how to overcome communication challenges on a remote team

How to Overcome Communication Challenges on a Remote Team

Communication is the bedrock of any successful team, but for less experienced remote teams, I can be the first to suffer. 

When you’re not regularly meeting in person, messages can easily get lost. The problem is even worse if you have different time zones to contend with because you could end up waiting 12 hours for a reply to your email. Once a team stops communicating effectively, they stop moving in unison towards your company’s goals.

If you were a team leader, there are many strategies you can utilize to overcome communication challenges on a remote team. We have a remote team here at Anyplace, which has helped us become experts in long-distance communication. Our experience has enabled us to put together this helpful guide on successfully communicating when you have a remote workforce. 

Utilize Face-to-Face Communication

Somewhere between 70 and 93 percent of communication is nonverbal . We’re constantly picking up so much from a person’s body language, facial expressions, and tone of voice. You can see if a team member looks confident or anxious about a task they’ve been assigned with face-to-face communication. When communicating through text alone, you miss these signals. Team members may not be entirely open about how they’re feeling.

To get around this, use video messaging as much as possible. Using a service like Skype or Zoom, you’ll be able to explain tasks more clearly. You’ll also build a rapport with your team, generating the motivation they need to build towards your company’s success.

Hold Positive Appraisal Sessions

Many businesses will offer their staff a trial period of around three months before holding an appraisal to evaluate how they’ve been performing. However, this is normally just a one-time event and many remote teams skip it completely. It’s worth finding an hour each month to hold one-to-one video call appraisal sessions. This is a great form of communication in itself but also improves future communication during normal day-to-day tasks.

An appraisal session gives you a chance to escape the chaos of daily work life, take a step back, and look at the bigger picture. Your team members can tell you how they’re coping with the work. Are they overwhelmed by the workload? Are they finding tasks too difficult? In return, you can tell them how pleased you are, leaving them feeling positive and motivated to be even more productive . Providing feedback about their performance will help them feel more confident in communicating often and clearly. 

Create a User-Friendly Workflow System

If you don’t have a standardized workflow system, then it’s time to make one. This organizes how tasks are allocated, records when they’ve been completed, and allows feedback to be given. This ensures that everyone in the company knows exactly what they’re doing and what needs to be done.

Remember, not everyone is tech-savvy. You’ll need to find software that is as user-friendly as possible. There are plenty of options out there, including Asana, Trello, and Monday. Whenever someone joins the team, get them familiar with the software and make sure everyone is utilizing it effectively. Training sessions on how to use this technology can be really helpful but make it easy on your staff by limiting how many platforms you use. Use fewer workflow tools but use them to their full potential.

Make All Documents Accessible

A great deal of remote work depends on having the right document. This could be a spreadsheet full of data or a list of usernames and passwords for different remote work tools . These documents form a fundamental part of your communication. Therefore, they need to be accessible to all. Make sure you check the permissions so that everyone who can benefit from accessing the document is able to do so.

Use services like Google Workspace, Dropbox, or OneDrive to share all documents with the entire team. This ensures that everyone has access to the information they need, when they need it. You can then start creating documents containing training guides and FAQs to offer quick answers to people’s questions. The more resources that people have access to, the less opportunity you’re leaving for people to make mistakes.

Settle on Common Communication Software

Communication software is designed specifically for remote teams. However, it has to be used wisely. First and foremost, this means making sure that everyone is communicating through the same channels. If you’re talking to some people on Slack, others on WhatsApp, and someone else on Skype, then messages will get lost or forgotten.

Make sure your company is operating using a common communication channel. Encourage your team to post messages there and keep everything organized in one place. That makes it so easy to check for and respond to messages. With so much information flowing from one team member to another, you need to find ways to organize messages so that they don’t get lost. Limiting the number of communication tools you use can help you with this.

Be Clear About Goals and Rewards

Clarity of communication is always important but with remote teams, it’s even more crucial. One problem that a remote worker may have is feeling disconnected from the mission of the company. They might see a task on their to-do list but not understand why this task is important. This means that they won’t know how to use their creativity to solve problems.

Every time you set a task, explain why it matters. Make sure that your whole team is working towards a common goal and understands what the most desirable outcome looks like. At the same time, use rewards as an incentive. If you offer bonuses for hitting clearly defined targets, then everyone will be even more motivated to hit their targets. 

Hold In-Person Meetups

If you want a remote team to succeed, then you need everyone to feel part of something special. That means building camaraderie between team members. This will allow people to get to know each other’s personalities, which will help them understand how best to communicate in the future. To achieve this, try to get the team to meet up in person every once in a while.

Even if it’s just a single day each year, meeting someone in person is very different from only knowing them online. You could take trips abroad, go to an event, or just meet up at a local bar for a chat. Once you’ve established strong relationships , the reward will last long into the future. Even when you go back to online communication, the bonds will remain.

Create a Culture of Inclusivity

Effective communication requires team members to have the confidence to contribute. Therefore, you need to be constantly creating an environment that is welcoming to all. Your team may be working from home but do they feel at home on the company Slack channels?

There should be a channel for new members to introduce themselves and another to discuss non-work-related topics. Give people the chance to talk about their hobbies, interests, and backgrounds. Also, make sure there are some ground rules laid down about sending positive and respectful messages at all times. When team members feel included and respected, they’ll communicate openly.

Communication is critical to the success of any company. It’s something that needs to be worked on and built up over time. Miscommunications, misunderstandings, and mistakes are inevitable. When your team works remotely, they risk becoming common. By utilizing the strategies listed above, we’ve managed to create a strong and unified team here at Anyplace. We all know what the mission is and we’re all working together to achieve it. There’s no reason why your remote team can’t also nail their communication skills.

Where to next? Find flexible month-to-month rentals across the globe on Anyplace .

Challenges to Managing Virtual Teams and How to Overcome Them

Remote work allows companies to compete in an increasingly globalized society, so the real challenge becomes adapting to the new workplace.

Rebecca Bakken

In theory, virtual teams give employers the chance to build a dream team without boundaries. For employees, it offers the freedom and flexibility to attain a healthy work-life balance. In practice, things aren’t always so rosy.

Communication can get muddled if teams never meet face to face, trust and collaboration suffer when workers are siloed, and sometimes it’s hard to tell if employees are tasked with too little — or too much.

Despite these challenges, virtual teams are here to stay. Remote work allows companies to compete in an increasingly globalized society, so the real challenge becomes adapting to the new workplace. 

The Rise of Virtual Teams

Statistics show a steep increase in the number of remote workers in the United States, a trend that is only likely to continue. In 2017, for instance, more than 60 percent of companies offered ad-hoc telecommuting benefits, according to the Society for Human Resource Management’s 2017 Employee Benefits Report . 

In 2019, that number increased to 69 percent, according to SHRM’s  2019 Employee Benefits Report . Plus, the on-demand economy has resulted in more freelancers and contractors in the workplace. According to the latest data from Upwork , 35 percent of the US workforce engaged in at least some freelance or contract work in 2019.

And remote work has been shown to both increase productivity and lower attrition, according to research from a Stanford professor . His study showed that employees working remotely found it easier to concentrate and were less likely to take sick days or prolonged breaks. In addition, employers saved an average of $2,000 per employee each year on real estate costs.  

Still, large companies like Yahoo and IBM have recently walked back their work-from-home policies. This belies the trends but underscores the problems some businesses have with remote teams.   

Research published in the Harvard Business Review states that remote employees are more likely to feel alienated or disconnected when compared to onsite employees. These communication issues become a problem for leaders. If you’re managing a group of employees, you also need to think about whether everyone is working toward the same goal and putting in their appropriate hours.

Rather than reverting back to the old ways of doing business, you can directly address the challenges of managing virtual teams. When you successfully identify and remedy remote workplace issues, you can build a strong, agile team that’s collaborative from all corners of the globe.

“Managing a virtual team requires managers to double down on the fundamentals of good management, including establishing clear goals, running great meetings, communicating clearly, and leveraging team members’ individual and collective strengths,” says Julie Wilson , founder of the Institute for Future Learning and instructor at Harvard University.

Wilson co-teaches Essential Management Skills for Emerging Leaders , along with a roster of other experts.

Let’s examine the top three problems leaders encounter with remote employees, and the solutions to solve them. We’ll discuss issues pertaining to communication, trust, and productivity.

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Challenge 1: Communication

Communication is key in any workplace — especially one where most interactions occur via email, chat, or calls. Ensuring a free flow of accurate information throughout your company’s structure means hiring the right people, fostering a communicative culture, and using the right tools for the job.

“Close attention to relationship-building and a process to ensure good communication is really important. When the group or the organization has a strong culture that supports collaboration, this can stand in for many of the detailed steps — it really helps,” said Jennifer Stine, former head of executive and professional education at Massachusetts Institute of Technology.

Solution: Hire the Right People

The interview process is a great way to find out how well someone communicates. Your employees’ communication skills are a big factor in the success of virtual teams.

Accurately gauging communication skills in one interview is hard. So consider having several rounds of interviews via multiple mediums.

If the person will work remotely full time, it’s important to see how they communicate through writing and on calls. That said, face-to-face communication can be telling. Try to arrange an in-person interview, if possible.

Also, have several hands on deck when interviewing new candidates to get a range of opinions. This also gives candidates a glimpse into your company culture, helping them determine if it’s a good fit.

Solution: Foster a Culture of Communication

As a leader, it’s your responsibility to foster a culture of communication throughout the organization. Lead by example by giving regular updates and holding check-ins with your team. If your staff sees that you’re an effective communicator, they’ll follow suit by picking up your good habits.

Be explicit about how your staff should communicate. Remove the ambiguity that so often surrounds workplace communication by providing written guidelines that outline what kind of messages should be sent through which mediums, and how team members are expected to interact with each other.

This is especially important when you have a culturally diverse staff or members who are located in different time zones. Address any language or time barriers directly. And provide tips on how to effectively communicate in spite of them. (For instance, if not everyone is a native English speaker, you might suggest that employees avoid using slang or colloquialisms.)

If possible, make a point to get the whole team together in person once or twice a year. Meeting face-to-face as a group is an ideal way to team-build. It allows remote employees the chance to get to know each other beyond their job roles.

Solution: Choose the Best Tools

Technology is what makes virtual teams possible. Don’t shy away from the tools and software that can make your job easier. Below is a list of the types of tools that can facilitate communication in virtual teams, and some popular options* for you to consider:

• Chat: Slack , Twist , Google Hangouts
• Project management: Trello , Jira , Asana
• Web and video conferencing: Google Meet , Zoom , Cisco Webex
• Collaboration and prototyping: Invision , Marvel , Adobe XD
• Scheduling: Calendly , Doodle
• Workflow automation: Zapier , Microsoft Flow , Monday

Not every tool is going to be a good fit for your team. Consider trial periods or task someone with researching all the options to determine which suit your needs best. Provide training for your staff on the tools you select to ensure everyone is using them consistently and to the fullest benefit.

Developing communication strategies that resonate across your entire organization, including in-person and virtual teams, can be challenging. Some of our Professional & Executive Development programs are designed specifically to help leaders deliver clear, concise messaging to their teams.

Challenge 2: Trust

Trust is key in any relationship. When employees trust their managers and believe they’re working toward a shared vision, collaboration and engagement happen naturally. But it’s hard won in an environment where face-to-face interaction is a rarity. A shared mission, collaborative spirit, and strategic team building can help instill trust in remote and onsite workers alike.

Solution: Establish a Mission Statement

In a few sentences, document why your business is doing what it’s doing. Ideally, this should speak to the greater good of humanity, but obviously related to your industry somehow.

Nontraditional workers (especially millennials) value mission-driven organizations because they want to feel their time is being used for something worthwhile. State your mission clearly and embed it in everything you do. Demonstrate your dedication to the cause by donating to charity, holding volunteer days or incentives, or partnering with nonprofits that share your mission.

Solution: Encourage Collaboration and Team Building

Effective collaboration helps teams bond and builds trust as people get to know one another’s thought processes and working styles. When staff are able to build on each other’s ideas and play to their strengths, relationships flourish.

First, it helps to have clearly defined teams. This sets the expectation that people should be working collaboratively, even from a distance. It may seem like a no-brainer, but startups and small businesses sometimes undermine collaboration by failing to form teams within the company. This can lead to confusion and low cooperation among employees. Particularly with remote workers, it’s important for people to know where they belong and to whom they report.

Encourage teams to meet regularly via video conference, as these virtual face-to-face meetings can help build a sense of community and familiarity. As a manager, be sure to communicate your expectations for each team so they know they’re working toward a shared goal.

