The sudden shift to remote work during the COVID-19 pandemic left many organizations scrambling to recreate the office environment online. While this approach was a practical short-term fix, it didn’t necessarily make the most of what virtual work could offer. Simply transferring in-person routines to a digital setting often results in missed opportunities for greater flexibility, productivity, and collaboration.
If your team is still following old office habits in a remote setting, it may be time to rethink your approach. By understanding where your organization currently sits on the distributed work spectrum—and taking intentional steps forward—you can create a more effective, adaptable work model.
Understanding the Five Levels of Distributed Work
WordPress founder Matt Mullenweg developed a helpful framework for evaluating how well an organization has adapted to distributed work:
- Level 0 – Onsite Only: All tasks require physical presence at the workplace.
- Level 1 – Accidental Remote Work: Employees work from home but follow the same processes they used in the office, relying heavily on phone calls and emails.
- Level 2 – Digital Office Replica: Teams maintain traditional office hours and routines but move everything online—video calls instead of conference rooms, instant messages instead of in-person chats. Many companies remain in this stage.
- Level 3 – Medium-Aware Adaptation: Teams begin using tools like shared online documents, collaborative task boards, and screen-sharing to improve efficiency and communication. Written communication becomes more central.
- Level 4 – Asynchronous First: Communication happens mostly without the need for immediate responses. This reduces constant interruptions and allows employees to design workdays around peak productivity times.
- Level 5 – Optimal Remote Operations: The organization performs more effectively than it ever did in a physical office, leveraging remote tools and processes to their fullest.
Moving Up the Scale: Practical Steps
- Streamline Meetings
- Only meet when discussion or decision-making is truly necessary.
- Keep default meeting times short—aim for 15 minutes unless more is absolutely needed.
- Share agendas in advance and limit attendees to essential participants.
- End every meeting with clear action steps, responsible parties, and deadlines.
- Promote Asynchronous Work
- Provide enough detail in requests so tasks can be completed without follow-up questions.
- Set clear deadlines and explain how to reach out for clarification if needed.
- Reserve real-time communication for situations where nuance or collaboration is essential.
- Maximize Technology Use
- Use cloud-based document tools to edit and review in real time instead of emailing drafts.
- Share screens during virtual meetings to stay aligned on tasks and decisions.
- Adopt project management platforms like Trello, Asana, or ClickUp to track progress and maintain transparency.
- Adjust Hiring Priorities
- Focus less on location and more on skills like written communication and independent problem-solving.
- Ensure candidates have reliable internet and the discipline to work effectively without constant supervision.
- Redefine Productivity
- Measure success by output and results rather than hours worked.
- Give employees flexibility to manage their schedules around peak focus periods.
- Set clear expectations for deliverables so everyone understands goals and timelines.
The Bottom Line
Distributed work isn’t just about replacing desks with laptops—it’s about building a system that allows your team to operate at its best, wherever they are. By progressing through the stages of distributed work and adopting practices that fit the medium, organizations can not only match but often exceed the productivity and collaboration of traditional offices. The future of work favors those who adapt with purpose and creativity.
