Building a Remote Production Team That Actually Works

The New Reality of Production

Remote production went from "emergency backup" to "standard practice" almost overnight. Now it's clear: distributed teams aren't going away. They're often preferable.

But remote production introduces challenges that in-person teams don't face. Here's how to address them.

The Core Challenges

Communication Friction

In person, you overhear conversations, read body language, and catch problems through peripheral awareness. Remote teams lose all of this.

Time Zone Complexity

Global talent means global schedules. Someone is always working outside normal hours.

Technology Dependencies

Everything relies on internet connections and software working correctly. When they don't, production stops.

Culture and Cohesion

It's harder to build team culture when you never share physical space.

Building the Foundation

1. Choose the Right Tools

Your tech stack needs to support real-time collaboration:

Essential:
- Real-time document collaboration (not just shared files)
- Video conferencing with reliable quality
- Instant messaging with presence indicators
- Production workflow management

Important:
- Screen sharing and remote control
- File sharing with version control
- Recording and playback
- Mobile access for on-the-go updates

Nice to Have:
- Virtual production environments
- Automated scheduling across time zones
- Integration between tools

The goal: minimize the number of tools while maximizing functionality.

2. Establish Communication Protocols

Define explicitly what remote teams often assume:

Synchronous vs. Asynchronous
- What requires real-time communication?
- What can be handled asynchronously?
- What are response time expectations?

Channels and Their Purposes
- Where do urgent messages go?
- Where do FYIs go?
- Where do discussions happen?

Meeting Cadence
- Regular check-ins (but not too many)
- Pre-production meetings
- Post-production debriefs

Write these down. New team members should understand communication norms from day one.

3. Create Overlapping Hours

You need some time when everyone is available:

• Define "core hours" when real-time collaboration can happen
• Rotate who works off-hours if needed
• Be explicit about expectations (don't assume availability)
• Respect off-hours — sustainable pace matters

4. Document Everything

Remote teams can't rely on hallway conversations:

• Production processes documented and accessible
• Rundowns and notes in shared, real-time systems
• Decisions recorded (not just made verbally)
• Onboarding materials that new members can self-serve

The test: Could someone new figure out how things work without constant hand-holding?

Managing Remote Production

Trust and Verify

Micromanagement doesn't work remotely. Instead:

• Set clear expectations and deliverables
• Use visual workflows to track progress
• Check in on outcomes, not activity
• Address issues promptly but not punitively

Visibility Without Surveillance

The team should be able to see what everyone's working on without invasive monitoring:

• Shared kanban boards showing work status
• Presence indicators (who's online)
• Progress updates as part of workflow (not separate reporting)

Maintain Human Connection

Remote doesn't mean impersonal:

• Regular video calls, not just audio
• Time for non-work conversation
• Virtual team events (keep them optional and low-pressure)
• In-person meetups when possible (even if infrequent)

The Remote Production Workflow

Here's a workflow pattern that works for distributed teams:

Pre-Production (Asynchronous)
- Story/topic pitching in shared system
- Research and prep uploaded to central location
- Assignments made and acknowledged
- Scripts/outlines developed collaboratively

Pre-Show (Synchronous)
- Team huddle 30-60 minutes before
- Final rundown review
- Technical checks
- Clear roles confirmed

During Show (Synchronous)
- Real-time communication channel open
- Central rundown everyone follows
- Flash messaging for urgent notes
- Clear call-out for changes

Post-Show (Asynchronous)
- Quick debrief (synchronous if possible)
- Notes documented
- Archive updated
- Action items assigned

Common Remote Production Pitfalls

Over-Meeting
Synchronous time is precious. Don't waste it on things that could be async.

Under-Documenting
What's not written down gets lost. Write more than feels necessary.

Assuming Technical Reliability
Always have backup plans for when technology fails.

Ignoring Time Zones
Someone is always inconvenienced. Spread the burden fairly.

Neglecting Culture
Remote culture doesn't build itself. Invest intentionally.

The Bottom Line

Remote production works when you build systems that compensate for what you lose when you're not in the same room.

The best remote teams aren't trying to replicate in-person production. They're building something new that leverages the advantages of distributed work while mitigating the challenges.

OnAirFlow is built for distributed teams. Real-time sync, centralized workflows, and collaboration tools designed for remote production. Try it free.