Solution: Establish a Shared Goal

What is your team’s overarching goal and how will it know when it has achieved it? You might have one goal, or you might have several. Regardless, it is vitally important that your team has a shared goal (or goals) and a common understanding of how progress will be measured.

These goals will likely be dictated by broader business goals, or it may be up to you and your team to establish your goals. This is a great opportunity to meet in person if at all possible, get to know each other better as colleagues, and work through a strategic planning process. If it’s not possible to meet in person, this work can be facilitated via video conference.

Challenge 3: Productivity

Low productivity is an obvious risk when employees work outside of a traditional office. In an environment without day-to-day oversight, some team members may not use their time wisely. On the other hand, certain employees risk burnout when working remotely due to a lack of boundaries.

Solution: Ensure Accountability

Without invading privacy, the best way to ensure everyone’s doing their job is to set clear expectations for each role and have regular check-ins to gauge progress. It’s unrealistic to expect everyone to work at the same pace, but you should have a general idea of how long tasks take and how much each person is accomplishing week by week, if not day by day.

You might also find it’s necessary to have team members track their hours using a tool like Harvest or Toggl *, particularly for those who do client work, because it gives you a clear sense of billable hours spent.

Even for those who don’t perform work for clients, tracking hours provides an unparalleled level of transparency. By seeing how long it takes to complete certain jobs, you are able to set baseline expectations that are useful for both current and future roles.

Solution: Form Supportive Structures

Be sure to pay attention to your best performers as much as you do the rest of your team. These may be the people at risk of overworking themselves. Without the clear boundaries that office life provides, the go-getters on your team may have workdays that never end, setting themselves up for exhaustion and resentment toward the company.

Encourage your staff to keep regular business hours and take advantage of their paid time off. Check in if you suspect someone is burning the midnight oil. Erratic or moody behavior, emails sent at odd times, and a drop in work quality are all signs that a remote worker needs to take a breather.

Conduct regular one-one-ones with each team member to not only hold them accountable for performance, but also to check in on workload and support needed.

Solution: Develop Processes

Many teams may find daily stand-ups — a.k.a. daily scrums or huddles — are essential to fostering productivity, transparency, and collaboration. Having an informal group check-in each day keeps the team on the same page and holds everyone accountable for their daily tasks and ongoing projects.

In addition to group check-ins, make it a rule for managers to set up one-to-one time with their direct reports every month or quarter. This takes the stress out of a sudden request for a meeting, and gives employees a designated time to talk about their progress or any issues they might be having at work.

Devising a Game Plan

“Managing a virtual team can be challenging, but addressing those challenges head-on is worth the effort,” said Julie Wilson.

When you overcome the challenges, you’ll enjoy the rewards of leading a cohesive virtual team — i.e. setting goals and reaching them; watching your team members develop and lean into their strengths; and benefiting from a healthy team dynamic that ensures the right decisions are made and implemented.

The challenges and solutions discussed in this post are complex, so approach any changes methodically and seek outside counsel if needed. 

*Disclaimer: Mentions of any proprietary tools or software are merely examples and do not constitute endorsements by Harvard University or any of its subsidiaries.

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Navigating Communication Challenges in a Remote and Hybrid Workplace

While remote and hybrid work exploded in popularity during the Covid pandemic, we’re seeing that the trend of working from home part or all of the time isn’t going away. And while that might be appealing to a majority of employees worldwide, it comes with its fair share of challenges when trying to create a cohesive and effective workplace.

Chief among those challenges is communication. How can you effectively communicate with team members who are spread all over the world? In an ordinary office environment, it’s as easy as just walking down the hall, but now you’re separated by miles and oceans. 

And while digital means of communication are useful in this regard, they’re far from perfect. Issues can arise because someone’s tone was misread via a text exchange, and employees might start to feel isolated from their managers and teammates. 

Thankfully, there are ways to overcome these communication challenges, making the remote working formula work for you to create a cohesive and effective team. In this article, we’ll outline several communication challenges plaguing the remote work world before sharing a list of ways to overcome them. 

What are the Challenges of Remote Work Communication?

Lack of face-to-face interaction.

One huge challenge impacting communication with remote team members is a lack of face-to-face interaction between managers and employees. Face time can be an important element of a successful business relationship. 

A lot can be conveyed from facial expressions, body language, and even a handshake. Things like eye contact and other nonverbal cues are vital to understanding and relationship building. 

While text-based communication like Slack or email can be beneficial, they lack the subtle cues and nuances of face-to-face conversation. Being in the same physical space as a person also goes a long way toward establishing trust. This creates opportunities for small talk that you can’t duplicate on a video call or via text. 

Typically video calls are scheduled in advance, and they have to fit a very specific time frame. Because of this, there’s not a lot of room for socialization. So while video calls can be an example of face-to-face conversation, they’re still not as effective as being in the same space as the person you’re communicating with. 

Difficulty in building and maintaining relationships

The best teams work together seamlessly because they’ve established rapport and relationships over time. Unfortunately, with remote teams, you often lose out on the daily direct communication needed to build and maintain workplace relationships. 

When you truly know your co-workers, including their communication style, sense of humor, and schedule, you can work with them much better. By developing these relationships, you’ll come to understand these people who you’re virtually working alongside. 

This also applies to supervisors and the employees they manage. Building and maintaining relationships with your staff through constant communication allows you to determine how your employees work and the best method for inspiring them. For example, if you know that some of your team members have anxiety issues, you’ll be able to understand what triggers their emotional reactions and avoid that. 

An employee with a severe anxiety disorder might interpret you asking for a meeting with them the following day to mean that something terrible has happened and that they’re in trouble. By forging a maintained relationship with that team member, you’ll know that when you request a meeting, you should also follow that up by telling them that it’s not about anything bad. You could even provide them with an agenda so they don’t stress. 

Stress can lead to a downturn in work quality, which can be avoided if you understand your team and build long-lasting relationships with them.

Miscommunication and misinterpretation

Text-based communication is a convenient way to check in with someone or quickly deliver requests. You can shoot off a quick text message or direct message and then get right back to what you were doing with minimal interruption. 

That’s why texting has become the primary method of communication throughout the United States. American smartphones send five times more text messages than phone calls, and 75% of millennials would rather text someone than speak with them.

But text-based communication is also highly inefficient. This is mostly because there’s a lot that can be conveyed in a conversation through tone of voice and other non-verbal cues like body language, eye contact, and facial expression. 

With communication watered down to a simple line of text, we’re creating a breeding ground for miscommunication and misinterpretation. 

Much like someone might agonize over a text message from a significant other, trying to discover meaning, they also might obsess over a text message from their boss. 

Without the benefit of tone, employees might not understand the severity of a comment. They might think they’re in trouble when they’re not. On the other hand, you might communicate a high-priority task via text, and the severity and importance of your request might go over their heads without hearing your voice or seeing your face. 

Difficulty in creating a sense of cohesion and community

It’s easy for remote teams to have a hard time feeling like one cohesive unit. In an office, a sense of camaraderie and community forms naturally. These are people you see daily, people you can chat with at the water cooler, and people you can go out to lunch with. 

You can even hang out with your team members outside of work, engaging in fun activities and shared interests. But when you’re dealing with remote teams, that doesn’t always work out. It’s hard to get to know someone over Slack or in very brief video meetings where typically only one or two people do all the talking. 

On top of that, remote evening jobs could pose an issue due to timezone differences. This can pose a challenge when trying to form a community. Your team members are working at all different times, so they’re not able to directly engage. They’ll mostly interact through comments on dashboards or in project management platforms and Slack messages. There’s no direct sharing of ideas, no laughter, and no real bonding. 

You lose something when each team member is on their own independent island. Building that community isn’t impossible for remote teams, but it’ll be a lot more challenging. 

How Can Remote Work Communication Challenges be Overcome?

Clear and consistent communication protocols.

If you want to ensure clear and effective communication with your remote team members, you’ll have to put consistent communication protocols in place. Your team needs to understand how they’re supposed to communicate with their superiors and one another. 

To that end, create regular meeting times. If the staff knows there’s a Zoom meeting every Monday at 9am EST, that’ll become a regular part of their day. If you want them to regularly communicate with you regarding progress on various projects, that must be known and consistent as well. 

Consistency is key here. If you’re setting up meetings and daily touch check-in conversations, you need to follow through on them. You can’t set these protocols up and then just abandon them. With everyone working in different time zones, you’ll need to make your expectations around communication known and understood throughout the team. 

Communication protocols can be a valuable part of your business intelligence strategy . This strategy helps when you’re trying to turn data into decision-making insights. Your BI strategy allows your employees to have the data they need immediately without sifting through multiple sources and spreadsheets. Everyone would have the same information, removing lingering communication barriers regarding data decisions.  

Wrapping your communication protocols up in your business intelligence strategy will help to increase the productivity, effectiveness, and accuracy of everyone’s work.

Use of video conferencing and other digital tools

If you’re going to communicate effectively with your remote staff, you’ll need several tools on hand that they’ll need to access and train on. This includes project management platforms, video conferencing software like Zoom or Google Teams, and messaging platforms like Slack. 

Make sure everybody is on board with the same tools to create harmonious work. If you manage a team of writers, for example, and you’re producing a lot of content, it’d be better for everyone in the group to use the same tools. This could be a blog title generator , a grammar and plagiarism checker, or an AI writing tool. Seeing as your staff isn’t directly communicating and forming those relationships we mentioned earlier, a tool like this will help keep their work uniform. 

Collaboration tools can also help you effectively communicate with your team and allow them to communicate with each other seamlessly. For instance, your marketing team could benefit from scheduling software and a shared library of free templates that it can pull from. This ensures that everyone is working with the same resources, and it’ll create uniformity around your offerings.

Also, when working remotely, security is critical. Remote support software allows administrators and technicians to connect to and control devices from anywhere in the world. This enables faster resolutions for technical issues, remote IT infrastructure maintenance, and the automation of routine tasks. 

If you’re using a CRM to keep track of customer interactions, the ability to leave notes can come in handy. The next team member who has to speak with this customer can review notes on their interactions with your business. Finding a CRM with integrated sales automation tools can also make the process more seamless for your remote team because it takes repetitive tasks away from their workload. Ultimately, this allows your staff to communicate with one another without having to be online at the same time.

Project management software has similar communication benefits. You’ll be able to leave comments on tasks and tag team members. There’s typically even a communication channel on these platforms that works like a message board. This feature allows you and your team to communicate and tag one another in announcements or comments openly. 

Prioritizing team-building and social interaction

Because team building and social interaction aren’t going to happen on their own in a remote environment, you’ll need to take the initiative and promote social interaction opportunities. 

This could be as simple as opening up a Monday morning Zoom call by asking your team members what they did over the weekend and allowing a conversation to sprout organically. It could also mean organizing team-building activities like a virtual happy hour or movie night. Connecting remote workers and letting their personalities mesh will create opportunities for a cohesive and cooperative team to form. 

Encouraging open and honest communication

When communication is harder due to the reality of remote work distance, you’ll need to emphasize what’s said and how it’s delivered. That means promoting open and honest communication among the members of your staff. 

You don’t want to beat around the bush or place subtle nuances in your text-based communication. As we mentioned earlier, that’s not an effective means of communication and it can go very wrong very quickly. By being direct and honest, you’ll erase any doubts or misunderstandings from the minds of your team. 

That’s also a two-way street. You’ll need to encourage that same open honesty from your employees since you’re not there to read their body language or tone. That means they need to feel safe coming to you if they’re having issues with their work. When they do, it’s best to schedule a zoom call so that you can see and hear one another.  

Effective communication is one of the greatest challenges facing hybrid and remote work environments. But by mastering communication in these modern work environments, we can create effective teams that improve their companies. 

To review, some of the biggest issues facing remote teams include: 

• A lack of face-to-face interactions
• Difficulty in building relationships
• Issues surrounding miscommunication and misunderstanding
• A lack of cohesion and a sense of community.

To combat these issues, you can: 

• Create communication protocols for your teams
• Use video conferencing software and other communication tools
• Make team building and socialization a priority
• Promote open and honest communication

By following the advice listed in this guide, you’ll be able to create a productive and profitable hybrid or remote team for your business. 

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Overcoming Remote Work Challenges

Decentralized teams face a number of challenges that can have damaging consequences if unaddressed — but they can be overcome.

