Remote and hybrid accounting teams aren’t just a trend, it’s the future of our industry. Embracing it can give teams the flexibility and efficiency to stay competitive in today’s dynamic industry landscape. 

But to fully embrace remote and hybrid work requires innovative approaches to team management to ensure that everything runs smoothly, even with crew scattered across various locations. 

While these setups bring flexibility and budget advantages, they require communication, workflow, and collaboration adjustments. 

Here’s how to make the most of a remote or hybrid production accounting team.

Build a structured, clear communication framework

Effective communication is the foundation of any remote team, especially in production accounting, with tight schedules and demanding workflows.

✅ Hold regular, structured meetings

On remote productions, I enjoy coffee with the team during our morning calls. We hold a weekly meeting with a set agenda to review reporting timelines and address the week’s high-priority tasks. This provides time for the team to ask questions, raise issues, and share updates. 

✅ Choose the right communication tools

I stick to tools like Slack and GChat for everyday chats, but it’s important to remember that not every message needs an instant reply. Setting clear guidelines for when to use messaging, email, or video calls helps keep things productive and avoids notification overload. 

A few examples: 

• Messaging - If it is a quick update or time-sensitive but not important enough for a phone call. 
• Emailing - For non-urgent matters or detailed information sharing. 
• Video Calls - For team meetings, training, or brainstorming. 

I like to set up different channels or groups for AP, Payroll, and one for the whole team. This has created a smoother information flow when it applies to one group.

Embrace digital tools to centralize and streamline workflow

When I shifted my mindset from the usual way of doing things to completing daily tasks digitally and more efficiently, it was definitely a learning curve – but also an exciting change. 

I used tools we normally wouldn't on productions, like digital approval flows, which meant saying goodbye to those old approval folders. It made the process so much smoother! 

✅ Use a remote-friendly software 

Using GreenSlate on a hybrid production was extremely helpful. I was able to approve payroll processed in another state while I was working remotely, and the UPM was on location - this included the AP approval flow. 

When using GreenSlate it enabled my team to access crucial documents, approvals and other important data in real-time from anywhere.

✅ Cloud-based document management system 

While the GreenSlate app stores all accounting transactions neatly with robust sorting and filtering of items, many studios require the accounting department to use cloud-based platforms for organizing and storing other accounting related documents. 

Tools like Google Drive and Dropbox provide a secure space for teams to save, access and manage files. We use these platforms to store forms and maintain key documents such as bank reconciliations, reports and variance sheets to name few. (If you need to add the accounting documents to meet studio requirements, GreenSlate features a bulk download process.)

Cultivate a strong team culture

Building a successful team culture can be challenging in remote setups, but it’s vital to ensuring team morale and retention.

✅ Encourage team bonding

Regular virtual meetings, like coffee breaks or casual check-ins, create a sense of camaraderie, even for teams in another state or time zone. A positive team culture can boost interactions and make team members more invested in the project.

✅ Recognize and celebrate milestones 

Setting clear goals and milestones is helpful for managing remote teams—it gives everyone structure, keeps things accountable, and helps motivation. 

A simple challenge keeps the work fun.

On one of my shows we had a team chat and whoever hit transaction number 1,000…5,000, they would call it out in our chat. I would set up rewards based on milestones. 

✅ Provide opportunities for growth 

When I start a new show I ask my department what they would like to learn. I am a huge advocate of on the job training - I want them to advance to my role one day! It’s as simple as sharing your screen, and guiding them through your workflow or how to prep a cost report - open the floor for questions. 

A learning environment keeps everyone engaged and shows that their growth is valued.

Proactively address potential remote work challenges

Anticipating and preparing for the unique challenges of remote work can help prevent common issues.

✅ Plan for time zone differences

In accounting, maintaining a strong presence for the production is key. Working across time zones can impact tasks like rush approvals, payroll and reporting deadlines. 

It’s important to establish overlapping hours and workflows that keep everything moving smoothly.

I stay flexible to accommodate the crew’s local schedules. For example, I’ve had crew members on the West Coast, while the other half of the team was on the East Coast. I encourage them to stick to their local hours - it’s actually an advantage, as it extends the department’s coverage throughout the day.

✅ Monitor for burnout

Burnout is a real issue. Remote and hybrid work can blur the lines between work and personal life, leading to burnout. I ask my team to set boundaries and respect their off-hours. 

When I first started working remotely, I struggled with blurring the lines and ended up working during my off-hours. It led to burnout, but since I’ve learned to set clear boundaries and encourage my team to do the same, making sure everyone takes the time they need to recharge.

✅ Open ‘Virtual’ door policy

This open door policy plays into a few key points, having good communication, a strong team culture and potential work issues. In office, I have an open-door policy, and I strive to keep that standard in a remote/hybrid setting. I make sure the team knows I’m available and approachable, whether it’s through a check-in or a call when they need support or guidance. 

Last Take

Managing a remote or hybrid production accounting team comes with its challenges, but with the right tools and mindset it can be highly rewarding. By establishing clear communication, embracing digital tools, and cultivating a supportive team culture, you can ensure a smooth production no matter where your team clocks in.

Balancing flexibility with structure, setting boundaries to avoid burnout, and creating opportunities for growth are key when building a strong, engaged and efficient team. Whether it’s a casual check-in or celebrating milestones in a fun way, these little touches make a difference in keeping morale high and things running efficiently.