How To Master Remote Communication: Everything You Need To Know

Have you realized that Remote working is more popular than ever at this age? One needs to be an expert in remote communication to get the most out of it.  The credit does not completely go to the pandemic as even before social distancing and lockdowns orders, working remotely was increasingly common. But now, undoubtedly remote working has become necessary for loads of companies.

There are various aspects to fascinate regarding this style of work. During the time of the pandemic, businesses were more worried regarding productivity but it has been found that productivity has increased during that time. All regards go to the existence of remote working, employees are happier in this working style.  Companies can keep their business running successfully while having serious challenges with smooth remote communication.

But after the execution of this concept, we have identified one biggest challenge that is remote communication. All the companies need to master this if they are planning to execute remote working. In reality, remote communication is not necessarily difficult; it requires different skills because it is just different for all of us than the in-house working style.

According to the report of project management 2021, lack of communication is considered one of the biggest challenges for 46% of remote managers… Buffer also came to the similar outcome that remote communication is the greatest challenge for remote workers.

Keep in mind that communication at a distance is very simple if it’s not about the office. When it comes to professional communication, it’s just different. You need to think about it from different perspectives while using different tools to ensure everyone is informed.

Establish a few good habits, if you want to make your remote communication better than it was in the office when you were working in-house. In this article, you will walk through the ways to upgrade your remote communication skills. Make sure to bookmark this blog so that you can come to this later to reference the important points.

Hey, you can strengthen your day and reach your goals faster with amazing time tracking software, Get started with Timelogger!

Before diving into the deep discussion, we should have a clear understanding of the concept of remote communication.

What Is Remote Communication?

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Remote communication is associated with the connection and talking with the teammates who are present in multiple locations normally; people work at different time horizons. In these circumstances, communication occurs out of sync. It refers to the fact that we need different tools to communicate rather than face to face.

The major difference that has been noticed in remote communication and personal communication is that nothing happens accidentally, you need to think and follow proper tools to do that.

For instance, when you are available in the office, you see that information can be easily shared passively; you may hear what others are discussing and can follow up if you find something important. There is a more casual conversation in the office so you have great opportunities to have and pass more information.

You can begin a significant conversation after seeing your coworker’s face spark.  It is easy to remember when you have something to discuss with your colleague after seeing his face on his desk. Well, when the team is distributed, communication occurs with purpose normally; there is no more casual conversation.

When it comes to remote working, remote employees are only aware of what you told them. If you do not include others in the conversation so the left out people would not even know about this conversation. You should have a purpose for remote communication and need to make an effort to know what is happening in your team.

The excellent way to keep your distributed team in the same loop is to handle information where people can find it easily with no hurdles. Get good virtual communication tools like slack so that you can have a big advantage to have clear and transparent communication.

Challenges Of Remote Communication

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As it has been mentioned above that about 46% of remote managers consider deficiency in communication as the biggest challenge to manage remote working. It seems like an obvious challenge when you hear that people are working from different places.

But do you know that there can be fewer challenges too when you are based on heavy and appropriate technology to communicate? You need to have a different skill set to get your point everywhere.

Most of the remote communication occurs in written form. Any person who has struggled with writing a long essay in his school knows very well that writing is not the same thing as talking.

You should know that if there are language barriers, written communication is even more challenging for you. Many people can have the command to speak a second language in a much better way than they can write because they find it more difficult to understand and write.

There is a specific audience who find it just the opposite. They find it more comfortable in writing and have difficulties when it comes to verbal communication. They are very good at writing and have a hard time when people come to meet in the video conferencing, especially when different people are involved in the meeting.

You should have a different set of communication skills if you are planning to rely on heavy technology to stay connected.

Absent subtext also makes it more difficult to get your point to everyone in the same way.

It is easy to pick up the signals such as body language, gestures, and tone of voice when they talk in person. But in remote communication, all these things get lost.

Direct messages or emails can seem tactless and short-tempered when they are not considered that way. Even if there is no homogeneity among camera gales, internet delays and lighting may cover up your expression and tone.

All of these challenges are easily possible, knowing that putting little effort can make you an expert remote communicator.