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Remote work, once a rare and innovative strategy reserved for tech companies, is no longer a fringe business practice. The IWG 2019 Global Workspace Survey found that 3 out of 4 workers around the globe consider flexible working to be “the new normal.” This was before the coronavirus pandemic spurred even more organizations to implement remote work policies.

The remote work model offers many obvious advantages, from lower overhead and flexible schedules to reductions in employee commuting and increases in productivity along with lower attrition rates . It also brings obvious disadvantages, such as worker loneliness and burnout.

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However, decentralized teams also face other, often unacknowledged challenges that can have damaging consequences for an organization if they aren’t addressed: low-bandwidth communication, unnecessary meetings, and loss of passive knowledge sharing. Here’s how to overcome the three biggest challenges of remote work.

Challenge: Low-Bandwidth Communication

Face-to-face communication is considered high bandwidth because you can transmit and receive the greatest amount of information in a given time period. This is possible thanks to all the nonverbal cues and supplementary information those cues convey in a conversation. High-bandwidth communication results in more work getting done. For example, one study found that a face-to-face request is 34 times more successful than an email.

One of the biggest downsides of remote work, then, is the loss of face-to-face communication as companies turn more heavily toward low-bandwidth communication methods like email and chat. Although written communication can accomplish a lot, it falls short compared with the information exchange and personal connection of face-to-face conversations. Additionally, it is asynchronous, meaning conversations aren’t necessarily happening in real time. The real-time benefits of face-to-face interaction are lost in the delayed replies and other interruptions sprinkled in between.

To compensate, video meetings have become the standard alternative for business communication, Forbes Insights asserts. And while remote team members may sometimes be shy about turning on their cameras, the benefits of this high-bandwidth communication method can’t be ignored. Leaders should turn on their own cameras and encourage everyone else to do the same.

For remote teams working in different time zones, recorded video messages are also a powerful tool. These can be watched on demand, accommodating different schedules and replacing emails with a personal and effective messaging medium that is much higher bandwidth.

Challenge: Unnecessary Meetings

One common mistake leaders make when trying to increase face-to-face communication among remote team members is overcompensating by scheduling more meetings. In fact, a study from Owl Labs found that remote workers attend more meetings per week overall, with 14% of remote workers dedicating time to more than 10 meetings per week.

While meetings can bring a team together for knowledge sharing and decision-making, if the only purpose of a meeting is to clock some face-to-face time, it’s probably not worth having. Unnecessary meetings are frustrating and costly. Employee time is an organization’s most valuable resource, yet 71% of senior managers report that meetings are unproductive and inefficient , and subpar meetings cost companies around $37 billion in annual losses .

To stem the tide of remote work meetings, try adopting catchphrases like “No meetings without an agenda,” “No unnecessary meetings,” or, an old favorite, “Could this meeting have been an email?”

Leaders can also limit the number of internal meeting hours allotted per week, which makes meeting time more valuable and worth conserving. Attendees will likely be more engaged, alert, and motivated to use their precious time wisely.

Lastly, keep in mind that regular, scheduled meetings often result in remote team members waiting until the next meeting to bring up a problem or question. Unlike in a typical office setting, where someone might ask a colleague at the next desk for ad hoc input on ideas and observations, between-meeting lags can gum up processes and makes businesses less efficient.

Ditch unnecessary scheduled meetings and encourage ad hoc conversations — quick video calls or chats — to work through issues as they come up. Make it clear that during work hours, team members are free to reach out to one another for real-time conversation.

Challenge: Loss of Passive Knowledge Sharing

Finally, remote work generally threatens the informal information sharing and open communication lines facilitated by shared physical spaces. Often, sharing experiences in the kitchen during lunch or overhearing conversations with customers reveals a new possible approach or inspires ideas. With remote work, these serendipitous opportunities disappear.

Informal information sharing like this is tricky, but not impossible, to replicate remotely. Set aside the perception that informal conversations are tangential, nonessential, or unrelated to the organization’s goals. Every thought and interaction may not warrant a text, but do encourage team members to include nice-to know information when sending need-to-know communication. Think of it as a recommended “P.S.” on emails and other messages.

Teams can also benefit from virtual gatherings and chats with no formal conversational structure or agenda. Think “watercooler chat room,” where team members can engage in non-work-related conversation as they would at the office. These unstructured conversations can reveal experiences and ideas that otherwise would have remained unexpressed — and keep team members connected on a personal level.

There is great value in knowing how team members think, what they’re working on, and what their challenges are. Facilitate informal conversations to open that portal and get a glimpse inside.

Related Articles

Staying connected with remote work.

Without the right approach, high-quality communication on remote teams can be hard to achieve. As team members operate from physically distanced desks and possibly even in different time zones, opportunities for disconnect abound.

To bridge the gap, organization leaders need to take an intentional approach. Substituting face-to-face interaction with video chats and recordings, encouraging communication outside of meetings, and allowing for informal conversation can all help unite a team and improve operations. With leaders’ willingness to replicate underappreciated, everyday office practices, it is possible to reclaim the ingenuity and motivation of the pre-remote-work world.

About the Author

Josh Lowy ( @joshlowy ) is cofounder and CEO of Hugo , maker of collaborative meeting-note software.

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How to Have Meaningful Conversations in a Remote Team

Overcoming challenges, creating opportunities.

By the Mind Tools Content Team

Key Takeaways

• Meaningful conversations are those that have purpose, foster connection, and lead to personal and professional growth.
• Challenges to meaningful communication in remote working include the absence of face-to-face cues, asynchronous communication, and technological problems.
• The most demanding remote conversations involve performance reviews, conflict resolution, and creative working.
• Managers have a responsibility to create opportunities for people to have meaningful conversations.

Meaningful communication remains the cornerstone of successful collaboration in any team. But the shift to remote and hybrid work poses a new set of challenges, demanding new responses.

This article delves into the intricacies of communicating with remote team members. It examines the barriers and pitfalls, reveals the conversations that can be particularly difficult, and explains ways to encourage meaningful conversations in a remote setting.

What Are Meaningful Conversations?

Meaningful conversations in the workplace are those that go beyond surface-level discussions and often delve into topics that contribute to personal and professional growth. [1]

Characteristics of meaningful workplace conversations include:

• Authenticity. Meaningful conversations are genuine and sincere. Individuals can express their thoughts, feelings and opinions openly .
• Connection. These conversations build bonds and understanding between colleagues, helping to establish strong relationships and trust within teams.
• Purpose. They're driven by a clear intent or goal, whether it's to solve a problem, make a decision, provide feedback, or offer support.
• Empathy. Meaningful conversations involve active listening , where participants seek to understand one another's perspectives and experiences.
• Learning and growth. They provide opportunities for personal development, whether through sharing insights, exchanging feedback, or discussing challenges and successes.
• Respect. Respectful communication is essential in meaningful conversations, where all participants feel valued and heard, regardless of their role or position.
• Impact. These conversations have a tangible impact on individuals and the organization, leading to positive outcomes such as increased productivity, morale and innovation.

Examples of meaningful workplace conversations include one-on-one feedback sessions, team strategy discussions, brainstorming sessions to generate new ideas, and mentoring conversations aimed at career development.

What Are the Challenges for Remote Conversations?

Genuine dialogues foster trust, understanding and empathy in all teams, but they’re particularly important in remote teams, in which team members might otherwise feel disconnected and isolated.

In remote teams, communication barriers can undermine the quality and depth of meaningful conversations. These barriers include:

• The absence of non-verbal cues. Remote communication makes it harder to interpret emotions and intentions accurately, even in video calls. This can lead to misunderstandings or misinterpretations and can hinder the establishment of trust and rapport.
• Asynchronous communication. This is any communication where the people involved aren’t present at the same time. For example, they might be in different time zones, or working on different days. Relying on email or messaging platforms often results in delayed responses and fragmented discussions. Without real-time interaction, team members may struggle to engage fully, reducing the richness of the exchange. [2]
• Technological barriers. Connectivity issues, software glitches, and differences in tech capability among team members can all hamper remote conversations.
• Information overload. Managing the influx of emails, messages and notifications produced by remote work can be stressful and disorientating.

5 Strategies for Fostering Meaningful Remote Conversations

Managers of remote or hybrid teams can use various approaches to overcome these barriers:

• Use video calls for important conversations. Video calls aren’t perfect, but they reinstate at least some visual cues, fostering a more personal and connected environment.
• Establish clear communication norms. These include the response times you expect to emails or chat messages, and which communication channels your team members are to use for each type of conversation. This helps to keep discussions coherent. Using collaborative tools, such as shared documents or project-management platforms, helps to organize thoughts and ideas, even in asynchronous exchanges.
• Build a culture that promotes openness. Active listening, curiosity and empathy encourage an atmosphere of psychological safety . They help team members to understand perspectives fully, encouraging deeper, more meaningful conversations.
• Establish regular check-ins and virtual team-building activities. Nurture trust and camaraderie by cultivating an environment in which people can talk openly and honestly.
• Provide technical training. Make sure all your team members have the necessary skills to use your communication technology.

How to Handle Challenging Conversations Remotely

In remote working it’s vital to keep communication consistent, frequent and fair. For example, be sure to deliver feedback between performance reviews, not just as a set piece, and mediate disagreements as they occur rather than letting them escalate out of sight.

The following sections cover the most common kinds of demanding conversations you’ll likely take part in.

Performance Reviews and Feedback

Make performance review as much like a face-to-face meeting as you can. Use video calls to maintain a personal connection and to achieve a more nuanced exchange.

Share any feedback, discussion points or questions you particularly want to cover in advance – and encourage your team members to do likewise. Don’t spring unexpected, negative feedback on them in the review. [3]

As a manager, try to be flexible, lenient and compassionate. This helps to develop richer conversations and draws out issues you might have missed – the kind of things that are easier to observe in person.

Use one-on-one meetings to ask about wellbeing, what’s gone well since your last meeting, and any issues currently faced.

Remote and hybrid working can often be stressful. Make allowances for the challenges of remote and hybrid working, but not at the expense of performance and accountability, and encourage people to open up about their challenges.

On the other hand, recognize and celebrate team members who are engaged and work hard. This will help to combat feelings of isolation and boost motivation levels.

Conflict Resolution

Conflict in a remote team can be hard to spot. If you and your team members aren’t all present in the same place, you’ll likely miss a lot of the signs of tension. So, during one-on-ones and team meetings, keep an eye out for disparaging comments or dismissive reactions.

If you do spot the signs of conflict , have an informal one-on-one with each team member involved. This way you can hear people's concerns in a safe, confidential setting. Ensure you ask each party the same questions, to remain impartial. Encourage each party to be frank, while remaining respectful.

Also, look out for problems that have occurred at the same points in projects, time after time. They could have a common culprit, with whom you can engage to head off trouble in future.

When conflicts do break out, resolving them virtually demands active listening and empathetic communication. Encourage open but respectful dialogue through video conferences or chat platforms, allowing team members to express their perspectives without interruption. But be clear that all communication on the subject should be open, respectful and visible.

Brainstorming and Creativity

Engaging team members remotely in collaborative, cerebral tasks such as ideas generation can be challenging.

Possible difficulties include encouraging full and active participation , building on initial ideas, and helping people who are struggling with the digital tools.

But taking some simple steps can help you to make the most of the conversation:

• Keep meetings as short as practical and start with clear goals.
• Minimize participant numbers to keep the conversation focused and to allow everyone's opinions to be heard.
• Make use of online visualization tools such as Miro to capture, sort and build on ideas. And offer some tips for using them at the start of the session.
• Use breakout groups to encourage original thinking, which will also allow quieter team members to be heard.
• Stick to the agenda and watch out for off-topic chat.
• Arrange a follow-up session to present a summary and decide on next steps.

How to Create Opportunities for Meaningful Conversation

To promote meaningful conversations within remote teams, explore different channels and platforms.

Structured meetings serve as focal points for discussions on projects, goals and challenges. But you can supplement these with informal chats, via designated channels or by means of online “coffee breaks.”

These help to build rapport among team members. Virtual team-building activities like online games, collaborative projects, or virtual lunches can further strengthen a sense of belonging.

Successful initiatives in remote teams often revolve around proactive communication strategies. For instance, implementing a buddy system pairs team members for regular check-ins, promoting peer support and mentorship. Additionally, rotating facilitators for meetings encourages diverse perspectives and prevents monotony.

Establishing "virtual watercooler" spaces, where team members can engage in conversations unrelated to work, can also cultivate a sense of community. And encouraging feedback through anonymous surveys or dedicated feedback sessions empowers team members to voice concerns and suggest improvements.

