Is your agency feeling squeezed by tight budgets and fierce competition for talent? Welcome to 2025, where building a remote team is one of the smartest ways US agencies can boost productivity, lower costs, and unlock a world of opportunities. Remote work is now mainstream, reshaping how agencies serve clients, scale projects, and thrive in a digital-first era.

I’m Riten, founder of Fueler, a platform that helps teams hire talent by reviewing real project assignments. In this guide, I’ll show you how to build high-performing remote teams and overcome the unique obstacles US agencies face in today’s fast-changing business climate. Your remote team’s success goes far beyond tools. It’s about structure, support, and creating trust, starting from how you evaluate and onboard new members to how you keep everyone connected. Your team’s work is your agency's true portfolio and competitive edge.

Let’s explore step-by-step strategies, actionable insights, and today’s top trends to help your agency build and grow superb remote teams.

The Remote Work Landscape in 2025

Remote work isn’t just a trend it’s a standard practice. Nearly 60% of US employers now actively support remote teams for major parts of their business. Hybrid work is the norm, with most remote-capable employees splitting time between home and client sites. Remote and hybrid roles attract 60% of job applications, even though they represent just 20% of US job postings, highlighting the fierce demand for flexible work.

1. Build Clear Communication Protocols

Without face-to-face interaction, communication can be a challenge for remote teams. Agencies must set simple, reliable ways to share updates, feedback, and important information. Kick off with a virtual onboarding meeting, explain your values and expectations, and pick the right mix of email, instant messaging, and project management tools.

• Set clear rules on work hours and response times
• Use centralized tools (Slack, Microsoft Teams, or Blink) to keep discussions organized
• Schedule regular team check-ins and project updates
• Maintain written guides for remote procedures and policies

Why it matters: Clarity helps remote team members avoid confusion and stay productive, which is critical for agencies balancing many projects and clients at once.

2. Invest in Smart Hiring and Onboarding

Traditional hiring methods often miss the mark in remote settings. Focus on assignment-based assessments, where candidates complete real-world tasks—this gives you a true sense of their capability and work style. During onboarding, provide clear documentation and offer mentorship to help new hires settle in quickly.

• Use take-home assignments and trial projects for hiring
• Offer digital onboarding kits and knowledge bases
• Pair new hires with remote “buddies”
• Create a 30-60-90 day roadmap for each new employee

Why it matters: Strong hiring and onboarding set the foundation for a remote team's success, ensuring talent is a good fit for your agency’s fast-paced remote environment.

3. Choose Tools That Enable Collaboration

Remote teams rely on a solid tech stack. Invest in cloud-based project management (Asana, Trello), real-time collaboration (Google Workspace, Notion), secure file sharing (Dropbox, OneDrive), and video conferencing (Zoom). Avoid “tool overload” streamline communication and task tracking in as few platforms as possible.

• Use centralized dashboards to track progress and deadlines
• Automate repetitive tasks with AI and workflow tools
• Enforce strong cybersecurity protocols
• Train remote workers on best practices for each platform

Why it matters: Efficient collaboration tools remove roadblocks and help agencies deliver consistent results for clients, even when your team is spread across different cities or time zones.

4. Prioritize Inclusion, Culture, and Engagement

Remote teams can feel isolated without regular social interactions. Foster a culture where everyone’s voice is heard and valued. Hold virtual coffee chats, celebrate wins publicly, and encourage peer learning through webinars or workshops.

• Organize frequent virtual socials and recognition events
• Support transparent, open feedback
• Recognize team and individual achievements
• Build diversity into your recruitment strategy

Why it matters: A solid agency culture keeps remote teams motivated, attracts top talent, and helps reduce turnover crucial for long-term agency growth.

5. Embrace Flexible and Hybrid Work Models

Rigid schedules are a thing of the past. Let team members choose work hours that fit their location and lifestyle, as long as project needs are met. Consider hybrid setups for some roles, blending remote with occasional office or client visits.