How To Be Expert Remote Communication

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Successful remote communication initiates with structuring good habits.

When the team was in the office, if the communication was not good in the office, then you will probably have difficulties in remote communication too. This blog can facilitate troubleshooting. If you are ready to sharpen your remote communication then do not skin upcoming parts that will help you know about how to do it.

1. Make Sure To Set The Ground Rules

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It requires effort from every person included in the team. Communication has to stream in all directions. Your remote communication clauses enable team members to upgrade tasks, keep their teammates in the loop, and share information.

Meanwhile, keep respecting both who are working from the office and remotely. Workers who can work from home have more opportunities and time to be more focused without interruptions. That inception work time is one of the major reasons that remote teams are being more productive.

At Timelogger, we opt for the communication manifesto to explain how our distributed team functions at different locations.

We are ready to answers questions like these:

  • What channels are more favorable when you require an instant response?
  • How do you send a signal when you need some uninterrupted work time?
  • How many hours do you want your team members to be online and available properly/
  • How can you differentiate when something is related to sending on private or public channel or indirect message?

If you are ready to create your own set of communication rules, you can consider our manifesto for inspiration and guidance. Get it here.

2. Use The Precise Tools In The Right Way

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You can easily find loads of great communication tools to make your team connected all the time. Remote teams can opt for the combination of tools to complete different things.

Make sure that the task management software is the main hub and source of truth for your company.

When each task is updated so that you can easily check on the status without any interruption in the workflow of the other people who are working. Use attachments, workflows, and comments wisely so that you can view the current status and previous history of every project.

This also enables people to hand off work or connects with the project halfway, in such cases the information is organized by task and readily available so it does not make it difficult to catch up.

But you still need to have other remote communication tools. For instance, it is found to have a significant work conversation via slack. Do not forget to ensure that you update the takes without a decision afterward.

Your team members should have plenty of room to link over personal stuff too. It is obvious to sound productive with the clause that all work and no play, but in reality, it decreases productivity and makes your team members less engaged and more toward losing interest in their work.

It’s not enough to have the communication tools, use them wisely. Here are many tips:

Email

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If you are not using email for remote communication or otherwise then it would be a challenge for your business. Email is useful but it is also the source of many professionals. You understand the feeling when you have received the spreadsheet last week and you wasted hours trying to find that. I understand your pain.

Bound the number of emails you send to make sure the smoothness of your inbox and ensure that your messages get through. Emails are very good for:

  • Explained messages that are not written with time-sensitive
  • External communication
  • Fulfilling invites with the complete agenda or outline
  • Passing information that does not need a response
  • Sharing information that does not require a response
  • Prefer the phone call or chat tool rather than the email when you need to have more back and forth.

Email is indeed a huge time waster for checking email every time the notification pops up. Allow your team members to slack their queries and send their emails in a specific time range so that you can check during that time. In an email, you should not expect an immediate response.

When you send emails, make sure to follow these best practices so that you can be more efficient and useful:

Do Not Forget To Add A Clear Subject Line

Write what the email is regarding. It enables the recipient to decide if they require to respond now or if they have the chance to wait for later. It also allows them to detect your messages easily in the future if they need to.

Make Sure To Proofread Your Email

You want people to read your message and focus on that rather than spelling. It is natural for typos to happen through remote communication. If you do not possess the strong skills of grammar and spelling, make sure to install a tool like Grammarly to facilitate catching those mistakes easily that can distract people easily with the main point.

Ensure To Use Plain Text Formatting

For most of the time in routine communication, it is best to use the default colors and font. Stay away from extras and big images that are not an important part of the point that you want to convey in remote communication. These styles of text and font are a big part of distraction at best. On the notable point, they make your message difficult to read and may cause issues that avoid delivery.

Do Double-Check Attachments Every Time

Do not forget to double-check your attachments in remote communication, it is best to open the file and check that you are sending the right file from the email.

Hopefully, you found this blog very helpful to enhance your remote communication skills.

If you want to enhance your productivity then read this blog: Example of What Workplace Procrastination Can Look Like

 

 

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