Understanding distributed teams

We know you’re probably thinking, “Why do we need another work model?” But really, a distributed team method isn’t necessarily new; you’re just learning this working style has a name. So, what is a distributed team?

What is a distributed team?

A distributed team is one where employees work remotely from various locations, usually in different cities, states, countries, and time zones. While this might be pretty similar to fully remote work, the difference with distributed teams is that there aren’t office headquarters to anchor everyone. 

Here’s the breakdown of distributed teams vs. remote employees and hybrid setups.

• Fully distributed: Everyone works remotely from wherever they are

• Hub-and-spoke: Small office “hubs” with remote employees connected across locations

• Hybrid distributed: Some people choose to work together in person if geographically close, but it’s not usually required

Few distributed teams were in place before 2020, but they’ve increased a lot since then, with 48% of companies reportedly following this way of working.

So while it may have started as a necessity, this model is definitely trending toward a preference thanks to flexibility, autonomy, and workers finding a better quality of life.

What roles and industries benefit most from distributed work?

You’ll see distributed team success stories across industries like tech, design, marketing, and consulting—fields where output matters more than office presence. These industries rely a lot on digital tools, flexible workflows, and outcomes-based performance, which makes them a natural fit for async collaboration and location-agnostic hiring. 

Roles like writers, editors, developers, and strategists also thrive in these models because they need uninterrupted focus time, work in sprints, benefit from brain breaks, and work autonomously across projects. Distributed setups let them structure deep-thinking time while still being able to collaborate remotely.

Distributed teams vs. remote teams: what's the real difference?

We already know distributed teams don’t operate around a central headquarters, but remote teams typically do. So, why does that matter? 

With remote teams, the workers closest to the office usually have more access and visibility. And more access means more influence. A distributed team breaks that structure since everyone works from different locations, so communication and culture have to be intentional, not based on proximity. 

The lack of physical closeness changes how distributed teams stay connected. They need to have more clarity and trust while also having better asynchronous habits. But we’ll get more into that a little later. 

Advantages of distributed teams

Like any working model, there are distributed team pros and cons. So, what are the advantages of distributed teams?

• Global talent: When you’re not limited by location, you have a lot more options when hiring. A distributed team lets you hire the best fit, no matter where they live.

• Lower costs: No office means no office operating costs. And the money you save? Invest it back in the team with team retreats, wellness stipends, or better async tools—like Marco Polo Pro.

• Better satisfaction: Distributed teams get to work how and where they want, making everyone happier. Autonomy builds trust, morale, and team satisfaction.

• Increased productivity: Without the commute and meetings that could have been emails, teams get more done—and no one gets distracted by those “quick” desk check-ins.

• Broader perspectives: Having global talent brings unique ideas, problem-solving styles, and experiences, helping your team become a more well-rounded, productive unit.

Did you know?

There’s a major flexibility gap in the current workforce. 

In a recent study, 96% of employees said they need flexibility in the workplace, while only 47% reported actually having it.

What’s more? Around 86% of employees say they’re happier and more satisfied with work under flexible models. 

Challenges of distributed teams

With all the advantages of distributed teams, every model still has trade-offs. Here’s what distributed teams need to work through: 

• Time zones: Not everyone’s online at the same time. Team members work based on where they live, so coordination is hard sometimes.

• Communication breakdowns: You lose a lot of tone and nuance without face-to-face communication. Important discussions and collaborations can get missed without established async habits.

• Team trust: Some managers struggle when they can’t “see” their employees working. This can easily end in distrust and micromanagement issues.

• Company culture: Without office interactions and shared working spaces, company culture can suffer. This is where tools like Marco Polo help keep teams together with async connection.

• Legal compliance: Different states and countries have unique laws. That means payroll, benefits, and taxes can get tricky fast.

Key strategies for managing distributed teams effectively

You don’t need to overhaul your distributed team overnight, but there are a few high-impact strategies you can put into play if you’re ready to be part of distributed team success stories.

Building strong communication

Clear communication is a must for any distributed team, but it doesn’t mean you should schedule more meetings. 

• Use the right tools: Know when to use synchronous tools like Zoom or Slack for live collaboration compared to asynchronous communication tools like Marco Polo or Loom. 

• Set clear rhythms: Schedule weekly goal check-ins, monthly team chats, or async reports. Teams feel more connected when they can expect regular communication.

• Avoid meeting overload: No need for daily team calls that cut into productive time. With async videos on Marco Polo, meetings and check-ins feel like a choice, not a chore.

Managing across time zones

With the right habits and tools, working across time zones can be easy without the loss of flexibility.

• Create overlap: Have team members overlap some of their working hours when possible for syncs or collaboration sessions. Even two hours a day can go a long way in increasing communication and boosting connection.

• Async wisely: If overlap isn’t possible, Marco Polo lets employees message and respond when it works for them through async video. Recording a quick video message—with full tone and context—is way more effective than a long email or several Slack messages. Your distributed team can use it for giving company strategy updates, project handoffs, feedback, celebrations, milestones, and more.

• Rotate schedules: When your team needs to meet virtually, make things fair by regularly changing up when you schedule it. No single person should always have to stay up late or get up early to accommodate a set meeting in a different time zone.

Tools and technologies for distributed teams

While there’s no one-size-fits-all tool that can handle everything a team needs to stay connected and productive, distributed teams usually rely on a mix of technologies.

• Async video: Marco Polo Pro

• Project management: Asana, Trello, ClickUp

• Knowledge sharing: Notion

• Messaging: Slack, MS Teams

• Time tracking: Toggl, Clockify

• Collaboration: Figma, Google Workspace

Marco Polo Pro fits easily into existing workflows. Add video updates to Slack, Notion, or project docs without overhauling anything.

Want a full breakdown of the best remote team tools? Check out our helpful guide to remote team tools.

Distributed team success stories

ributed teams are a proven model for growth, productivity, and better work/life balance. Let’s check out some distributed team success stories in action.

• Buffer runs a fully distributed team across more than 15 countries, using async communication and intentional habits to stay connected without meeting overload.

• GitLab operates with 1,500+ team members in 60+ countries, proving that global collaboration thrives with strong guidelines and trust.

• Zapier scaled to more than 800 employees with no central headquarters by prioritizing flexibility, autonomy, and clear async workflows.

• Marco Polo has been fully distributed since we started in 2012. With no physical headquarters, our team uses its own asynchronous video platform to collaborate, share updates, and build meaningful team relationships across time zones.

Distributed teams: work from anywhere. Stay connected everywhere.

Distributed team success stories aren’t just about working from anywhere. They’re about teams staying meaningfully connected, no matter where they log in. When you intentionally prioritize clarity, personal connection, and async tools that support real communication, your team can get things done and grow together. 

Marco Polo Pro helps make that possible with async connection when it matters most. From check-ins and collaborations to sharing updates and personal wins, you can send a Marco Polo instead of adding more meetings to the calendar. 

H2: Key takeaways

• Definition: Fully remote teams with no HQ or required office time.

• Why it works: Global talent, lower costs, higher flexibility, and satisfaction.

• Challenges: Time zones, trust gaps, cultural disconnects, unclear communication.