• Allow flexible start/end times
• Measure output, not hours logged
• Offer office passes or co-working stipends when needed
• Accommodate different time zones in scheduling

Why it matters: Flexibility shows trust and respect for employees, helping agencies tap into the global talent pool and keep teams happier and more productive.

6. Set Clear Expectations and Accountability

Every remote hire needs to know what’s expected from day one. Be direct about responsibilities, deadlines, and performance metrics. Use detailed job descriptions, share agency goals, and connect individual contributions to the bigger vision.

• Develop and update clear role descriptions
• Share project roadmaps
• Set goals using the SMART method (Specific, Measurable, Achievable, Relevant, Time-bound)
• Review milestones together in weekly check-ins

Why it matters: Clear expectations minimize misunderstandings and ensure remote agency teams move in the same direction, driving project success.

7. Measure Performance and Output

When you can’t walk over and check on someone’s progress, results must speak for themselves. Build a system for regular reviews based on measurable outcomes, not just availability or online status.

• Track KPIs like project delivery, client feedback, and process improvement
• Use automated timesheets and reporting tools
• Set up monthly team review sessions
• Give regular, constructive feedback

Why it matters: Performance measurement helps agencies keep remote teams focused on impact and continuous improvement.

8. Promote Wellbeing and Work-Life Balance

Remote work can sometimes blur the line between work and home. Help your team build healthy habits, set boundaries, and take breaks. Emphasize the value of mental health and make help easy to access.

• Encourage regular breaks and “no meeting” hours
• Offer wellness resources (online yoga, counseling)
• Respect time-off and work boundaries
• Talk openly about mental health challenges

Why it matters: Well-balanced remote workers are more energized and productive, ensuring your agency always puts its best foot forward for clients.

9. Tap Global Talent and Scale Efficiently

Remote staffing lets agencies access specialized skills worldwide. Hire on-demand as projects grow no more office expansion woes. Strategic partnerships with remote staffing agencies in countries like India and the UK can add cutting-edge expertise to your agency at lower costs.

• Partner with global hiring platforms for specialized roles
• Set up systems for smooth cross-border onboarding
• Stay compliant with international labor laws
• Use project-specific teams for scalability

Why it matters: Agencies that scale flexibly with global teams can take on bigger projects, diversify offerings, and better manage workloads in a volatile market.

Final Thought

In 2025, US agencies that want to lead in their markets must embrace the new normal of remote work. The winners will be those who master digital communication, boost inclusion, adopt flexible work arrangements, and focus on results, not just presence. By following these strategies with the right tools and the right people, your agency can build resilient, innovative remote teams ready to exceed client expectations.

FAQs

1. What’s the best way for agencies to hire remote talent in 2025?

Use real-world assignments and remote portfolio reviews (like Fueler) to evaluate skills and fit before hiring. Assignment-based hiring ensures candidates can deliver in an agency’s unique, fast-paced environment.

2. Which communication tools are best for remote teams?

Choose streamlined, all-in-one collaboration suites (Slack, Blink, Microsoft Teams) for quick updates, document sharing, and project management. Avoid using too many platforms at once.

3. How can agencies keep remote teams engaged?

Host virtual socials, recognize achievements, run continuous learning programs, and promote open feedback to foster a sense of belonging even across distances.

4. What are the biggest challenges of running remote agency teams?

Common challenges include communication gaps, cultural differences, time zone issues, and tracking performance. Clear protocols, inclusion, and the right tools address most hurdles.

5. How does Fueler help agencies build remote teams?

Fueler lets agencies hire using assignment-based portfolios, making it easy to verify candidate skills with real project outcomes accelerating the hiring process and increasing success rates.

What is Fueler Portfolio?

Fueler is a career portfolio platform that helps companies find the best talents for their organization based on their proof of work.

You can create your portfolio on Fueler, thousands of freelancers around the world use Fueler to create their professional-looking portfolios and become financially independent. Discover inspiration for your portfolio

Sign up for free on Fueler or get in touch to learn more.