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As more and more businesses move away from traditional office environments, the remote work trend has become increasingly popular. There are many benefits to working remotely, such as increased flexibility and lower costs. However, one of the main challenges faced by dispersed teams is communication. In this blog post, we will discuss the top 7 strategies for improving communication among remote team members.

The state of remote work

Advances in technology have made it easier than ever for people to work from home. Instead of having to physically be in an office, remote employees can now collaborate and communicate online. This has opened up a whole world of possibilities for businesses, allowing them to cut costs and increase efficiency.

Data shows that remote work is still on the rise. In the US, more than 15% of total opportunities are remote, and 74% of remote employees report that the added flexibility helps them stay happier. On the business side, employers stand to save as much as $11,000 per hybrid worker every year. Allowing team members this much freedom and trust also leads to improved loyalty and a reduced carbon footprint.

What is a remote work environment like?

Dispersed team members experience work differently than their office-going counterparts. They are both isolated and highly connected. Despite multiple communication tools, it is easy for them to feel overlooked and unheard. Team members must be able to communicate clearly and effectively with each other, no matter where they are located. In order to do this, there must be trust between team members and communication channels need to be open at all times.

With dispersed team members, communication is typically done over email, video conferencing, and messaging apps. This can be a challenge for both employers and employees alike.

The communication challenges faced by dispersed teams

For employers, the issue of communication lies in how to ensure that everyone stays informed about projects and deadlines. Managers also need to make sure to pay attention to all team members' efforts, so that no one is passed over for a promotion or bonus simply because they are introverted.

For remote employees, communication involves challenges that arise from difficulty staying connected with teammates who are dispersed across the globe. When there are no physical walls to bring people together, communication can become tricky, and it can be difficult to collaborate effectively. Additionally, more social individuals may end up feeling lonely, which can contribute to burnout.

Dispersed teams often face communication issues that can lead to misunderstandings, confusion, and even missed deadlines. This can be due to any number of factors such as:

  • Difficulty coordinating tasks or activities between team members 
  • Poor communication from leaders or managers 
  • Language barriers between team members 
  • Miscommunication due to cultural differences 
  • Lack of clarity in communication among team members 
  • Inability to build trust and rapport between dispersed team members 

Strategies for improving communication in remote teams

The key to overcoming communication challenges is having the right communication tools and strategies in place.

1. Establish clear communication guidelines and expectations

Setting expectations and providing guidelines will ensure everyone is on the same page when it comes to communication styles and channels. These guidelines can take the form of a culture handbook, a guide in an internal wiki, or a communication policy.

2. Encourage communication between team members

Regularly scheduled video calls, instant messaging, and status updates can help keep people connected and informed. Additionally, managers should make sure to give everyone the opportunity to contribute their ideas in meetings.

3. Invest in communication technology

Dedicated communication software like Slack or Zoom can help make communication easier. These tools provide a more effective way for dispersed teams to collaborate, share files, and keep track of conversations. Asynchronous communication can be very effective, and it puts less pressure on shy or introverted team members.

4. Prioritize communication in decision making

Communication should always be at the forefront of any decisions made by the team. This helps ensure that everyone is on the same page, and that no one is left in the dark.

5. Focus on feedback

Providing feedback to team members is essential for communication success. This helps reinforce expectations and allows team members to address any communication issues that arise. It is also important that team members provide feedback to the leadership team, and this cannot lead to stressful situations. Organizations need to rely on the know-how of those team members who have practical experience with a given issue - their knowledge is valuable, even if it leads to unpleasant realizations.

6. Meet regularly

Scheduling regular meetings or check-ins will ensure everyone’s voices are heard in the communication process. Additionally, a  clear meeting schedule will help keep communication channels open, and helps set the team's expectations.

7. Focus on building relationships

Building trust and rapport among dispersed team members is essential for effective communication. It helps teams face challenges together, fosters understanding between them, and helps them overcome conflicts even when emotions rise. This can be done through regular communication, team building activities, and keeping an open communication channel.

The benefits of improving communication in remote teams

The benefits of improved communication among remote team members are numerous. Better communication leads to increased collaboration and innovation, more efficient problem-solving, faster decisions, and better customer service. It also increases trust between team members and builds a sense of community, even if team members are dispersed across the globe. Ultimately, better communication leads to a more productive and successful team. 

Increased productivity

Improved communication leads to increased collaboration, which in turn leads to greater efficiency and productivity. 

Higher morale

When communication is clear and effective, team members feel more connected and thus experience higher morale. 

Increased creativity

Open communication fosters an environment of free-flowing ideas which leads to more creativity. 

Effective problem-solving

When communication is effective, team members are better able to solve problems quickly and efficiently. 

Improved decision-making

With improved communication, decisions can be made more quickly and effectively. 

Higher trust levels

Effective communication builds trust, which is essential for any successful team. 

Improved customer service

With improved communication, teams can respond more quickly and effectively to customer requests.

How to help the entire team communicate effectively

Improving communication amongst remote team members is essential for success. By implementing the strategies outlined above, remote teams can ensure communication is efficient and effective within their organization. This will help them stay connected, informed and productive throughout all their projects, and it will lead to an improved work environment where collaboration and innovation can thrive.

Olga Trąd

Marketing Manager

Fascinated by the spirit of innovation that permeates the IT industry, Olga has never abandoned her roots as an IT content marketing specialist. She draws on years of experience in the technology sector to shed light on interesting trends, solutions and practices.

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