These practices not only enhance communication but also contribute to a more cohesive and productive remote-team environment.

Managers play a crucial role in ensuring effective and meaningful communication within remote teams. So:

• Set clear expectations. Establish communication protocols, response times, and preferred channels to streamline communication and promote shared understanding.
• Use technology wisely. Communication tools should be tailored to the team's needs to enable seamless collaboration and information sharing.
• Encourage active participation. Foster inclusivity and engagement through structured meetings, brainstorming sessions, and feedback loops.
• Prioritize relationship building. Carving out time for virtual coffees, team-building exercises, and informal check-ins strengthens interpersonal relationships and fosters a sense of camaraderie.

[1] Meaningful Conversations Guidance, The University of Edinburgh. https://www.ed.ac.uk/sites/default/files/atoms/files/meaningful_conversations_guidance_april_2023.pdf

[ 2 ] The 7 biggest remote work challenges (and how to overcome them). Zapier.com. https://zapier.com/blog/remote-work-challenges/

[ 3 ] 5 Tips On How To Handle Tough Conversations With Remote Workers. Forbes.com. https://www.forbes.com/sites/markcperna/2022/03/22/5-tips-on-how-to-handle-tough-conversations-with-remote-workers/

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Overcoming Communication Challenges with Remote Team Members

Remote work has become a more popular alternative to the traditional workplace model, and this has brought about a number of advantages that can be applied to both employers and employees. Office-free workers enjoy greater flexibility in terms of time and work-life balance. However, for every upside, there can be a downside. Communicating and collaborating with remote teams can be challenging.

Effective communication is vital to the success of any team, and even more so for remote teams. Remote work’s lack of proximity to one another can make communication seem more difficult. It can lead to misinterpretation, frustration, and delays. It is, therefore, important to acknowledge these challenges and find a solution that will work for all members of the team. This article will identify some of the significant challenges remote teams face while communicating and collaborate effectively as well as how to overcome them.

Challenges to Effective Communication for Remote Teams

• Limited Face-to-Face Communication:

Remote teams can face communication challenges because they are not in a physical work environment like other teams. Unlike face-to-face communication, remote teams must rely on electronic communication tools that often make it difficult to pick up different emotions and non-verbal cues that are often instrumental in real communication.

There are a number of ways in which remote teams can overcome this challenge. For starters, try to make use of video conferencing, which can help to recreate the atmosphere of an office. This helps team members to interact with one another more efficiently, share their thoughts and perspectives and receive feedback. Make it a practice to have regular video calls or face-to-face meetings to build relationships with team members.

Another way to keep a face-to-face connection is by encouraging participation in non-work-related activities such as small talk, or social activities. When workers who are geographically dispersed interact on a personal basis, they are able to build stronger bonds that extend beyond work-related interactions.

• Time Zone Differences:

Remote teams often comprise people from various parts of the world, and this can make it difficult to schedule meetings that work for everyone. For instance, one team member may be on the east coast of the United States, while another is based in Asia, resulting in different time zones. Planning meetings during regular working hours that work as much as possible for each team member can be a huge challenge.

Efforts must be made to set a schedule that can manage time zone differences. Team members can agree on a time that is convenient for each member of the team. The team leader can also split meetings to ensure workers in different time zones can attend. For important meetings requiring intense participation from all members that require unsociable work hours, the team leader should seek consensus with the team before scheduling these meetings.

Time zone differences can also be handled by making sure that work is structured in such a way that team members have a clear understanding of project expectations, deadlines, and timelines. Thereby, it allows them to work independently, without needing collaborative efforts that necessarily require the participation of others.

• Ineffective Communication Channels:

Remote teams need to examine suitable communication channels that work for everyone. Often, remote teams rely on messaging apps, emails, video conferencing, and phone calls to share important information, discuss, and collaborate. It is important to recognize that each communication channel has its strengths and weaknesses and, therefore, requires a different approach for effective communication within a remote team.

Remote teams need to determine which communication channels work best for different tasks. Channel selection can be augmented by setting up communication protocols that specify each channel’s purpose and how it should be utilized. Trivial communications regarding project status updates or requests for feedback can be communicated via email or instant messaging. A longer conversation involving multiple topics, requiring dialogue and open discussion, may be better suited for a video call.

• Misunderstandings Due to Virtual Communication’s Nature:

Remote communication differs in many respects from face-to-face communication primarily due to the lack of physical cues. Electronic communications tools can be challenging to interpret, making misunderstandings common place, and potentially increasing tensions between team members.

Remote teams need to understand that virtual communication is fundamentally different from face-to-face interaction, and the limitations that come with it. To help reduce misunderstandings arising from remote communication, care and specificity are essential. For instance, using clear, precise language that leaves no room for misinterpretation is crucial to effective remote communication. Furthermore, acknowledging and clarifying instructions or questions before diving into a discussion, can eliminate any confusion and ensure that all parties are working toward the same goal.

• Cultural Differences:

Remote teams often have members from different backgrounds, including cultural. The unique customs and norms of any given culture may have an impact on communication style, etiquette, and tone. Failing to recognize these differences can lead to miscommunication and misunderstandings.

Remote teams need to acknowledge and acknowledge cultural differences to overcome communication-related challenges that arise from cultural differences. They can do this by setting up guidelines for communication styles that encourage respect for cultural diversity. The team management can encourage regular conversations around cultural norms and beliefs and provide better insights into the communication styles common in their respective cultures. Such exercises strengthen team members’ understanding of others’ needs and aid team members as they work together and interact across diverse cultural barriers.

• Lack of Accountability:

While remote workers may have more autonomy, they can also have more of a challenge, especially when things don’t go as planned. Remote teams can find accountability challenging as it can be difficult to stay on top of each member’s progress when working remotely.

A straightforward way to overcome this challenge among remote teams is to establish clear guidelines and responsibilities, deadlines, and work expectations for each team member. Further, establishing a comprehensive progress tracking mechanism can help keep everyone on the same page. Team leaders may consider conceptualizing a system of accountability for each worker’s progress, schedule regular check-in’s to monitor progress and use tracking software to measure progress.

• Lack of Clarity on Roles and Responsibilities:

When working remotely, team members may find it difficult to determine who is responsible for specific tasks. This can lead to confusion, duplication of efforts, and missed deadlines.

Remote teams should establish clear roles and responsibilities for team members. This can include expectations for communication, deadlines, and deliverables. Additionally, it is essential to have a clear project management system in place, such as a task management tool or project management software that allows all team members to access the project, contribute, and track the progress of tasks.

• Isolation and Disconnect:

Remote work can be lonely at times, and if team members feel disconnected from the team or the company, they can become disengaged and demotivated. Social isolation can have a severe impact on an individual’s mental health and productivity.

Remote teams need to acknowledge the importance of social connections and actively seek ways to foster a positive, inclusive team culture. By creating virtual opportunities for team building events, virtual parties, and socializing, team members can build relationships and maintain a sense of connection and belonging beyond the work-related track.

• Technical Difficulties:

Remote work relies on technology, so it is essential to have the appropriate tools in place. Technical difficulties such as server outages, network disruptions, or software malfunctions can not only cause delays but can also hinder productive teamwork.

Remote teams need to ensure that the technology used is reliable and that everyone can access it smoothly. IT support should be available to help members resolve technical issues or provide training for new technologies. Additionally, teams should regularly review the technology used, upgrade software if needed, and plan for backup solutions if technology issues arise.

• Managing Conflicts Remotely:

Conflict is inevitable throughout any team environment, including remote teams. Remote teams may find it challenging to manage conflicts due to a lack of face-to-face communication and the inability to read body language correctly.

Leaders should encourage open and direct communication among team members to resolve any conflicts that arise quickly. Managers must establish specific protocols to deal with team conflict, such as formalized feedback processes or mediations. Communication about team cohesion and potential areas of conflict should be ongoing to foster a more harmonious and effective team and avoid intra-team conflicts.

• Language Barriers:

Language differences can cause significant difficulties in communication. It can create misunderstandings and result in poorer collaboration.

Remote teams must be aware of the language challenges and work towards creating effective solutions. Team leaders can arrange language tests for team members or provide translation services if working across language barriers. Clear and unambiguous language is also crucial to ensure the language used is familiar to all team members, reducing second-guessing and misunderstandings.

• Trust Issues:

Trust issues in remote teams are common due to the lack of physical interaction as team members cannot be observed working or socializing with other team members.

Trust should be built slowly over time as team members become more acquainted and familiar with each other. By enabling transparent communication that includes sharing regular updates and progress, remote teams can stay informed and build trust over time, creating an environment of transparency and accountability that inspires confidence in all team members.

• Inconsistent Communication:

Remote team members’ communication often lacks consistency, leading to misinterpretations, confusions, and in worst cases, missed deadlines, and project scope drift.

Establishing consistent communication protocols such as check-ins and updates ensures everyone is on the same page. Automatic notifications of critical updates, using a messaging tool or project management software, can help keep everyone in the loop. Lastly, adopting a standard vocabulary for project and process terms can clarify any inconsistencies among team members, improving understanding and overall alignment.

Remote work can lead to burnout as team members work longer hours, effectively extending the workday, without the physical separation between home and office life.

Establishing clear boundaries between remote work and personal life hours is incredibly important to avoid burnout and allow team members adequate rest. Encouraging breaks and time out to step away from their work and disconnect does wonders for productivity. Lastly, offering opportunities for professional development and training to improve their skills would benefit both team members and the organization.

• Goal Misalignment:

The lack of face-to-face communication can lead to significant challenges in goal alignment among team members.

Achieving goal alignment in remote teams requires excellent management and communication. Clear communication of goals, objectives, and the expected outcome is critical to avoid misunderstandings and misalignment. Employing a tool that measures progress and performance against the set goals could help develop individual skill capabilities and align team members more productively.

In conclusion, communicating effectively as a remote team presents its challenges. The physical distance and reliance on technology require remote teams to adapt, develop, and refine their communication strategies continually.

By addressing key communication challenges such as limited face-to-face interaction, time zone differences, ineffective communication channels, and misunderstanding, remote teams can ensure that all members work towards common goals effectively.

Additionally, remote teams must prioritize creating a work environment that fosters connection, transparency, and trust among team members. By putting in place measures that encourage accountability, foster culture alignment, and increase engagement, remote teams can combat communication challenges, boost productivity, increase participation, and ultimately meet their team goals.

As businesses look towards the future of work post-COVID, understanding and overcoming communication challenges in remote teams may become an important undertaking. By instilling these best practices and communication protocols, remote teams can bridge the gap and maintain effective communication, thereby achieving their goals and objectives.

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Remote Team Challenges: Tips to Overcome

Explore the dynamics of remote teams, their challenges, and strategies for effective collaboration and productivity in a virtual work environment.

Definition of a Remote Team

The evolving business environment, characterized by rapid digital transformation, has brought about a significant shift in organizational structures. Remote teams, also known as virtual or disparate teams, have become the new norm.

Consisting of individuals who work together from different geographic locations, these teams use digital communication tools, virtual platforms, and advanced project management techniques to ensure a smooth workflow. These are remote employees or members of creative teams, collaborating on tasks and projects without the need for a traditional office setting.

These teams can include various arrangements, such as purely remote employees, hybrid teams where some members work on-site while others work remotely, or entire teams that operate remotely, adapting to the business environments they find themselves in. The rise in remote teams has also seen the advent of remote managers who must navigate the unique challenges this remote environment presents.

Photo by Priscilla Du Preez on Unsplash

However, operating within these remote teams isn't without its common challenges. The dynamics of human interactions are inherently changed in the absence of an office setting, giving rise to potential difficulties in maintaining company culture, fostering effective communication, and promoting team spirit. However, the innovative use of technology and a comprehensive employee experience plan can overcome these obstacles.

Remote teams often conduct virtual meetings using video conferencing platforms, creating a virtual format that mimics an in-person event. To offset the feelings of isolation, these meetings often kick off with virtual icebreakers or conversation starters, fostering a sense of community and camaraderie. Moreover, the use of video meetings helps retain some semblance of social interactions, which is integral to a team's success.

Remote managers can arrange for a dedicated HR manager to implement recognition initiatives and programs to celebrate achievements and milestones. Activities such as an online team-building game or a murder mystery online team event can stimulate friendly competition between colleagues and teams. Virtual trivia can also be an entertaining and engaging way to encourage collaboration and enhance the remote team-building experience.

Building on these ideas, remote team-building activities can range from a virtual escape room challenge facilitated by a game master to a fitness challenge promoting health and well-being.

