The 3 Essential Steps to Building a High-Performing Elite Team (Inspired by HubSpot’s Matthew Barby)
In today’s fast-moving digital world, scaling your business means building smarter teams—not just bigger ones.
At The Virtual Hub, we know firsthand that when businesses harness the power of Elite Assistants and well-structured remote teams, they unlock new levels of capacity, speed, and growth.
But managing remote support isn’t without its challenges.
Recently, we had the pleasure of speaking with Matthew Barby, Global Head of Growth & SEO at HubSpot, on the Virtual Success Podcast.
Matthew shared the exact framework he uses to build, scale, and lead highly effective remote teams—without falling into the common traps that sabotage so many businesses.
Here’s how you can apply his three key steps to set up your support layer for long-term success.
Step 1: Start small and scale smart
When building an Elite Team, resist the temptation to hand over everything at once.
Matthew’s advice?
Start with one task.
Then another.
And another.
Scaling successfully isn’t about overwhelming new team members with a laundry list of responsibilities. It’s about simplifying your processes first—then handing them over one step at a time.
- Focus on one function (e.g., inbox management, calendar control, CRM updating).
- Systematize it.
- Delegate it.
- Refine the process with feedback.
When you start small, you can build internal engines that scale sustainably—without confusion, chaos, or dropped balls.
Pro Tip: Let your Elite Assistant master a few key areas first. Then gradually expand their responsibilities as their understanding—and your trust—grows.
Step 2: Set a high bar for selection
Elite Teams aren’t built by accident. They’re built by choosing the right people with care. Matthew emphasized that success with remote teams depends heavily on strong selection criteria—both for skills and alignment with your mission and values.
Here’s how you know you’ve chosen well:
- They understand your communication expectations.
- They are genuinely excited about your mission.
- They take ownership, not just instructions.
It’s not enough to find someone who can do the work. You want someone who cares about the work.
At The Virtual Hub, we design our hiring process to filter for this exact fit:
Intelligence, initiative, integrity—and alignment with your company’s vision. And yes, it takes a little longer upfront to find the right people. But the payoff?
Stronger loyalty, faster results, and a more empowered team over time.
Elite Teams aren’t built by accident. They’re built by choosing the right people—on purpose.
Step 3: Treat your elite team like true team members
The number one reason remote teams fail?
People feel unseen, unheard, and undervalued.
Matthew made it clear:
If you treat your Elite Assistants like vendors instead of team members, you will never unlock their full potential.
Think about it:
You wouldn’t bring a new in-office hire into a performance review on their second day.
You wouldn’t expect them to know your systems perfectly overnight.
You wouldn’t hold them to impossible standards without investing in their success.
Remote teams are no different.
- Offer clear onboarding.
- Create space for questions.
- Give feedback early and often.
- Recognize wins.
- Invest in training and development.
When your Elite Team feels respected, included, and empowered, they don’t just work harder.
They work smarter—and they stay.
Bonus: How to set expectations and build trust from day one
Managing a high-performing remote team isn’t about working harder.
It’s about setting smarter expectations.
Here’s a simple framework to apply with your Elite Assistant:
- Be Clear from the Start
Don’t assume expectations are obvious. Overcommunicate deadlines, standards, and workflows early. - Be Realistic
Understand that mastery takes time. Progress comes from repetition and real-world learning, not instant perfection. - Celebrate Progress, Not Just Outcomes
Positive feedback builds momentum and confidence—which accelerates future results. - Schedule Regular Check-ins
Formal and informal meetings keep relationships strong and prevent small issues from becoming big ones. - Share the “Why,” Not Just the “What”
Elite Teams perform best when they feel connected to your bigger mission—not just ticking off tasks.
When you put these foundations in place, trust builds naturally—and execution flows faster.
What Matthew Barby’s success reminds us
At HubSpot, Matthew scaled massive global projects using remote Elite Teams.
But the blueprint wasn’t complicated:
- Start small.
- Choose intentionally.
- Lead with empathy.
At The Virtual Hub, we believe the same principles apply no matter the size of your business.
Whether you’re hiring your first Elite Assistant or expanding into a multi-person remote support layer, how you build matters.
Because great businesses aren’t built by lone geniuses.
They’re built by empowered, connected teams working toward a common mission.
Smart businesses scale with layered support, not more hustle.
The future is layered support, not overwhelm
The companies that will win in today’s environment aren’t the ones who work their teams to the brink. They’re the ones who layer their support wisely—freeing their best people to operate at their best.
Building a high-performing Elite Team isn’t just about outsourcing tasks.
It’s about unlocking capacity, accelerating momentum, and scaling smarter.
If you’re ready to experience the power of building your business with true leverage—not just more hustle—
👉 Book a Discovery Call with us today. Let’s design your support strategy for success.
Matthew Barby
Global Head of Growth & SEO at Hubspot
Award winning digital marketing consultant, global speaker, startup advisor, and lecturer. You can find Matthew on Linkedin and Twitter.
If you want to hear what Matthew thinks are biggest challenges of virtual teams, then why not listen to the full Virtual Success Podcast episode where he shares more effective team management tips and some cool ideas if you are looking for a virtual business to start.
