Communication is extremely important for remote teams. Team members won’t have the opportunity to communicate one-on-one as they would in a traditional office setting. Therefore, it is important for remote teams to establish clear and effective communication channels to ensure that all team members are able to stay informed and collaborate effectively.
Once these channels are setup and fine-tuned, the company as a whole can build trust and foster a sense of connection among everyone. It also helps to ensure that everyone is on the same page, which is essential for completing tasks and achieving team goals. Without good communication, it can be difficult for team members to coordinate their work and stay motivated.
There are several ways that remote teams can improve their communication, including using video conferencing tools, using project management software to keep track of tasks and progress, and setting up regular check-ins and team meetings. But before we get ahead of ourselves, let’s property define what we mean when we say remote communication.
What is Remote Communication?
Remote communication is the exchange of information, ideas, and messages between team members who are working remotely, rather than in the same physical location. This can include various forms of communication such as email, instant messaging, video conferencing, and phone calls.
Effective remote communication requires strong communication skills, such as the ability to clearly articulate ideas and listen actively to others. It also requires good time management skills and the ability to stay organized and focused. This is a big reason why you see project management tools invest heavily in the communication portion of their software. It’s not enough to just manage tasks, you have to be able to talk about them to be able to complete them.
Remote communication can be challenging because team members may not have the opportunity to communicate in person or have nonverbal cues to help them understand each other. But if you’re in a leadership position, you can overcome this challenge successfully by breaking it down into smaller, manageable tasks:
Choose the right tools: There are many different tools and technologies available that can help remote teams communicate and collaborate. These might include messaging and collaboration platforms, video conferencing tools, and project management software. It is important to choose the tools that are most suitable for your team’s needs and preferences.
Establish clear communication channels: It is important to establish clear channels of communication within your team, such as regular check-ins, video or phone conferences, or messaging platforms. This will help team members stay connected and informed.
Set clear expectations: When working with a remote team, it is important to set clear expectations for communication and collaboration. This might include establishing guidelines for response times, expectations for participation, and protocols for handling emergencies.
Foster a sense of community: Building a sense of community within a remote team can help to foster better communication and collaboration. This might involve holding team-building activities or virtual social events, or simply taking the time to get to know your team members on a personal level.
Encourage open and honest communication: Encourage team members to be open and honest in their communication, and create a culture where it is safe to ask questions and share concerns. This will help to build trust and facilitate more effective communication within your team.
Part of this is culture-driven, and part tactical. You’ll need to tackle both to help your remote team communicate reliably well.
What Tools Would Help with Remote Communication?
Here are five SaaS (Software as a Service) tools that can help with communication amongst remote teams:
Slack
Slack is a messaging and collaboration platform that allows team members to communicate and collaborate in real-time. It offers features such as instant messaging, voice and video calls, and file sharing.
Zoom
Zoom is a video conferencing and collaboration platform that allows teams to hold meetings and webinars online. It offers features such as screen sharing, whiteboarding, and breakout rooms.
Asana
Asana is a project management and collaboration tool that allows teams to track and manage tasks and projects. It offers features such as task assignments, calendars, and progress tracking.
Microsoft Teams
Microsoft Teams is a communication and collaboration platform that integrates with Microsoft Office 365. It offers features such as video conferencing, instant messaging, and file sharing.
Google Workspace
Google Workspace (formerly G Suite) is a suite of productivity and collaboration tools that includes email, calendar, video conferencing, and document collaboration. A remote business could literally run entirely on the Workspace suite of tools.
Basecamp
Basecamp is a project management and communication tool that allows teams to collaborate on tasks, documents, and conversations. It offers features such as to-do lists, calendars, and file sharing.
Trello
Trello is a project management and collaboration tool that uses a visual, card-based interface. It allows teams to organize and prioritize tasks and projects, and offers features such as file attachments and integration with other tools.
If you’re solely looking for communication with no other bells and whistles, then Slack is far and away the best bet. The others all have a project management aspect to them (other than Zoom, but they’re trash anyway ;).
These are just a few examples of SaaS tools that can help with communication amongst remote teams. There are many other options available as well, and the best tool for your team will depend on your specific needs and preferences.
