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The 5 Essential Rules of Remote Communication That You’re Probably Not Following

remote communication

By now, you have probably heard enough of remote work and distributed teams. After 2020 tumultuous events, everyone has stories about remote communication. For someone are the annoying Zoom meetings. For other is that late delivery because your boss didn’t read an email. 

Yet, remote work is here to stay, even after this pandemic. According to an Owl Labs survey, 81% of respondents believe their employer will continue to support remote work after COVID-19. And 59% of respondents said they would be more likely to choose remote work compared to on-site positions.

However, we see large and small businesses struggling to make this switch to remote models. Leaders often assume that if they can’t constantly control their employees, the work will not get done.

The real question is not how to make virtual team members more efficient, but how to ensure effective remote communications. In virtual teams, transparency and trust work better than any tracking time software. Without transparency, issues boil down to turn into discussions. And, the only way to fix a trust issue is with excellent communication.

What is remote communication?

By definition, remote communication means discussing a project via electronic tools. Virtual communication is a substitute for physical communications, but it’s never that easy as it sounds. In remote companies, communication is more than sharing information. Team members work in different places and time zones. It’s important to establish when and where to share information and ask questions.

Types of remote communication 

In other words, there are two types of remote communications. Synchronous communication, which happens in real-time; and asynchronous communication, which doesn’t. 

With clear expectations and realistic deadlines, both types of communication are effective in a remote setting. For brainstorming, onboarding, and virtual meetings, synchronous conversation is a better option. For project management and references guide, team members to be connected at the same time. 

Best Practices For Effective Communications in Remote Teams 

At DistantJob, we are obsessed with communication. As a remote recruitment agency, we have found remote communications rules to make it work. Our team synchronizes from opposite sides of the globe and we learned that speaking the same language isn’t enough sometimes. 

Here are 5 tricks to improve your remote communication: 

#1: Morning Check-In

Many companies, particularly in the software development industry, are changing their business model to reflect an agile approach. Whether you take part in the agile methodology or prescribe to the traditional waterfall method, daily checkings always help. 

If you have a team of remote workers, you’d never get anything done with micromanaging or constant updates. But, you can check in with leaders and administrators via Zoom on a daily basis and they can communicate your message to their teams.

A morning check-in reassures you that your team is working because it holds them accountable. For your team, it ensures everyone is on the same page. Most importantly, everyone’s valuable time isn’t being wasted.

#2. Gathering Place

One of the many benefits of working with a remote team is fewer distractions. Though this contributes to an increase in productivity, the need for human interaction will never go away.

This is why it is essential to have a virtual gathering place or a “ water cooler” available for every team member. I’m talking about programs like Slack. Create channels specifically for personal topics like kids and sports. Take time at the end of conference calls to let everyone chat about their weekends.

This type of camaraderie contribute to your company’s culture and make for delighted employees. Above all, it allows you to see who is working on what throughout the workday across all levels.

#3. Emails Aren’t Urgent

Sending an email for a work-related emergency is like deciding to walk to the hospital after a car accident. It doesn’t make any sense!

Remote team members aren’t and shouldn’t be expected to check their inboxes every 30 seconds. Neither should you, for that matter. This sudden shift towards remote work shows how unproductive checking emails can be. For effective remote communications, a combination of Zoom calls and chat platforms like Slack is a better option than mail and phone calls.

#4. Hours, Overtime, and Vacation

How many times have you called your receptionist on a Saturday because you can’t find the client profile you’re looking for? Assuming your company runs during regular business hours, your answer is (hopefully) never.

It is important to establish and respect the same boundaries when working with a virtual team. If they don’t work weekends, don’t contact them on weekends. If they are on vacation, let them enjoy it.

Everyone’s working hours (these may vary from person to person) need to be communicated upon employment. When they are off work, you can’t expect them to respond to emails, calls, slack messages, etc.

These types of boundaries go both ways. You should respect your team’s limits to ensure their work-life balance is in good standing. On the other hand, they are responsible for informing you of upcoming changes to their availability. Just like the traditional workplace, ample notice must be given for extended absences.

#5. End of Day Reports

For some leaders and business models, this is overkill. For companies just getting started in working with remote contractors, this is a great way to build trust and develop structure.

The end-of-day report is especially helpful if it doesn’t make sense to do a daily call with your team. Requiring everyone to send a quick message in Slack or even an email can give you peace of mind and help you plan the next day.

Time To Build Your Virtual Team 

As we mentioned, remote work isn’t going anywhere and the workforce is rapidly transforming following the pandemic evolution. Effective communication is one of the pillars to build a great remote company, alongside a strong company culture.

With solid remote communication strategies,  your team will make you proud – and get stuff done faster than you would believe. What’s the best way to get awesome IT employees that work remotely? We might know a guy… Just kidding, that’s us! Get in touch and knock on our virtual door!

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Danae Bursae

Danae Bursae

Hello! I'm Danae, virtual assistant for bloggers and creative entrepreneurs. I help brands large and small with social media, email management, blogging, and more.
synchronous communication

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