How Small Businesses Can Improve Engagement With Remote Workers

Do your remote employees seem disengaged during meetings? Are they missing out on the camaraderie that your in-office teams enjoy? 

You're not alone, and it's a problem worth solving. According to a February 2025 Gallup survey, 79% of remote-capable jobs now operate in a remote or hybrid model (with 27% fully remote and 52% hybrid). That makes building strong, authentic connections with remote employees just as important as ever.

This article outlines four practical employee engagement ideas for remote workers to help you build a company culture that includes everyone, regardless of location.

1. Use Technology to Create Genuine Connections

Most businesses already have the tools. They're just not using them with the intention of remote employee engagement.

Beyond the Basic Video Call

Virtual coffee breaks work, but only if they're structured thoughtfully. Instead of awkward "forced fun," try these approaches:

• Buddy system pairing: Match remote employees with in-office teammates for monthly 15-minute coffee chats to encourage informal connections.
• Skill-sharing sessions: Let team members teach each other something fun and personal (think cooking, hobbies, etc.).
• Virtual lunch-and-learns: Order lunch delivery for remote workers to join in-office lunch meetings.

Create Digital Water Cooler Moments

Set up dedicated channels in your communication platform (we use Slack) for casual conversations, such as:

• #random-thoughts for those spontaneous conversations that happen naturally in offices
• #wins-and-celebrations for sharing both personal and professional victories
• #local-recommendations where team members share favorite and go-to  spots in different cities

The key is to make these feel organic, not mandatory. Participation should be encouraged but never required.

2. Include Remote Workers in Spontaneous Office Culture

Remote team building shouldn't be an afterthought. It should feel natural and be integrated into your daily culture.

Make Small Moments Count

Impromptu conversations about weekend plans or current events might seem trivial, but they're the building blocks of workplace relationships. Here's how to extend them to remote employees:

Quick pulse polls: When your office starts debating something lighthearted, create a quick poll in your team chat. Questions like "Pineapple on pizza: genius or just wrong?" gets everyone involved and creates shared experiences.

Photo sharing: Encourage team members to share pictures of their workspace, pets, or what's outside their window. This helps remote workers feel connected to the team's daily rhythm.

Meeting warm-ups: Start team meetings with a 2-minute check-in where everyone shares something interesting from their week—work-related or not.

Adapt Office Traditions for Distributed Teams

If your in-office team has traditions, find ways to include remote workers:

• Monthly team lunches become "lunch stipend days" where everyone orders from their favorite local spot.
• Office celebrations can include mailed care packages or local delivery surprises.
• Team outings can have virtual components or become "experience budgets" for remote workers.

3. Build a Personal Connection Database That Actually Matters

Company culture thrives when people feel seen and heard, but it requires intentional effort.

Go Beyond Basic Demographics

During onboarding and regular check-ins, gather information that helps you connect with each remote employee as a person. Here are some ideas.

Professional preferences:

• Preferred communication style (quick calls vs. detailed emails)
• Best times for meetings across time zones
• Workspace setup and any accommodation needs

Personal interests:

• Favorite local restaurants for gift card surprises
• Hobbies and interests for conversation starters
• Preferred recognition style (public praise vs. private acknowledgment)

Use Technology to Remember What Matters

Modern HR platforms make it easy to track this information, but even a simple spreadsheet works for smaller teams. The key is to make sure managers have easy access to these details and actually use them.

Create reminders to reference this information during one-on-ones, team meetings, and when planning recognition or celebrations.

4. Celebrate Milestones with Intention and Impact

Remote work best practices include making celebrations feel just as special as they would in person.

Rethink Birthday and Anniversary Recognition

Work anniversaries and birthdays still matter. Perhaps even more so for remote workers who might feel forgotten. But the approach needs updating:

Personalized delivery surprises: Instead of generic gift cards, send items that connect to their interests. A coffee lover gets beans from a local roaster; a book enthusiast receives a bestseller from their wish list.

Team involvement: Have colleagues record short video messages or contribute to a collaborative card. This creates the feeling of team celebration even when everyone's apart.

Experience-based gifts: Concert tickets, local class vouchers, or subscription services often mean more than physical items.

Create New Milestone Traditions

Consider celebrating milestones that matter specifically to remote employees:

• "Home office anniversary" marking one year of successful remote work
• Time zone appreciation for workers who regularly accommodate different schedules
• Professional development achievements like completed courses or certifications

Building Lasting Connections Requires Ongoing Commitment

Remote employee engagement isn't a one-time initiative. It's an ongoing commitment to making every team member feel valued and connected. The strategies above provide a strong foundation, but success comes from consistently showing up for your team with empathy, creativity, and follow-through.

Remember, the goal isn't to replicate the exact in-office experience. You want to create an equally engaging environment that resonates with distributed teams across the miles. When remote workers feel genuinely connected to your company culture, they're more productive, more loyal, and more likely to become your biggest advocates.

Whether your team is remote, hybrid, or in-person, long-term engagement doesn’t come from perks or policies alone. It comes from aligning your values, mission, and people at every level. Learn how to build that alignment in “The Umbrella Model: Building Company Culture Through Values, Mission, and People.”