These activities can be hosted on an online platform, such as the Confettionly Platform, and can include an array of options. For instance, virtually-hosted team pursuit activities, outdoor team-building challenges, and the thrill of pub trivia can all add an element of fun to regular team routines.

Furthermore, utilizing a list of survival tools, like reliable technology and innovative video conferencing platforms, can help ensure the smooth running of remote teams. The challenges of disparate time zones can be managed with strategic planning of meetings across time zones, ensuring every team member feels included.

Moreover, to foster personal connections in a virtual environment, managers can organize virtual events like costume parties or baking parties. These events can be excellent avenues for sharing insightful stories and creating emotional connections that transcend remote office life.

Challenges in Remote Teams

Remote teams, with their blend of remote employees, hybrid teams, and entire teams working outside the traditional office setting, have become a cornerstone of the evolving business environment. However, operating in such a remote environment brings forth several common challenges that can impede the team's overall productivity and harmony.

These challenges are most felt in the area of communication, both in terms of frequency and quality. Remote managers need to employ various communication tools to ensure that all team members, whether they're part of larger teams or specialized human resource teams, remain on the same page.

The reliance on digital communication over face-to-face conversations can sometimes lead to misunderstandings and feelings of isolation among team members. This makes fostering emotional intelligence a necessity in such settings.

Moreover, maintaining a cohesive company culture remotely is another pressing issue. The absence of daily physical interactions and shared experiences can create a void that is hard to fill. To combat this, organizations often host virtual events like online games, costume parties, and baking parties to create emotional connections and foster personal connections.

Virtual meetings and video conferencing have become the new norm in such settings, serving as essential communication touchpoints. However, they also bring their own set of issues, including the daunting task of coordinating across different time zones, the need for reliable technology to ensure smooth conduct and the challenge of making these meetings engaging and productive.

To address the latter, remote managers often resort to absurd icebreaker questions and quick icebreaker activities at the beginning of the meetings. This not only makes the virtual meeting fun but also helps to alleviate any potential awkwardness.

On the other hand, the lack of shared physical spaces can also lead to collaboration challenges. Virtual team building activities, like virtual escape challenges led by a game master, murder mystery online team events, or outdoor team building challenges, are popular ways to promote teamwork and friendly competition. However, the effectiveness of these activities often depends on the choice of the virtual platform and the specifics of the online team game design.

Even with these efforts, keeping remote employees motivated and connected is one of the biggest challenges remote teams face. From a virtual trivia competition to a more comprehensive employee recognition program, various strategies aim to create a remote employee culture that values contribution and collaboration. However, their success often depends on the remote managers' emotional intelligence and the team's willingness to participate and engage.

In sum, while the rise of remote teams has opened up new opportunities for flexibility and inclusivity, it also presents a unique set of challenges. Overcoming these challenges requires innovative solutions, a dedicated effort from all team members, and a strong commitment to maintaining a vibrant and effective team culture.

Communication Challenges

Communication poses one of the most common challenges for remote teams. Misunderstandings can arise due to the absence of physical cues available in personal conversations, leading to feelings of isolation and miscommunications. Language and time zone barriers further exacerbate this issue, making real-time interaction difficult.

Establishing Effective Communication

To overcome these issues, remote managers should prioritize establishing effective communication. Frequent icebreakers, strategic ideas for communication touchpoints, and leveraging innovative video conferencing platforms for video meetings can help minimize confusion and promote clearer conversation. A handy list of communication tools can assist in real-time, track project progress, and ensure a more comprehensive employee experience.

Overcoming Language and Time Zone Barriers

Scheduling meetings across time zones and ensuring everyone has access to reliable technology can help overcome language and time zone barriers. Tools that support multilingual communication and transcription can also be invaluable for remote teams with linguistic diversity.

Minimizing Miscommunications and Confusion

Promoting communication skills training and emotional intelligence within the team can further minimize miscommunications. Digital communication tools should be leveraged, and each interaction should be used as an opportunity to clarify and align team members to reduce confusion.

Collaboration Challenges

Collaboration challenges often surface as one of the biggest obstacles in virtual teams, a collective of remote employees and hybrid teams working together from different geographical locations. These challenges can stem from a variety of factors, including differences in time zones, the absence of face-to-face interaction, and potential misunderstandings in digital communication. However, through the effective use of communication tools and the development of robust communication skills, these challenges can be significantly mitigated.

Remote managers play a crucial role in fostering collaboration among team members. They often employ various strategies like initiating conversation starters at the beginning of video meetings, promoting regular 'happy hours' for social interactions, and organizing virtual events to encourage team bonding. Using innovative video conferencing platforms and other virtual tools, these managers try to recreate the collaborative atmosphere typically found in an office setting. Yet, even with these efforts, the common challenges of remote environment persist, necessitating more comprehensive solutions.

One popular approach to fostering collaboration is through virtual team building activities. These activities range from online games to more complex challenges like a virtual escape event or an outdoor team building challenge, all designed to foster a sense of teamwork and friendly competition. Creative teams often go a step further by developing their own online team game designs, while other teams might opt for pre-planned events like a murder mystery online team event, or join virtually-hosted team pursuit activities.

Virtual trivia games can also serve as a great tool for collaboration and engagement. Whether it's a weekly trivia event, French stereotype trivia, or Parisian trivia, these games often result in lively and fun sessions, reducing feelings of isolation among team members. However, the key to the success of these virtual team activities lies in their execution, which must be well-planned and considerate of the various needs of the team members, such as their time commitments and personal schedules.

Project management in remote teams is another area that can pose collaboration challenges. Utilizing team collaboration software that allows real-time, track project progress can be a game-changer in such scenarios. Managers can further augment these tools with frequent icebreakers and virtual meeting fun to promote a relaxed, collaborative environment.

Additionally, promoting a strong remote employee culture is crucial for overcoming collaboration challenges. Recognition initiatives and programs can play a significant role in this, encouraging employees into recognition behavior that appreciates and rewards teamwork. Similarly, having dedicated HR managers for remote teams can ensure that the team's needs are being met, and the company culture is being upheld.

In conclusion, despite the common challenges faced by remote teams, effective collaboration is achievable. It requires a balanced mix of technology, emotional intelligence, and creativity from both managers and team members alike. The reward is a cohesive, productive team capable of overcoming the barriers of their remote environment and achieving their intended goals.

Promoting Collaboration Across Teams

Remote teams often struggle with promoting collaboration across teams. The lack of social interactions that naturally occur in an office setting can lead to reduced trust among team members and impede collaborative efforts.

Establishing Mutual Trust Among Team Members

To establish mutual trust among team members, it is crucial to conduct team-building events and activities. Regular virtual meetings and creating spaces for informal conversations can also help. Activities like virtual trivia, online team-building games, and remote team-building activities can foster friendly competition and build bonds between team members.

Leveraging Technology to Facilitate Collaboration

Team collaboration software can facilitate remote collaboration. Tools like shared calendars, project management applications, and document collaboration platforms can help streamline workflows and keep the team on the same page.

Transform your virtual meetings with Dive , the AI-powered meeting tool designed to elevate your productivity and efficiency. Dive streamlines your meeting processes, automates task allocation, and ensures every meeting is value-driven. With features like real-time transcription , actionable insights , and automated follow-ups, Dive is the future of efficient and effective meetings. Enhance collaboration and decision-making with Dive.

Productivity Challenges

Productivity challenges pose a significant concern in virtual teams, encompassing remote employees, hybrid teams, and even entire teams that operate remotely. From disparities in time zones to the absence of the office setting, numerous factors contribute to these challenges. Overcoming them requires the strategic use of communication tools, honed communication skills, and a considerable amount of emotional intelligence from both remote managers and team members.

Virtual meetings and video conferencing have become essential tools for team collaboration in a remote environment. However, these digital communication platforms can sometimes be impacted by unreliable technology, leading to interruptions and delays that can significantly hamper productivity. Hence, the availability of reliable technology, along with a suite of virtual tools, is a crucial component in facilitating smooth and efficient remote meetings.

One of the most common challenges for productivity in remote teams is the lack of real-time interaction and social interactions. This can lead to feelings of isolation and disconnect, which can adversely impact an individual's motivation and productivity. In response to this, many remote managers have begun incorporating virtual activities such as online games and virtual team building activities into the team's routine. These activities, along with virtual events like virtual happy hours or a virtual costume party, can create opportunities for team bonding, fostering personal connections that can boost morale and consequently, productivity.

Virtual team building games, from virtual trivia to a pre-planned virtual scavenger hunt, offer a blend of friendly competition and fun. Teams might also venture into outdoor team building challenges or participate in virtually-hosted team pursuit activities, adding variety to their team building repertoire. Popular team building activities such as these not only create an enjoyable remote office life online but also inspire creative teams to engage and collaborate effectively, leading to a productive remote employee culture.

Remote managers often utilize innovative video conferencing platforms and virtual platforms to conduct remote meetings. They may also use conversation starters or absurd icebreaker questions to kick off meetings, setting a positive tone and promoting open communication. This can often lead to future conversations that are more comfortable and effective, resulting in a more productive team environment.

Effective project management is another critical aspect of maintaining productivity. Using team collaboration software that allows real-time tracking of project progress, managers can effectively coordinate tasks and ensure everyone is on track. Meanwhile, having dedicated HR managers for remote teams can provide a comprehensive employee experience, aiding in workflow solutions and remote onboarding solutions.

Lastly, recognizing and celebrating team members' achievements can have a significant impact on productivity. Managers can encourage employees into recognition behavior through recognition initiatives and programs, celebrating the team's successes and boosting morale.

Ensuring Everyone Is Working Toward Common Goals

In remote environments, it can be challenging to ensure everyone is working towards common goals. Remote managers must clearly communicate the team's goals, deadlines, and expectations, and use project management tools to track progress in real-time.

Keeping Everyone Focused and Motivated

Remote team members might struggle to stay focused and motivated due to distractions in their personal environments. Promoting a healthy work-life balance, providing flexible working hours, and acknowledging employees' efforts can enhance motivation. Recognition programs and initiatives can be powerful tools to motivate remote employees.

Photo by Kevin Bhagat on Unsplash

Building a Company Culture in a Virtual Environment

Building a strong and resilient company culture in a virtual environment poses unique challenges and opportunities for remote teams. Fostering a sense of unity and shared purpose amongst remote employees scattered across different locations and time zones necessitates strategic planning, emotional intelligence, and the innovative use of digital tools by remote managers and the entire team.

In place of the physical proximity and spontaneous interactions offered by a traditional office setting, virtual meetings, video conferencing, and a variety of online platforms provide vital communication touchpoints. They act as the conduit for digital communication, fostering the team's connection and maintaining the flow of ideas within the virtual team. Furthermore, virtual team activities, like online team building games and virtual team building challenges, can be a fun and effective way to cultivate a sense of camaraderie and combat feelings of isolation.

A virtual team building experience, which could involve a friendly competition in a virtual trivia game, or the thrill of a pre-planned virtual scavenger hunt using a dedicated virtual scavenger hunt app, allows team members to interact and bond in a relaxed, non-work setting. Other popular team building activities can include a murder mystery online team, or virtually-hosted team pursuit activities organized by professional companies like Outback Team Building & Training. Remote managers might even incorporate a creative twist with French Stereotype Trivia or Parisian Trivia, or keep the competition going with weekly trivia.

Building a remote employee culture that feels connected and engaged also depends on frequent informal interactions. Quick icebreaker activities or absurd icebreaker questions at the beginning of meetings can pave the way for more open communication and future conversations. Virtual happy hours, costume parties, or baking parties can bring a taste of social events from the office setting into the remote environment, fostering personal connections amongst team members.

For remote teams to operate smoothly and productively, they require reliable technology and team collaboration software, capable of supporting real-time interaction and tracking project progress. But beyond the logistical aspects, a robust company culture in a remote environment also depends on the recognition of employees’ achievements. Recognition programs and initiatives can motivate employees, creating a culture of appreciation and positive reinforcement.

Setting Expectations for Performance and Behavior

Setting clear expectations for performance and behavior is key to building a robust company culture in a virtual environment. Remote managers should set these expectations from the start during the remote onboarding process, with a dedicated HR manager to ensure these are met and regularly reviewed.

Engaging in Virtual Team-Building Activities

Engaging in virtual team-building activities is crucial for fostering a positive remote culture. Virtual events like baking parties, costume parties, and online trivia competitions can foster personal connections, make virtual meetings fun, and improve team morale. Additionally, the team can use an online platform or a virtual platform like Confettionly Platform for these activities.

