Coordinate a remote team without meeting overload

Create a Notion page called Team Operating Manual. Document your async norms: expected response times by channel such as Slack within 4 hours and email within 24 hours, when to record a Loom vs send a message, how decisions get made, and where to find key documents. Link this page in your Slack workspace description and Basecamp campfire so every new team member finds it on day one. Update it quarterly as your team evolves.

Replace your daily standup meeting with a Loom standup. Each team member records a 2-minute video each morning answering: what did I finish yesterday, what am I doing today, and is anything blocking me. Post the Loom link in a dedicated Slack channel called #standups. Team members watch updates when they start their day. This gives everyone the same context as a live standup without requiring everyone online at the same time.

Audit your Slack workspace and archive any channel with fewer than 5 messages per week. Create a clean channel structure: #announcements for broadcast only, #standups for daily Loom links, one channel per active project, and #social for casual chat. Set Slack notification windows for each team member and document them in your Notion Operating Manual. Use Slack Workflow Builder to send a weekly Friday prompt asking everyone to share one win from the week.

Create a Basecamp project for each active workstream. Use the Message Board for decisions and announcements, To-dos for task tracking with due dates and assignees, and Docs for project-specific reference material. Set up a recurring Basecamp Check-in question asking the team what they are working on. Responses are automatically collected and visible to everyone, replacing the need for any additional standup tooling.