How Do I Establish Communication Channels with my Remote Team?
Making sure your team understands how and when they should expect communication is important. Mediums, frequency, and boundaries are paramount to establishing solid communication channels.
Communication Mediums
Video conferencing is a very useful tool for communication with a remote team because it allows team members to see and hear each other in real time, which can help to foster a sense of connection and improve communication. Video conferencing can also be more efficient than other forms of communication because it allows team members to discuss multiple topics and make decisions quickly.
However, video conferencing is not necessarily the best way to communicate with a remote team in every situation. It may not be practical or feasible for team members to join a video conference at all times, and some team members may prefer to communicate through other channels such as email or instant messaging.
It is important for remote teams to find the communication methods that work best for them and to use a combination of different tools and techniques to ensure that all team members are able to stay informed and collaborate effectively. Some other methods of communication that may be useful for remote teams include email, instant messaging, phone calls, and project management software.
Should I Use the Phone?
Using the phone to communicate with your remote team can be an effective way to stay in touch and collaborate. There are several advantages to using the phone for communication:
Immediacy: Phone calls allow you to have real-time conversations with your team members, which can be helpful when you need to make quick decisions or resolve issues.
Personal connection: Phone calls allow you to hear each other’s voices and establish a personal connection, which can be helpful in building trust and rapport within your team.
Ease of use: People are familiar with using the phone for communication, so it is generally an easy and intuitive way to stay in touch with team members.
All that said, it is important to keep in mind that phone calls may not always be ideal in all situations. For example, if you need to share detailed information like technical specifications, it may be more effective to use written communication such as email or a messaging app.
Overall, using the phone can be an effective way to communicate with your remote team, but it is important to consider the context and time zones of your team when deciding on the best method of communication.
Communication Frequency
The frequency of check-ins with your remote team will depend on a number of factors, including the size of your team, the nature of your work, and the preferences of your team members.
Here are some common intervals that I’ve seen managers use for check-ins with remote teams:
Daily check-ins: If you have a small team and are working on a project with a tight deadline, it may be helpful to check in with your team daily. This could be in the form of a daily stand-up meeting, where each team member briefly discusses their progress and any issues they are facing.
Weekly check-ins: If you have a larger team or are working on a project with a longer timeline, weekly check-ins may be sufficient. These check-ins could be in the form of a team meeting or a one-on-one meeting with each team member. Weekly check-ins combined with regular Slack communication is quite a good approach.
As-needed check-ins: In some cases, it may be more appropriate to check in with your team on an as-needed basis, rather than on a regular schedule. For example, if your team is working on independent tasks and is making good progress, you may not need to check in as frequently.
Ultimately, the frequency of check-ins should be based on what works best for your team. It is important to find a balance between staying informed and not being overbearing or micromanaging. It may be helpful to ask your team members for their preferences and to adjust the frequency of check-ins accordingly.
Communication Boundaries
It’s important to respect the boundaries of your remote employees and to be mindful of the times of day that you call or contact them. After all, if you don’t respect their boundaries, why should they respect yours? Keep these items in mind when you’re working towards establishing communication boundaries with your remote team:
Respect their work hours: Just as you would in an office setting, be mindful of your remote employees’ work hours and avoid calling or contacting them outside of these hours unless it is an emergency.
Communicate your availability: Let your team members know when you are available to talk and when you prefer not to be disturbed. This will help them to plan their workday and know when they can expect to hear from you. Along that same note, make sure that you hold your team members accountable for their communicated availability as well.
Consider time zone differences: If you have team members in different time zones, be mindful of the time of day in their location when you are contacting them. It may be helpful to use a time zone converter or to schedule calls or meetings at a mutually convenient time.
Be flexible: Remember that remote work can be unpredictable, and there may be times when your team members need to adjust their schedules or availability. Be flexible and understanding if they need to make changes to their work hours or availability.
By respecting the boundaries of your remote employees and being mindful of their work hours, you can help to create a positive and productive work environment for your team.
How Do I Set Clear Expectations with Remote Workers?