Nurturing Emotional Connections

Emotional connections between team members should be nurtured.

This can be done through regular check-ins, providing opportunities for team members to share personal stories, and encouraging team members to express their emotions freely. Regular virtual happy hours can also serve as a platform for these interactions, providing insightful and success stories that bring the team closer together.

The biggest challenge in maintaining virtual teams is ensuring that the entire team feels valued, connected, and committed to the organization's goals. But with a strategic approach, the right tools, and a culture of respect and empathy, remote teams can be just as effective, if not more, than traditional teams. The future of work may be remote, but it is certainly filled with potential for growth and success.

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Overcoming The Communication Barriers in Remote Work

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Remote work communication is a hot topic, especially as the number of workers choosing to work remotely has increased by 24% since 2021.

It’s easy to see why remote work has exploded in popularity. Not only does it offer increased flexibility and reduced commute time/expenses, but it also allows companies to access global talent. On the flip side, remote work also introduces new challenges, such as the steep learning curve to overcoming remote communication barriers. Many first-timers are discovering that remote work management is a unique art that is very different from the experience of working with on-site employees. You must take a new approach to hiring, training, and communicating from the ground up to remain competitive in your industry.

As such, the best time for companies to consider remote work communication is now! Whether you’re a beginner to remote work, are looking to implement hybrid work solutions, or simply want to refresh your knowledge—this article will have the answers you’re looking for. We’ll explore how communication commonly fails in remote settings and present five strategies for overcoming them.

Why is Effective Communication in Remote Work so Challenging?

Remote work settings can experience unique communication issues such as:

• A lack of face-to-face interaction
• Different time zones and work schedules
• Over-reliance on digital communication tools
• Language/cultural barriers
• Lack of non-verbal communication (such as body language/facial expressions)

On the other hand, physical work locations, such as offices, enjoy a great deal of open dialogue. The constant mingling of team members and managers provides a platform for communal chatter, such as in break rooms or workspaces.

In this environment, if someone has a query or concern, they only have to mention it in passing to the relevant person. In contrast, a remote setting requires the 2 team members to have an open communication channel and to both be online before they can communicate in real-time.

However, working remotely also has its advantages , such as increased flexibility and autonomy, the ability to work from anywhere in the world, and reduced commuting time and costs. Additionally, remote work has been shown to increase productivity and reduce stress levels in some individuals. However, it is important to ensure effective communication is in place to fully reap these benefits.

As you can see, the manager in the remote space will have to take an entirely new approach to effective communication within their team.

How to Identify Your Main Obstacles to Communication

Getting started in remote work can seem like a mountain of challenges to overcome. However, with the right attitude and resources, anyone can improve their workflow.

Managers new to remote work may want to reflect on their experiences working with on-site employees. For example, they may consider what factors contributed to communication breakdowns and whether they were related to technology, language barriers, or cultural differences. Alternatively, they could ask for feedback directly by conducting surveys and interviews with employees, therefore helping to identify common obstacles and areas for improvement.

More experienced remote managers may want to focus on the technological side of things. For instance, evaluate your digital communication tools to ensure they are reliable and free of technical issues. To go one step further, you could analyze communication metrics on these apps, such as response times, the volume of messages, and engagement rates.

5 Strategies for Overcoming Communication Barriers

Whether you’re moving to fully remote or implementing hybrid work solutions , here are some best practices that can help your team communicate more effectively.

Embrace Digital Tools

According to a 2022 Business Communication Report by Project.co, online tools account for 45% of daily communications between employees. That’s considerably higher than emails (at 30%), and face-to-face interactions (at 12%). Perhaps even more surprising is the placement of phone calls, which make up just 6% of all business communication in the report.

The key takeaway is that to thrive as a remote company, you must adopt some form of digital communication solution. Many businesses opt for a cloud communications platform, as you can usually access these from anywhere in the world as long as you have a reliable Internet connection.

Vonage alternatives like Dialpad provide unlimited global VoIP calls and seamless integration with other business tools, such as Zapier or Microsoft teams. On top of this, it also offers a unified communication platform, incorporating phone calls, video conferencing, and instant messaging. 

A digital platform like this allows your team to connect wherever they are and provides many other benefits. The numerous integrations make it easy for various teams to plug it into the digital tools they already use, making adoption easy. What’s more, as Dialpad compiles different communication channels, it improves remote communication, as the likelihood that communications are missed or forgotten is significantly reduced. 

Ensuring everyone has a high quality headshot can personalize internal communications, and virtual tools now make headshots easier than ever. Another useful digital tool for remote teams are webinar platforms , which allow for interactive presentations and discussions, making them ideal for team meetings, training sessions, and client presentations.

Build a Strong Team Culture

The best remote teams are those that can maintain a close-knit team culture in the face of the geographic disparities that keep individuals apart. But how can you foster a strong team culture in your remote workplace? Try following these steps:

• Set clear expectations: Every individual should know what is expected of them, their project timelines, work hours, and communication protocols.
• Host regular meetings: Open and transparent communication, such as video conferencing, can give everyone the chance to contribute.
• Promote collaboration: Digital collaboration tools such as project management software and shared documents can facilitate seamless collaboration and teamwork.
• Recognize achievements: Celebrate team successes and recognize individual achievements to motivate team members to keep working toward their goals.
• Organize team-building activities: Reinforce company values by hosting communal activities like online games, virtual happy hours, and team challenges. This will help foster a sense of community and reduce feelings of isolation among remote team members.

Ultimately, building a strong remote work culture is about the same values of transparency, honesty, and respect that you will be familiar with in managing any team. The main hurdle is translating this across to a digital environment and getting the most out of your technology solutions.

Improve Communication Skills for Managers

Communication strategies start and end with management. After all, if your managers refuse to follow established protocols, then it will only be a matter of time before employees fail to communicate properly too.

To avoid this, your managers should have all the tools available to them in order to cut down on time-consuming processes. For instance, if your communication app goes offline due to a technical error, you should have a backup communication channel for reaching out to team members. Even time saving-features like templates for Gmail can help maximize productivity. 

And to avoid extensive micromanagement, managers should be trained on how to use automated workflow apps and employee productivity tools.

Hopefully, this will free up time for your managers to engage in more constructive endeavors, such as providing training & development sessions for employees. Make sure to instruct your team supervisors on the best methods for communication, such as practicing active listening, empathy, and providing constructive feedback.

You should also offer a dedicated portal for team members to report feedback or complaints about company policy. Anonymous responses will always be the most honest and can provide insights into areas for improvement. Make sure to advertise these feedback mechanisms to your employees so you can continuously learn about the challenges facing your workforce.

Develop Cross-Cultural Communication

Remote teams are not constrained to a single geographic area, which means that team members may come from different countries, speak different languages, and follow different cultural norms.

Be mindful of these differences in communication styles, including language and nonverbal cues, and provide training to your team members as necessary. Try to avoid making assumptions based on limited information, and seek solutions that will make conversing with one another easier. For instance, you may want to offer a real-time translation tool or pair team members living in the same time zones to work on projects together.

Another consideration to bear in mind is the inaccessibility of international calling. In many cases, the pricing for global telephony calls can be extremely expensive, making it an unviable option for remote workers in a dispersed team. You may want to search for something along the lines of “ how to get virtual phone number ”, to make that switch to more affordable VoIP calling.

However, effective communication in remote work is not just limited to within the team. Clarity in client communication should always be considered. Remote work settings may face additional challenges when communicating with clients , such as different time zones, cultural differences, and language barriers. Therefore, it is important for remote managers to develop communication strategies that consider these factors and ensure effective communication with clients.

Measure Communication Effectiveness

A positive of working with technological solutions in remote workspaces is that you can access a wide pool of data from which you can draw conclusions and evaluations. Make sure to identify and track the key performance indicators (KPIs), metrics, and processes that provide insights into the quality and impact of communication. Here are a few to get you started:

• Response times: Measuring how long it takes team members to respond to messages or emails can provide insight into bottlenecks or delays.
• Message volume: The number of messages/emails exchanged gives you a window into the hours when your team is most active.
• Meeting engagement: Factors like meeting length, attendance, and agenda completion are all indicative of the engagement rate of your employees .
• Feedback surveys: Asking team members for their direct input can help identify the lesser-known obstacles or pain points.
• Project completion rate: Measuring the percentage of projects completed on time and within budget will give insight into how well team members collaborate and highlight any issues.
• Customer satisfaction: If you’re dealing with a customer-facing remote role, you may want to ask your customers directly about their experiences.

Altogether, tracking and monitoring these KPIs will bring you one step closer to a remote team that is happy, productive, and successful.

The Future of Remote Work Communication

The accelerating shift toward remote work is making effective communication a more important topic than ever before. To the biggest businesses and enterprises, it is clear that communication plays a critical role in the success of remote teams. The question now is, which businesses will successfully make this transition, and how will they do it?

The answer lies in identifying your team’s particular problems and adopting the correct technology as it evolves and improves. Building a close-knit company culture is also essential, as it helps promote collaboration and team morale. Whether you’re looking to successfully start a business or improve your current processes, the responsibility starts and ends with management. Embracing change and improvement will help your company thrive and succeed in the long term.

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It’s more common than ever  for teams to work remotely and if you happen to work in a such team, you can quickly notice that along with many benefits, remote teams also face unique challenges, such as remote team communication.

The good news for you as an employer is that having a remote team provides you with access to a talent pool which is not restricted by location. As an employee, there’s good news too, one is, you have the freedom and flexibility to work without having to commute or stay away from family. But that’s just on paper, in real life, things are a bit different.

If your team doesn’t meet face to face, then there’s a pretty high chance that communication will suffer. If team members are siloed, you might as well forget about mutual trust and collaboration and with remote teams, it’s usually difficult to see which workers are overwhelmed with work and those whose skills are underutilized. 

But in spite of these and many other challenges, all manners of stats have shown that remote work is here to stay. Because more and more companies are seeing that the advantages far outweigh the challenges of having a remote team. 

Why should you even care about remote work?

Because the numbers don’t lie. The stats say there’s a steady rise in the number of people jumping on the remote work bandwagon in the US. More and more companies, especially new ones are seeking freelancers and independent contractors driving the demand for remote workers up by 81 percent between 2014 and 2017 according to data from Upwork.  

A 2017 Employee Benefits Report by the Society for Human Resource Management revealed that over 60 percent of companies now offer telecommuting benefits to those who want it. 

Research by Nicholas Bloom, a Stanford professor of Economics has also shown that remote work actually works, it decreases worker attrition and increases productivity. He pointed out in his research that remote workers concentrate better and on the average took less sick days or prolonged breaks when compared to their on-site counterparts and it saves employers about $2000 per annum, per employee, on real estate costs.  

Remote work’s major downside: Miscommunication

In simple terms miscommunication arises when we are unable to understand one another in a way that drives progress in the direction of the overall goal of the company– that goal could increase in sales for instance, or increase in word-of-mouth adverts etc. 

These communication challenges are even more pronounced with companies that work with remote teams and expectedly the damage from such challenges is much more severe. 

Various studies have pointed this out, one such study published by the Harvard Business Review shows that remote workers who don’t get to interact well and as such always get incomplete stories and never the full picture are more disconnected or alienated when compared to onsite workers.

How can you solve these communication issues as a team leader? How do you ensure that everyone is being carried along, contributing their quota, working towards a clearly communicated overall goal?

One way is to simply scrap the concept of remote teams in its entirety and ensure that all employees are on site, after all you’ll get to interact with them physically. But that’s not going to be easy, worker attrition will increase and you’ll lose valuable talents. 

So the only other feasible option is to identify the issues, their effects and lay out clear, time bound strategies to solve such problems. And finally to double down on those strategies. 

Here are 4 communication problems leaders encounter with remote teams and some ways to solve such problems.

Issue #1: Lack of face-to-face interaction

If you’ve closely observed the way we interact as human beings, you would realize that our most important communications are done without words. 

In fact, experts have argued that 70 percent of communication is non-verbal and that includes workplace communication. “What are non-verbal cues,” you might ask “and how come they are so important?”

For starters Body language can tell you how urgent or serious an issue is; depending on the situation, eye contact can convey confidence or sometimes lack of it; appropriate facial expressions can show approval or disapproval; firm handshakes exudes trust, confidence and loyalty; tone of voice can express worry, fear or concern; gestures and movements can show enthusiasm. I can keep going but I suspect you get my point already.

With remote teams, unfortunately, most of these subtle hints are usually lost, because most interactions occur virtually via email, chats, calls,  and even if you have a video conference call you only see what the screen shows you, thus there’s usually a hindrance to accurate flow of information through the company’s structures.

