The importance of Effective Remote Team Communication
Remote team communication is an important part of ensuring a successful remote working environment. Effective communication enables remote employees to stay connected and collaborate, which is a key ingredient in productivity. It allows teams to discuss projects and tasks more efficiently, share ideas quickly and easily, and identify any potential issues before they become problems. Additionally, good communication between team members can help create a feeling of cohesion and trust among the team, which is essential for high performance.
Here are our tips for ensuring effective remote team communication:
Establish clear channels of communication
Make sure each team member knows which channels to use for different types of tasks, including email, chat and phone calls.
Use a shared calendar
Scheduling regular check-ins and other important deadlines can help keep everyone on the same page and make sure no one is left in the dark.
Be Proactive
Take the initiative to communicate with your team members, ask questions, and clarify expectations.
Use the Right Communication Channels
Use the communication channels that your team has agreed upon for different types of communication. For example, use email for formal messages, instant messaging for quick questions, and video calls for meetings.
Set Clear Goals
Set clear goals for your work and communicate them to your team members. This will help everyone understand what you are working on and how it fits into the bigger picture.
Be Responsive
Respond to messages and emails in a timely manner. This shows that you value your team members’ input and helps to build trust.
Use Video Calls
Use video calls whenever possible, especially for important meetings or discussions. This helps to build personal connections with your team members and fosters better communication.
Be Clear and Concise
Be clear and concise in your communication. Avoid using jargon or overly complex language that could confuse your team members.
Provide Regular Updates
Provide regular updates on your work progress and any challenges you are facing. This helps your team members understand your workload and any potential delays.
Be Respectful
Be respectful of your team members’ time and availability. Don’t expect an immediate response to messages or emails outside of normal working hours.
Be Open to Feedback
Be open to feedback and suggestions from your team members. This will help you improve your work and build better relationships with your team.
Use These Tools for Remote Team Communication
- Establish clear email guidelines: Make sure to set clear guidelines around email communication. This includes expectations around response times, email etiquette, and the appropriate use of email.
- Use subject lines effectively: Use clear and concise subject lines to convey the purpose of your email. This will help the recipient prioritize and organize their inbox.
- Keep emails concise and to the point: Avoid long-winded emails and stick to the main point of your message. Be mindful of the recipient’s time and avoid unnecessary details.
Phone calls
- Be prepared: Before you make a phone call, make sure you have all the information you need at hand. This might include notes, files, or other relevant materials. Being prepared will help you to stay focused and make the most of your time.
- Confirm the purpose of the call: At the start of the call, confirm the purpose of the call with the other person. This will help to ensure that you’re both on the same page and can make the most of your time together.
- Listen actively: When you’re on a phone call, it’s important to actively listen to the other person. This means focusing on what they’re saying, asking questions when necessary, and taking notes to ensure that you understand their perspective.
- Follow up in writing: After the call, follow up with an email or other written communication to summarize the key points of the conversation. This will help to ensure that everyone is on the same page and has a clear understanding of next steps.
- Use video conferencing for more complex conversations: For more complex or important conversations, consider using video conferencing tools to help facilitate the conversation. This can help to ensure that everyone is fully engaged and can better read each other’s body language and facial expressions.
Video conferencing
- Use a professional background: Choose a professional-looking background for the call, ideally a quiet and clutter-free space with good lighting. Avoid backgrounds that are distracting or unprofessional, such as a messy room or a busy coffee shop.
- Dress professionally: Dress appropriately for the call, as you would for an in-person meeting. This will help to convey a professional image and show that you take the call seriously.
- Be on time: Join the call on time or a few minutes early. This shows respect for the other participants and helps to ensure that the call runs smoothly.
- Use good video conferencing etiquette: Follow good video conferencing etiquette, such as muting your microphone when you’re not speaking, using headphones to avoid feedback, and avoiding multitasking or checking email during the call.
- Engage with the other participants: Stay engaged with the other participants throughout the call by actively listening, asking questions, and participating in the conversation. This will help to ensure that everyone feels heard and understood.
Messaging apps
Messaging apps like Slack are very effective communication tools for remote teams. Here are some of our best practices for using message apps:
- Set clear communication guidelines: Establish clear guidelines around how and when team members should communicate on Slack. This includes expectations around response times, appropriate use of emojis and gifs, and the use of channels and direct messages.
- Use channels effectively: Use channels to organize conversations by topic or project. This helps to keep conversations focused and makes it easier for team members to find relevant information.
- Avoid over-communication: Be mindful of how much you communicate on Slack. Over-communicating can lead to distractions and can be overwhelming for team members. Stick to relevant and important messages, and avoid sending unnecessary messages.
- Use thread replies: Use thread replies to keep conversations organized and easy to follow. This helps to avoid clutter in the main conversation and makes it easier for team members to find relevant information.
- Use status updates: Use status updates to keep team members informed about your availability and current priorities. This helps to avoid confusion and ensures that team members know when you’re available for communication.
- Avoid multitasking: Avoid multitasking while using Slack. This means avoiding the temptation to check email or social media while using Slack, as this can lead to distractions and reduce your productivity.
- Be mindful of time zones: If your team is located in different time zones, be mindful of when you’re sending messages on Slack. Be respectful of team members who may be in a different time zone. Make it a practice to pause notifications on Slack after hours.
Task and Project Management Tools
There are many benefits to using a task or project management tool for the team to keep track of their tasks, track progress, and visualise their workload. The benefits of having an online or analogue solution are well-known in Agile teams. Some popular tools are Monday.com, ClickUp, Favro.
Online Whiteboards
Online whiteboards such as Miro, Mural and Stormboard are great for real-time team collaboration, as everyone can contribute through the whiteboard.
