Getting on the Same Page: Building Trust in Remote Teams

Ever felt like you and your remote team are working on the same project… but not quite working together?

I’ve worked with a lot of small teams over the years, especially in virtual environments—and if there’s one challenge that consistently shows up, it’s getting everyone on the same page.

When you’re working remotely, it’s easy to start feeling like your tasks are only as important as the next person’s. 

There’s this invisible divide that starts to creep in, especially when you’re not all sitting around the same table or bumping into each other in the hallway. 

But here’s the thing: when you’re all working toward a common goal, every contribution becomes equally significant.

That’s why it’s so important to make sure everyone understands not just what they’re doing, but why they’re doing it, and how their piece fits into the larger puzzle.

So how do we actually cultivate that level of trust in remote settings—especially when we’re behind screens, spread across time zones, and juggling a million other things?

I keep coming back to these four things. 

1. Start With the People, Not the Process

Building trust starts with understanding. You’ve got to spend time getting to know the people you’re working with. 

That means more than just what they do—it’s about who they are. 

What makes them tick? 

What motivates them? 

How do they prefer to communicate?

Some people thrive on structure, others prefer a bit of freedom to flow. 

Some want to hop on a quick call, while others would rather keep it to Slack or email. 

When you take the time to understand your team’s personalities and preferences, you can tailor your approach—and that builds trust from the ground up.

I had a teammate who kept saying he’d take care of certain tasks—and then just wouldn’t follow through. 

After it happened a few times, I pulled him aside for a 1:1. I was ready to be a little more direct than usual, and he didn’t flinch. 

In fact, he said, “You don’t need to hold back with me. If I drop the ball, call me on it.” From that point on, I stopped tiptoeing. 

With him, I could be blunt when I needed to be—and weirdly, that actually helped us work better together. 

Sometimes trust looks like knowing when someone needs a softer nudge… and when they want you to just say it straight.

And that’s the thing—different people need different things to feel supported.

I always try to check in regularly to see how my teammates are really doing.

They might have a lot on their plate outside of work, and a simple “How are you?” can go a long way.

2. Get Everyone Rowing in the Same Direction

Trust flourishes when everyone is united by a clear, shared purpose.

What are we doing?

Why are we doing it?

Where are we going?

I was on a team once where we’d gone through so many leadership changes that our running joke was, “Guess we’re headless again.” 

We were all doing our work, but no one really knew where it was leading—or how it connected to anything bigger. 

Half the time, we didn’t even know what direction we were rowing in… or if we were in the same boat.

When teams don’t have a shared direction, people tend to drift. Tasks get done, sure—but they’re not always pointed at the same goal. 

That’s when confusion sets in, or worse, resentment. You want your team moving with purpose, not just motion.

When everyone understands how their work fits into the bigger picture, trust gets stronger.

When everyone knows what they’re working toward—and what success looks like—trust has something to anchor to.

3. Say What You Mean—and Mean It

Transparency isn't just about open communication; it's about integrity.

Say what you mean, mean what you say, and follow through on your commitments. That’s it. 

Consistency in actions and communication builds reliability, which is the bedrock of trust.

In remote settings, where informal cues are absent, clarity becomes even more critical. 

Trust can evaporate quickly if people start feeling like they’re being left in the dark or that commitments aren’t being honored. 

I’ve had to circle back more than once and say, “Hey, I realize I didn’t explain that clearly—let me walk through it again.” 

I’ve even gone back to reread messages I’ve sent and thought, Yeah... that could’ve been clearer. Or delivered better. 

It’s not always comfortable, but owning it builds more trust than pretending everything landed perfectly the first time.

When you’re transparent and consistent in how you show up, it creates a safe space for others to do the same. 

These days, I try to be as clear as I can up front—and when I give feedback, I keep it timely and as useful as possible.

It’s still a work in progress, but that effort goes a long way.

4. Trust the Work, Not the Webcam

In virtual environments, it’s tempting to measure productivity by who’s online the longest or who’s responding the fastest.

But in remote work, that’s a trap.

Just because someone’s green on Slack doesn’t mean they’re getting great work done—and just because someone’s quiet doesn’t mean they’re not crushing it behind the scenes. 

Honestly, being too available can backfire too. If you're always online, always replying instantly, people start to wonder—“Do you actually have time to do deep work?” 

Constant presence doesn’t equal productivity. It just means you’re... there.

Availability isn’t the same as impact.

The real focus should be on outcomes. 

Are we delivering what we said we would? Are we actually moving the needle? Are we solving the problems we set out to solve?

When the emphasis is on results, not hours, it shifts the dynamic. 

People feel trusted to manage their time and responsibilities, which—no surprise—leads to more trust across the board.

The Heart of It

At the end of the day, building trust in remote teams isn’t about fancy tools or endless Zoom check-ins. 

It’s about making the effort to really see and support each other—even when we’re not in the same room.

It’s about knowing your people, getting aligned on where you’re headed, being honest and consistent, and focusing on what actually moves the needle.

Because behind every screen is a real human being who wants to feel seen, heard, and like what they’re doing matters.

Trust in remote teams isn't a one-time effort; it's an ongoing process.

Start there, and the rest has a way of falling into place.

Not sure where to start? Just ask your team one question this week: “What helps you feel supported at work?” 

Then really listen. You might be surprised by what opens up.

These kinds of small practices can really add up over time.

If you’ve got a trust-building habit that’s been working on your end, I’d love to hear it—I’m always down to trade notes.

Send me a note: effie@thevirtualsolopreneur.com I actually read these.