Change the way you hire remote workers

The best place to gain an insight into how well a person communicates is during the interview process, so take advantage of this opportunity to see how well a prospect can sell herself. Make sure communication skills rank highest among your hiring criteria.

Some might argue that one interview is not enough to form an opinion on how well a person can communicate, if you share this sentiment, then you can consider having more than one interview.

After your initial rounds of interviews, you should now be able to gauge how well they communicate via writing, on calls, and other virtual means, but that’s not all, ask if they are down for an in-person interview, you’ll learn a lot from a face-to-face interaction with them.

To have a well balanced opinion on the prospects being interviewed it might help to have several persons conducting the interview so that each can score the prospect and then you can take an average of the scores to make a choice.

Set the tone for Communication

If you’re a team leader, you need to understand that your team will find it easier to follow your footsteps if they see that you’re an effective communicator, so the onus is on you to set the kind of example you want them to emulate. Give them updates on a regular basis, check-in with them on their various projects, write your emails the way you want them to write theirs. 

Be very clear about how you want your team members to communicate. Provide written guidelines on what kind of messages need to be sent, to whom and when. Provide written guidelines on how team members are expected to communicate with one another. This will help to remove any ambiguities that they might occupy their minds and also make it easier for them to ask you questions about communication.

These guidelines are even more necessary if you have a diverse team scattered across different cultures, continents and time zones. You’ll do well to acknowledge any cultural, time or language barriers and suggest ways to interact effectively in spite of them. For example, if there are some team members who are English as a Second Language ESL speakers you might want to discourage the use of slang in the team.

If circumstances permit, at least once a year, try to convene a meeting of some sort where the whole team gets a chance to meet face-to-face. 

Without technology virtual teams would be dead on arrival. Take advantage of tools and software that make communication easier, faster and much more seamless. Below is a list of some tools that your remote team can take advantage of, 

• Chat tools: Slack, Twist, Google Hangouts
• Screen recording tools: Loom, Camtasia, Screencastify, Screenflow
• Project management: Asana, Basecamp, Podio, Trello, Jira
• Web and video conferencing tools: Zoom, Krisp, Cisco Webex, Google Meet
• Collaboration and prototyping tools: Adobe XD, Evernote, Google doc, Invision, Marvel
• Scheduling tools: Meetingbird, Calendly, WhenIsGood, Doodle
• Workflow automation tools: Integrify, Zapier, Flokzu, Microsoft Flow, Monday

You might need to saddle someone on the team with the responsibility of researching all the possible tools and determining which will be the best fit for the team. Once you’ve settled for the tools you consider most suitable, then provide adequate training to make sure everyone is using them to their fullest capacity.

Issue #2:  Technology malfunctions

Like we said earlier, technology is the oxygen that remote teams depend on, cut off their supply of oxygen and they’ll die a slow but sure death. That said, there’s hardly anyone you know who has never experienced a malfunction with a certain software or a WiFi connection at some point or another, sometimes it even happens during an important virtual meeting. At other times you might it difficult to hear due to some background noise from an electrical appliance, and there goes your seamless communication.

It sure sounds counter-intuitive, but having bad WiFi happens to be worse than having no WiFi at all. So plan for this likely mishap by budgeting for hardware solutions such as a dedicated bandwidth and if that also fails have plans for an audio non-VoIP conference call.

If you’re like me, you need some amount of quiet to be able to think straight and get any meaningful work done, you can use Krisp to cancel out background noise and enjoy your virtual meeting or work.

Issue #3:  It’s a scheduling nightmare

If you have a team that’s scattered across several time zones, such that some members’ night time is your day time, it might be a real hassle to find a common meeting time that works well for all parties. It will mean that someone on the team will always have to sacrifice by meeting outside the normal business hours. They have to wake up in the middle of the night tired, groggy and clearly stressed out, this inhibits productivity and can whip up tensions in the team 

Also, it makes it difficult to monitor how your team is working. Are they working the required hours or are they slacking off? Are they answering customer support questions in a timely manner or are they delaying it? Because if you’re in Chicago you might find yourself waiting longer for a remote worker who’s probably asleep in Moscow to respond to an urgent email.  

One way to get around this problem is to make a point of rotating the meeting times so that all members get to sacrifice at some point rather than having permanent meeting time where just a few people will have to sacrifice all the time. It helps to preinform the team members about this before they join the team. 

In cases where time differences make it impossible to settle on a meeting time that works for all, you can split the group and have separate meetings or have it with the members who can make it and  then record it for those who can’t attend live so they can watch it on their own time.

Rather than collect feedback during the meeting, ask members to submit them via email, that way everyone gets the opportunity to contribute, including those who could not make the meeting live.

Make sure all important announcements are made by emails, even if they had been made during the meetings.

Issue #4:  Keeping tabs on your remote workers

Trying to get remote workers to accomplish assigned tasks, effectively, on time, and up to spec, can feel a lot like shouting into the wind because you don’t get to see them physically and monitor the work they claim to be doing. 

And for those who claim to be working, you’ll have no choice but to take their words for it, since you wouldn’t be able to track their progress. It’s even more difficult if their progress reports don’t say the things you want to hear.

Be very clear about what needs to be documented at every step of any given project, let them know the expectations or benchmarks they need to hit, and while you’re at it, if yours is a company that welcomes innovation and creativity let them know that too. Also let them know if you’re keen on having them log in the required hours or if you don’t give a hoot about hours and simply want to see a finished product.

If any team member contacts you about a certain emergency, or a difficult situation they’re in (perhaps their house got swept away by a hurricane or they lost a loved one) show empathy, let them know your thoughts are with them and ask if there’s anything you can do to help. Make a genuine effort to show that you’re concerned about them.

If you’re the type that is genuinely concerned about how many hours they spend doing work and how many they spend just idling away, have them install tracking software that records how much time they spend working as opposed to surfing the net looking at funny facebook videos and memes, depending on the software you use, some can even provide intermittent screenshots of their screen to show what projects they are working on in real time.

It also helps if you provide a qualitative way to show each remote worker’s contribution, how their efforts or lack of it, fits in the grand scheme of things.

Remote works offers many benefits both to employees and employers. However, along with multiple benefits, remote teams face number of unique challenges and miscommunication is one the biggest ones. Dealing with miscommunication issue is not easy but with the right tools and processes, you can minimize that issue starting from today.

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Seven challenges of managing a remote team and how to overcome them

Published on: 10 Apr 2020 by Levi Olmstead , 7 mins to read

Being part of a remote team was already common in today’s workforce. However, it wasn’t until recently that companies were forced — and didn’t just choose — to work beyond their office walls. As a result, some were caught by surprise.

Because the truth is that managing a remote team can be quite challenging, especially when you want to do “business as usual” and have your employees work in a way that makes them feel like they’re working toward the same goals.

Besides, all this global crisis will change the way we work forever, and working from home will be the new norm. So, keep reading for the seven most common challenges even experienced managers of remote teams usually face , as well as the strategies you can use to overcome them.

1. Communication

Communication is the key to success when working with remote teams. It’s critical to gather input from all members and to know what each person is working on. When teams work remotely, it isn’t always easy to foster open communication. Traditional email marketing often seems like a formal tool that doesn’t enable quick conversations.

One way in which many remote teams overcome this is by creating a dedicated place for communication , whether among employees in the same department or freelancers working on the same project. An internal team communication tool like Slack can allow for communication to come across on many channels. Future employees can also see the answers to commonly asked questions.

No matter what tool you decide to use, as long as there’s a way to foster two-way communication , remote workers won’t feel isolated from one another.

2. Tracking work and productivity

Do you know how much work your remote team accomplishes and at what rate? For many managers, the answer to these questions is unclear. It’s hard to know if someone is being underutilized or is not pulling their own weight when working remotely without an understanding of their productivity.

For this reason, remote managers need to establish ways to track productivity for all employees . This can include setting up metrics for how much work is expected to be completed each day, such as:

• Creating and maintaining a company blog.
• Scheduling 20 social media posts per hour.
• Making 150 cold calls per shift.

The KPI metrics you choose to evaluate the productivity of remote employees should also be the same criteria used for in-office employees. This ensures that there are clear expectations in place, regardless of how and where your team works.

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3. Company culture

Company culture takes time to cultivate and involves hiring the right employees, fostering healthy communication, and instilling that culture across the board. Whether you want to create a professional company culture or a team that’s known for being fun and energetic, it will take more concentrated effort to develop in a remote team than in an office.

Sometimes culture is shaped in an office without much effort from the owner or manager. This isn’t the case for remote teams.

Creating a healthy company culture with a remote team that reflects your business’s values requires a plan, much like any other project or initiative. It starts from the top with how the manager or business owner interacts with workers.

For instance, if you want to foster a culture of open communication, remote team members need to be able to communicate with everyone, including the CEO, with a virtual “open door” policy. If you want a company culture that’s fun, try scheduling fun get-togethers, gift cards for employees to go bowling together, or hosting a virtual movie night.

4. Scheduling difficulties

For global teams, one of the biggest challenges of working remotely is scheduling a phone call or a video meeting due to the different time zones. This can be amplified with independent contractors who have inconsistent work schedules. Finding a time that works well for everyone requires knowing where your participants live and their general schedules.

First, there are tools you can use online to help make scheduling a call, video conference, or meeting with remote teams easier. From a simple online poll that lists selected dates and times that team members can choose to calendaring apps and a variety of websites and free hosts that assess participant availability, there are ways that make the process of scheduling a meeting less stressful. (It also helps if team members’ schedules are flexible, since some time zones don’t line up well with traditional working hours).

Plan to pay employees and independent contractors to attend virtual team calls and meetings. Some managers working with project-based freelancers expect them to take calls without pay or as part of a flat rate for working on a project, while managers themselves wouldn’t go to a work-related meeting off the clock. Often, these managers are surprised when freelancers and contractors aren’t readily available for calls and meetings. If a meeting or call is mandatory and work-related, plan on paying staff members to attend.

5. Building trust

Building trust is difficult for remote managers and team members. Managers worry that workers aren’t completing work, while workers have a range of concerns, including whether they’ll be paid on time (or at all, in some cases). Being transparent can help to build trust for all parties, especially when working remotely. You can build trust among a remote team by being transparent about:

• Working hours
• Project expectations
• Payment timelines
• Status updates on projects

In terms of expectations, be honest about the workload you expect to have for your contractors . Many B2B marketing companies tell freelancers they can expect the amount of work to increase substantially over the coming months, even when this isn’t the case. These kinds of statements might be well-intentioned, but it may lead some freelancers to believe they’ve been strung along. They may even have negotiated for a lower rate because of the volume and then feel duped when it doesn’t pan out.

6. One-on-one meetings and morale

One-on-one meetings are critical for morale. While it can seem like a hassle to schedule one-on-one meetings with every remote team member, they make workers feel valued and are an opportunity to give feedback on work performance.

If these meetings aren’t scheduled regularly or get rescheduled, it can make remote workers feel out of touch with the company and unsure of where they stand.

7. Getting together in person

One of the best parts of working with other people is getting to know them personally. It’s hard to do that when working with remote teams, where everyone lives in different places and time zones. If possible, plan on getting together with staff members once a year to have the opportunity to meet people in real life. For full-time W2 employees, this might consist of an annual meeting or a shared trip to an exotic location.

Even teams of independent contractors can plan to meet each other through an annual meeting, convention, or conference. Some remote contractors plan to visit each other when they are nearby for other obligations. It can be as simple as encouraging remote contractors to stop by the New York City office in the event of traveling to the city for any reason, even a family vacation.

There are many challenges that come with managing a remote team. Fortunately, they can be overcome fairly easily by introducing team building activities , increasing communication and adding some new processes. Remote teams should become even more common in the future.

About the author: Levi Olmstead is Head of Community and SEO at G2 , a B2B software and services review site with over 650,000 real-user reviews. Levi is an Indiana native and IU alum who in his spare time enjoys solving paranormal mysteries with his dog Frodo. Connect with him on Twitter .

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7 Remote Work Challenges and How to Overcome Them

Remote work comes with plenty of obstacles, so it's important to be prepared for them all. Here are some tips for dealing with remote work challenges.

Flexibility to work from your place of comfort, enhanced savings, better work-life balance, commute-free life, and more is what excites many about working remotely. While it has its advantages, the work model is also accompanied by challenges that can hinder your progress.