Setting clear expectations with remote workers is important to ensure that they understand their roles and responsibilities, and can effectively contribute to the success of the team. Here are a few tips for setting clear expectations with remote workers:
Communicate regularly: Regular communication is key to setting clear expectations with remote workers. This might involve regular check-ins, video or phone conferences, or messaging platforms.
Clearly define roles and responsibilities: Make sure that each team member understands their specific roles and responsibilities within the team. This might involve creating job descriptions or setting clear goals and objectives.
Establish protocols for communication and collaboration: Set clear guidelines for how team members should communicate and collaborate with each other. This might include expectations for response times, protocols for handling emergencies, or guidelines for participation in team meetings.
Provide support and resources: Make sure your team has the necessary tools and resources to do their job effectively. If you’re a business owner, this may include things like a remote work stipend, or you’re their manager, it may include detailed SOPs or documentation to help them do their job. This helps with transparency and accountability.
Encourage open and honest communication: Encourage team members to be open and honest in their communication, and create a culture where it is safe to ask questions and share concerns. This will help to build trust and facilitate more effective communication within your team.
By setting clear expectations on regular communication with remote workers, you can help ensure that they have the support and guidance they need to be successful in their roles.
How Can I Create a Community with my Remote Workers?
Creating a sense of community and connection with a team of remote workers can be challenging, but it is important for building trust and maintaining a positive work environment. Here are some ways you can foster a sense of community with your remote team:
Encourage social interaction: Encourage social interaction between team members by setting aside time for virtual team-building activities or casual conversations. This can go a long way to helping build relationships and fostering a sense of community. During the pandemic, our team would watch movies, play online board games, and even cook together!
Become members of a virtual coworking space: A virtual coworking space where team members can share resources, collaborate on projects, and communicate with each other. This can help create a sense of connection and community among team members, no matter how far away they might be.
Establish successes and milestones: Celebrating successes and milestones can help build a sense of community and promote a positive work culture. Consider organizing virtual celebrations or recognizing team members publicly for their achievements.
By focusing on building and cultivating a community in these ways, you’ll be ahead of the game when it comes to creating a sense of community and connection with your remote team.
How Can I Encourage Open Communication with my Remote Workers?
Encouraging honest and open communication with your remote team is key to a thriving remote team. Without this, work will suffer, and staff turnover will be much higher than it needs to be.
Lead by example: Set the tone for open and honest communication by being transparent and approachable yourself. Show your team that you value their feedback and are open to hearing their concerns and ideas.
Encourage feedback: Encourage your team to speak up and share their thoughts and ideas. Consider setting up regular check-ins or feedback sessions where team members can share their thoughts and concerns. That type of “practice” will help put everyone in the habit of giving feedback open and honestly.
Foster a safe and supportive work environment: Create a supportive work environment where team members feel comfortable speaking up and sharing their thoughts and feelings. This may involve setting clear guidelines for respectful communication and addressing any issues or conflicts that arise in a timely and constructive manner.
Be open to hearing different perspectives: Be open to hearing different perspectives and ideas from your team. Encourage diversity of thought and show your team that you value their input. As managers, we like to think that we have amazing ideas. In reality, sometimes we just need our team to tell us our ideas suck and they have a better suggestion. They often do, but it won’t do much good if they don’t feel comfortable speaking up.
Be responsive: Make sure to respond to your team’s communication in a timely and thoughtful manner. This is another way to help build trust and show your team that you value their input. This can be difficult at times, as most all managers are pulled in a variety of directions nonstop. But it’s important that the remote team sees that you’re engaged regularly and working towards solving the problems.
Not everyone is perfect, but consistently pushing yourself to keep these items at the front of your mind will help your team to grow into a culture of openness and problem-solving oriented communication.
There will certainly be ups and downs and ebbs and flows as you and your team work on making these communication plans a reality. Maybe even some upset team members as everyone adjusts to work on getting better. But keeping your eyes on the prize is what matters to the long-term scalability of the team as a whole. As long as you are well-intentioned in your changes and clarifications, you should see drastic communication improvements over time.
Jared has worked remotely for 15 years in various marketing capacities, and has managed hundreds of marketing campaigns along the way. He has held freelance, agency, and in-house positions for companies large and small.