virtual team by providing the tools, resources, and information they need to hit those goals out of the park. This is definitely one of the best practices every business owner should do more often.

And when your team achieves milestones and reaches objectives, don’t forget to shower them with recognition and rewards. Everyone loves a pat on the back!

With these savvy practices under your belt, you’re well on your way to being the captain of a focused, driven, and goal-oriented virtual team. 

Your clear goals will serve as a guiding light, leading your team towards success and new heights in the property business! Let’s make it happen! 💪🏠

Tip #2: Establish effective communication

Effective communication within a virtual team is a powerful catalyst for seamless collaboration, no matter where team members are in the world. 

By implementing effective communication practices, virtual teams can minimise misunderstandings, clarify points and reduce the likelihood of misinterpretations that may occur in text-based communications.

So, aside from emails, here are some handy communication tools you can use in your virtual team management that can transform your virtual team’s collaboration game:


Slack is a popular team messaging app that allows real-time chat, file sharing, and integration with other tools, keeping all communication organised and accessible. You can also hop on a voice or video call with a team member if you want to, or create multiple channels where you can discuss the different projects your organisation is working on (so that discussions won’t be all over the place).

Pro tip: Dedicate a channel where your team members can just relax, joke around, and share anything just for laughs. It’s going to be like your virtual hang-out room. Trust us, it’s therapeutic!

Google Workspace

Previously known as G Suite, this suite of collaboration tools includes Gmail, Google Drive, Google Meet, Google Calendar, and more, facilitating smooth virtual teamwork.


For crystal-clear video conferencing and virtual meetings, Zoom is a go-to tool that brings team members together regardless of their physical locations! Zoom has been a boom when the pandemic hit, and it’s proven that virtual meetings CAN be fun too!


Originally designed for gamers, Discord’s voice and text chat features make it suitable for teams seeking informal and casual communication, pretty much like Slack.

With these communication tools at your disposal, your virtual team can connect easily and regularly, facilitating effective collaboration and propelling your property business towards its goals.

Tip #3: Use appropriate collaboration tools

Photo by Rodrigo Santos

In connection with clear communication, it is also important that your team invest in the right collaboration and project management tools. 

These tools streamline workflows, track progress, and facilitate seamless communication among team members, leading to increased productivity, making virtual team management a breeze.

Here are some examples of project management tools your team can use to increase efficiency and productivity:


Asana is a versatile project management tool that allows teams to organise tasks, assign responsibilities, set deadlines, and track progress. It offers a user-friendly interface, customisable boards, and various integrations, making it ideal for managing projects of all sizes.


Trello is a popular visual collaboration tool that uses boards, lists, and cards to organise tasks and projects. It’s perfect for teams who prefer a more visual approach to project management, and it’s easy to use for both small and large virtual teams.


Monday.com is a robust and customizable project management platform that offers a wide range of features, including task tracking, automation, and visual analytics. It’s great for teams that need flexibility and want to tailor the tool to their specific needs.

Microsoft Teams

Microsoft Teams, part of the Microsoft 365 suite, combines chat, video conferencing, file sharing, and project management features into one platform. It’s an all-in-one solution for virtual teams who rely heavily on Microsoft tools for collaboration.


ClickUp is a comprehensive project management tool that provides a centralised workspace for teams to plan, organise, and collaborate. It offers a wide array of features, including task management, time tracking, goal setting, and integrations with other popular tools.

Please note that while these platforms have free trials, you might still want to subscribe to a paid plan to efficiently use them.

Each of these project management tools brings its own set of strengths to the table. The key is to choose the one that aligns best with your virtual team’s needs, preferences, and workflow. 

If you are having struggles with putting your end-to-end workflow in place along with the tools to use within your organisation, the Grow With the Flow service can be of great help to you!

Tip #4: Set regular FUN check-ins and meetings

Photo by Rodrigo Santos

FACT CHECK: Staying connected with your team is crucial for success.

We’ve mentioned regular team meetings and individual check-ins, discussing progress, addressing challenges, and fostering a sense of camaraderie and teamwork in virtual teams.

But studies showed that so many work-from-home employees feel chained in Zoom meetings, affecting their efficiency. 

Here’s the good news: to boost your team’s productivity, you can loosen up and make these meetings fun rather than stressful. 

Not convinced yet? Here are some delightful ideas to make your regular check-ins even more engaging:

Townhall Activities: Host virtual townhall activities where team members share their achievements, hobbies, or even fun facts about themselves. It’s a great way to foster a sense of belonging and get to know each other beyond work, wherever they are around the globe.

Virtual Training: Offer virtual training sessions to upskill your team members. Whether it’s a mini-workshop or a guest speaker sharing industry insights, these sessions empower your team and enhance their expertise.

Fun Check-ins: Begin meetings with a lighthearted “fun check-in” question before delving into the “business agendas”. Ask about favourite movies, dream vacation spots, or quirky talents. It sets a positive tone and brings smiles all around. 

Your team will feel more connected and feel more comfortable speaking their minds when you do this, we promise!

