This article is a follow-up on the topic of remote work communication. No doubt, the landscape of professional communication has undergone a seismic shift with the widespread adoption of remote work. While remote work offers numerous benefits, it also presents unique challenges in how we interact with colleagues, clients, and stakeholders. The absence of face-to-face interactions and the reliance on digital tools require us to adapt our communication styles to ensure clarity, maintain team cohesion, and overcome the potential for misunderstanding. In this article, I highlight different communication challenges experienced in remote work and communication styles that are useful for your handling remote work efficiently.
To begin, remote work eliminates many of the non-verbal cues we rely on in face-to-face communication, such as body language, tone of voice, and facial expressions. This elimination of physical presence creates significant challenges in workplace communication. A comprehensive study published in Nature Human Behaviour by Wang et al. (2020), analysing over 61,000 Microsoft employees’ communication patterns during remote work, revealed significant changes in collaboration patterns and communication networks, with increased silos and reduced cross-team communication. These findings highlight the crucial need to address communication barriers for maintaining productivity and team cohesion in remote settings.
Research by Neeley (2021) demonstrates that maintaining team cohesion through digital channels requires structured approaches. Organisations must establish clear communication norms that define channel usage for different types of communication and set explicit expectations for response times and availability. Regular check-ins through scheduled team meetings help maintain connection and alignment, while video calls add a personal touch to interactions. Creating designated spaces for informal interactions helps replicate the spontaneous workplace conversations that traditionally built team relationships.
Additionally, successful remote work requires a thoughtful balance between synchronous and asynchronous communication. Synchronous communication through video calls or phone conferences proves most effective for complex discussions, brainstorming sessions, or sensitive topics. I visited a friend and noticed how her team resolved communication issues on the go because everyone could share their thoughts and make suggestions which were doublechecked and confirmed. Also, asynchronous communication through email, project management software, or collaborative documents better serves updates, non-urgent questions, or information sharing. When choosing between these methods, organisations must consider time zones and work schedules, using asynchronous methods for routine updates and synchronous for discussions that benefit from real-time interaction.
The increased reliance on video calls has led to “Zoom fatigue,” but several strategies can combat this phenomenon. Limiting video call duration to 30-45 minutes when possible, implementing “no meeting” days, and offering audio-only options help reduce screen fatigue. Optimising video setups with good lighting and neutral backgrounds, positioning cameras at eye level, and practicing self-care through regular screen breaks using the 20-20-20 rule (every 20 minutes, look at something 20 feet away for 20 seconds) can significantly improve the remote meeting experience.
Written communication skills become increasingly crucial in remote settings. Messages should be clear and concise, getting to the point quickly while using simple language. Judicious use of emojis and GIFs can help convey tone, though their use should align with workplace culture. Careful proofreading, providing necessary context, and using formatting to enhance readability through bold text, headers, and subheaders in longer messages ensure effective written communication.
The successful implementation of remote communication relies heavily on appropriate tools and technologies. Organisations typically employ a mix of video conferencing platforms like Zoom or Microsoft Teams; chat and collaboration tools like Slack; project management software like Asana or Trello; document collaboration suites like Google Workspace; virtual whiteboards, and asynchronous video tools. Choosing tools that integrate well creates a seamless workflow and reduces the cognitive load on team members who must navigate multiple platforms.
To foster inclusivity in remote communication, deliberate effort to prevent isolation or exclusion is required, and every team lead needs to be up and about regarding this. Rotating meeting times to accommodate different time zones, using round-robin techniques to ensure each person contributes, creating multiple channels for feedback, and being mindful of cultural differences in communication styles help create an inclusive remote environment. Organisations should regularly assess their communication practices to ensure they’re not inadvertently excluding team members based on location, time zone, or communication preferences.
The implementation of effective remote communication strategies requires ongoing attention to both technological and human factors. Regular training sessions can help team members optimise their use of communication tools while developing better digital communication skills. Leadership must model effective communication practices and create an environment where feedback about communication challenges is welcomed and addressed.
As remote work continues to shape the professional terrain, our ability to adapt our communication styles becomes increasingly crucial. By embracing the unique challenges and opportunities of remote communication, we can promote strong team connections, maintain productivity, and ensure that distance doesn’t become a barrier to effective collaboration. Granted, effective remote communication is a skill that develops and refines over time, so stay open to feedback, experiment with different approaches, and prioritise clarity and empathy in your interactions.
With thoughtful adaptation and the right strategies, remote teams can communicate just as effectively – if not more so – than their in-office counterparts. Yes, I noted that.The key lies in being intentional about communication choices, regularly assessing what works and what doesn’t, and maintaining flexibility to adapt as team needs evolve. In this way, organisations can build resilient communication systems that support productive and engaging remote work environments.
References:
Neeley, T. (2021). Remote Work Revolution: Succeeding from Anywhere. Harper Business.
Wang, B., Liu, Y., Qian, J., & Parker, S. K. (2020). Achieving effective remote working during the COVID-19 pandemic: A work design perspective. Applied Psychology, 69(4), 1207-1240.