Virtual Team-Building Games or Coffee Breaks: Incorporate team-building games into your meetings. From virtual escape rooms to online quizzes, these activities strengthen team dynamics while adding a dose of fun. 

For virtual coffee breaks, team members can share their favourite brews, discuss weekend plans, or simply unwind together. This is much fun especially if you have team members from all around the world!

Holding regular FUN meetings ensures team alignment, boosts morale, fosters camaraderie and celebrates achievements. 

Working 8 hours a day in the face of a screen can be a bummer, so why not put some face-to-face interactions here and there?

It will build trust and rapport, strengthening the foundation of your strong virtual team management. 

And yes, it can bring positive vibes to your team’s mental health too!

Tip #5: Cultivate a positive team culture

Building a positive team culture is crucial for a successful virtual team. 

A positive team culture built on trust, mutual respect, and support enhances team morale and productivity.

It boosts team morale and creates a sense of belonging, even in the absence of a physical office. 

When team members feel connected, supported, and valued, they are more motivated to give their best efforts and go the extra mile for the property business.

A positive team culture also enhances communication and collaboration among virtual team members. With trust and mutual respect at the core of the culture, team members are more likely to share ideas, seek feedback, and collaborate on projects. 

This open communication fosters innovation and creativity, leading to better problem-solving and improved decision-making.

Furthermore, a positive team culture in a virtual setting helps reduce feelings of isolation and loneliness that remote workers may experience. Our Champions can attest to that!

If you haven’t thought about it, consider identifying your business’s core values and the kind of culture you would like to foster in your organisation.

Doing this will help you and your virtual team live by those values and cultivate success and progress in the business.

Champion Case Study: Noel Madlangbayan

To give you a real-life example of the positive benefits of a positive team culture can have on a remote team member, meet Noel. He’s one of our seasoned Champion-turned-Hero team members!

Noel shares his experience, exploring not just the financial benefits of working as a virtual assistant but, more importantly, the immeasurable value it has brought to his career and personal life. 

Check out Noel’s story here.

Tip #6: Provide constructive performance evaluation and feedback 

In the dynamic world of the property business, where virtual teams are becoming the norm, providing constructive performance evaluation and feedback is a game-changer for maximising team members’ efficiency and productivity. 

How does it help, you ask? By regularly evaluating team performance and providing constructive feedback, your virtual crew identifies areas for improvement, which motivates them to excel in their roles.

And this is true both in face-to-face and virtual settings. 

Giving constructive feedback to your team members gives them clearer expectations and goals, stronger motivation and engagement on projects they own, and they get to understand areas of strengths and improvement.

Performance evaluations help team leaders ensure that team members’ individual goals are aligned with the overall business objectives as well, and can lead them to create targeted development plans for each team member. 

By addressing specific areas that need improvement, team members can overcome challenges and hone their skills, resulting in enhanced productivity and performance.

Tip #7: Be flexible with schedules

Photo by AlphaTradeZone

Working across different time zones may require flexibility with schedules. Be understanding of team members’ time constraints and find ways to accommodate various work hours. 

A balance between work-life and personal life contributes to a motivated and productive team.

So how does a flexible schedule actually maximise a team’s effectiveness and productivity?

First, when team members work in their preferred time zones or during their most productive hours, they can optimise their focus and energy. 

Team members can deliver high-quality work consistently with enhanced productivity because they are not compelled to work during their unnatural working hours.

Did you know that leveraging time zone differences can also lead to quicker turnaround times on projects?

As team members hand off tasks at the end of their workday, colleagues in other time zones can pick them up and continue the workflow, effectively reducing project lead times.

What we also observed is that working across different time zones brings a diverse range of perspectives to the table. Team members from various regions can offer unique insights, cultural knowledge, and innovative solutions, enriching the overall team dynamic and problem-solving capabilities.

It also fosters a culture of flexibility and adaptability within the virtual team. Team members become adept at coordinating across borders, embracing different working styles, and maintaining effective communication channels.

So you see, accommodating different time zones and working hours is a powerful strategy for boosting virtual team effectiveness and productivity in the property business. 

By tapping into the strengths of time zone differences, your virtual team can work harmoniously around the clock, driving success and achieving remarkable results

Get the Right People Aboard!

So you see,  the potential of leveraging virtual teams in the property business is limitless when armed with the right tools and strategies. 

We’ve explored how effective communication, clear goal-setting, and positive team culture lay the foundation for virtual team success. Additionally, acknowledging time zones and providing constructive feedback further enhance efficiency and productivity.

But let’s not forget the most critical ingredient – the right people

Maximising efficiency and productivity in virtual teams requires skilled and well-trained individuals who possess the right mindset to propel your property business to new heights. And that’s where our Champions come in.

Our Champions are equipped with the knowledge and skillset to excel in the virtual team environment. They are trained to handle property business challenges without breaking a sweat. Say goodbye to the hiring process stress; we’ve got you covered!

If you’re ready to unleash the full potential of your property business by leveraging virtual teams, it’s time to take the next step.

Want to know when and how to best leverage virtual team members to scale your business? Our Buyers Agency Growth Map can lead you to the next right steps. Download your own FREE copy today!