The good news is that with the right strategies and tools, you can overcome any hurdles that come as you advance in your job role. Let’s take a look at some common challenges encountered along with their solutions to ensure your way towards a successful remote career.

1. Technical Failures

You don’t have to worry about technical hiccups at your workplace, as you’ll have an IT team in person helping you resolve all your issues. However, working from home or remotely will require you to be prepared to fix things yourself most of the time. Moreover, if you’re not tech-savvy, you could find yourself at a struggle even more during such situations.

To ensure smooth operations, you can request your technical team to check your system frequently during the month and avoid inevitable technical challenges. Even better, we have an article on the most common technical remote work problems and how to fix them yourself without having to rely much on your team.

2. Poor Workplace Communication

One of the major challenges associated with remote work is communication. Lack of in-person interaction can lead to miscommunication and make you feel disconnected from your team. Hence, communicating effectively with your team becomes necessary to get your message across. It will help you avoid any confusion as well as delays in accomplishing your tasks.

To avoid miscommunication, define your goals and expectations during conversations and online meetings. Try communicating over the phone and video conference than text messages more often to help you convey your thoughts more effectively. Moreover, engage in more friendly conversations with your team by utilizing water cooler chats and virtual coffee break ideas to improve workplace engagement .

Using the right tools and platforms can help you get over every remote communication challenge. Here are some tools that help you overcome remote team communication challenges and help you build a meaningful connection with your colleagues.

3. Working Across Different Time Zones

A remote career will open up many opportunities for you to engage with a global team. Working with a global team helps you explore cultural diversities, share ideas, and have a wealth of learning experiences.

However, collaborating could be challenging as you and your team will be working across different time zones. Delay in receiving feedback, emails, and reduced engagement with the team are some of the many challenges faced while working with a global remote team.

Many tools and platforms allow you to work productively with a remote team across multiple time zones and achieve your goals without compromising on accomplishing your goals on time. Moreover, encourage sharing preferred timezones for your team and normalizing working on asynchronous timezones before trying to reach out to them or setting up any deadlines.

4. Productivity Issues

While working remotely can be liberating, you're most likely to face productivity issues if you’re not used to working without supervision or someone around. It’s normal for experienced remote workers as well to face such challenges over time. Productivity issues can result in failing to plan your tasks during the day, time management issues, difficulty managing your work/life balance, and more.

To overcome it, inculcate proactive habits around the day, which include right from planning your tasks during the day to encouraging self-care at the end of the day. Moreover, utilizing the best remote work tools to boost productivity can help you get things done and stay organized.

5. Distractions

When working from home, you can easily get distracted by the smallest thing around you, like your phone, social media, or even the constant urge to move around. This can make you procrastinate and keep you from achieving your goals.

Keep your things close at hand, so you don't have to get up more than you have to. Also, try to keep a noise-free environment where you work, whether at home, in a cafe, or in a coworking space, to keep distractions at bay.

You can learn how to use the Pomodoro technique , which is an effective way to focus on your tasks by setting up a timer with a fixed duration for yourself. This will allow you to practice mindfulness at your task and get them done without letting distractions affect you.

6. Lack of Social Interaction

Remote work can feel isolating. It can result in poor mental health issues like depression or anxiety if not taken care of. It’s common to experience a lack of social interaction, especially due to the prolonged hours of remote work. Even if you prefer to work alone, the absence of in-person contact might start affecting your productivity and make you feel disconnected with time.

To cope with this situation, you can practice being proactive in reaching out to your co-workers through calls and messages. Hold up some brainstorming meeting sessions to engage with your teammates on video conferencing software like Zoom , Google Meet , and Microsoft Teams .

Moreover, you can try working in co-working spaces more often to communicate with people and build meaningful connections. Even surrounding yourself with people without direct communication can make you feel less lonely and more connected.

7. Stress and Burnout

Working from home adds up at-home responsibilities, catering to your family’s needs while trying to focus on your job. This can result in unavoidable stress and burnout. According to a survey conducted by FlexJobs , 75% of people have experienced burnout while working remotely.

Moreover, longer working hours are common in remote work. It can trigger stress and negatively impact mental health.

Creating an organized work schedule, including breaks more often, would help make you feel rejuvenated. Communicate with your employer to set up work-life boundaries in order to avoid working for longer hours. Prioritize your health by exercising, practicing meditation, and getting quality sleep regularly.

Overcome Remote Work Challenges Like a Pro

While remote work brings many benefits, it won't help you achieve a work-life balance until you're productive and disciplined enough to maintain it. You will certainly find the above-discussed solutions helpful in tackling your remote work challenges.

Follow them consistently to keep your schedule on track and prioritize your health to overcome them. Know that you’re not alone struggling with it, and make yourself feel motivated every day as you grow in your remote career.

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How to Overcome Communication Challenges When Working Remotely

This results in communication from remote workers being much more purposeful and work-related, but leaves little time for building relationships. It’s no wonder remote workers often report feeling lonely, isolated, and left out of office conversations.

Not only does it require more work to ensure everyone is on the same page and understanding each other, remote workers need to make more of an effort to build a rapport with coworkers.

When you cannot simply phone a team member for an impromptu update, or stroll by their desk to ask what they’re doing this weekend, team members communication might suffer. Communication is the main challenge that people who work remotely face. Here are some actionable tips to follow to overcome remote work communication issues.

1. Set communication protocols and guidelines

Create some protocols and guidelines on how all team members, both remote and in-office, should communicate. Get started by answering these questions:

• What tools and programs should everyone use?
• How should everyone go about requesting items from coworkers, or different departments?
• How long is an acceptable wait time for a response?
• For what issues should email be used, and what items can be addressed via a chat program?
• Is there a time of day when everyone must be available for an hour or two?

Have everyone follow the same rules so that everyone is treated fairly. Even though it may be easier for someone in the office to walk over to a coworker and ask for a project update, everyone needs to follow the communication protocols outlined. If project updates are done through a collaborative workflow program, or via email, encourage team members to go through the proper channels.

All staff members should use the same tools and programs to ensure they function together; don’t allow some team members to use Zoom while others use Skype, for example. You don’t want to have too many places for team members to log in and check messages, otherwise you run the risk of some messages going unnoticed and unanswered.

2. Organize regular video meeting conference calls

Audio-only meetings tend to lack the same appeal as video meetings. When you can see the faces of the people you are talking to, it is much easier to communicate and convey things that otherwise may be lost in email or a phone call. Having frequent video meetings allows everyone to stay on the same page and create relationships.

This can also increase the accountability and transparency when it comes to what everyone is working on. Each team member will be able to report on what they have accomplished, what they intend on working on, and any issues they are facing.

3. Follow a clear workflow

Use an online project management system, such as Trello or Asana, to monitor activity. Much like having regular video meetings, this keeps everyone accountable and responsible for their own tasks. You’ll be able to see who is working on what, and stay up-to-date on the status of each project. This is especially useful when you have team members in different time zones, as it allows you to see what everyone has spent their work hours doing.

If your team has daily meetings to check in with what you’ve accomplished, what you’re working on, and where you are stuck, having a workflow makes the meetings easier. Everyone can see who is up next on a project task and can address any issues at a quick daily meeting before getting started on the day’s work.

4. Coordinate team meet-ups and retreats regularly

Plan to get the whole team together at least once a year. Creating friendships among coworkers will make working alongside each other easier, despite the distance. Technology still can’t replace a face-to-face conversation. If multiple team members are in an area, encourage casual events and outings for everyone to get to know each other outside of work.

At these retreats and meet-ups, make time for team-building activities. There are many different types of team building activities, from trust falls and directing a blindfolded colleague, to potluck dinners and escape rooms. Forging a team who works well together and can rely on each other will make remote work much more effective.

5. Make an extra effort to get to know team members

In an office, coworkers can get to know each other through casual conversation and observation. For remote workers, it seems silly to send an email letting everyone know you have three dogs and love taking them camping on the weekend. This kind of personal information is what will help foster relationships and stave off the loneliness and isolation that many remote workers face.

Some ways you can achieve camaraderie between remote workers are:

• Create a chat group just for off-topic conversation
• Have periodic “Ask Me Anything” sessions with each employee
• Get everyone to take a personality test and share their results
• Have each team member create a document to share more about themselves and what they enjoy doing

Although remote work has many clear advantages – namely the flexible schedule and the location independence – the biggest disadvantage is the remote work communication challenges. Being removed from the office setting is both freeing and restricting, as those working remotely struggle to stay up-to-date with office information as well as office gossip.

Focus on ensuring remote workers are not left out. Engage in activities that foster personal relationships and create communication channels that suit your team. Doing this may involve an initial time investment to get everyone used to the communication tools and ways of doing things, but it is well worth the investment. When both in-office and remote workers are able to stay updated on work as well as form friendships with coworkers, remote employees can be much more effective and feel less isolated from the rest of the team.

Interested to improve your remote work experience further? Take a look at these articles: 

• Top Tips For Effective Remote Team Management
• 9 Productivity Tips for Effective Remote Working
• How To Take Care Of Your Mental Health While Working Remotely
• How to Transition an Office-Based Company to Become Remote-Based
• 7 Remote Work Guidelines & Learnings from Top Distributed Companies
• Remote Work Trends: The Present & Future of Remote Work
• Best Remote Based Working Companies Hiring Now
• Best Virtual Mailboxes for Digital Nomads & Remote Professionals

Elisa Martinez

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Overcoming Remote Work Challenges: Tips and Strategies for Success

Disclaimer : We sometimes use affiliate links in our content. For more information, visit our Disclaimer Page . 

With the rise of remote work, there’s no denying the numerous benefits of working from home. However, it’s not all sunshine and rainbows. Remote work comes with its own set of challenges and difficulties. From communication problems to maintaining work-life balance, overcoming remote work challenges is essential for success.

This article will explore various remote work challenges and offer tips and strategies for overcoming them. Whether you’re a remote worker or managing a remote team, this guide will provide valuable insights into navigating the world of remote work .

Key Takeaways:

• Remote work comes with its own set of challenges and difficulties.
• Overcoming remote work challenges is essential for success.
• This guide offers tips and strategies for navigating the world of remote work.

Remote Work Challenges

Remote work has become increasingly popular in recent years, with many companies offering flexible work arrangements and work-from-home options. While remote work offers numerous benefits, such as increased flexibility and decreased commuting time, it presents unique challenges, including communication problems and difficulties managing remote teams . However, with the right technology and strategies in place, these challenges can be overcome.

Utilizing Communication Tools

One of the most significant challenges of remote work is maintaining effective communication. However, many communication tools available can facilitate collaboration and productivity. Video conferencing tools like Zoom and Skype can be used for virtual meetings and face-to-face communication. Project management software , like Trello and Asana, can help teams stay organized and on track. Instant messaging apps like Slack can be used for quick and efficient communication.

It’s essential to identify which communication tools work best for your team and to establish clear guidelines for their use. Regular check-ins and virtual meetings can help keep everyone on the same page and foster a sense of connection, even when working remotely.

Collaborative Platforms

Collaborative platforms, such as Google Drive and Dropbox, can be used for sharing documents and files, promoting transparency and accountability. These tools also allow for real-time collaboration on projects, enabling teams to work together seamlessly, regardless of their physical location.

Again, it’s essential to establish guidelines for the use of collaborative platforms, ensuring that everyone understands how to use them effectively and securely. By using these tools to their full potential, teams can work together smoothly and productively, regardless of their location.

Strategies for Managing Remote Teams

Managing remote teams presents its own set of challenges, but with the right strategies in place, it can be done effectively. It’s essential to set clear expectations and goals, establish regular check-ins and feedback sessions, and provide opportunities for virtual team-building activities.

Regular communication is key to managing remote teams , and providing regular feedback and support to team members is essential. By fostering a sense of connection and collaboration, remote teams can work together seamlessly and achieve their goals, regardless of their physical location.

Establishing a Productive Home Office Environment

Working from home can be challenging when your living space also serves as your office. Establishing a dedicated workspace is crucial for maintaining productivity and routine. Here are some tips to create an effective home office environment:

• Create a designated workspace: Choose a specific area in your home where you can work free from distractions. This can be a separate room or a corner of a room where you can set up a desk and chair.
• Minimize distractions: Keep your workspace clean and organized to avoid clutter. Limit or eliminate distractions such as television, social media, or noisy family members.
• Optimize ergonomics: Ensure your workspace is set up to support good posture and reduce strain on your body. Invest in an ergonomic chair and position your computer or laptop in a comfortable position.

In addition to these tips, setting boundaries with family members or roommates is essential to ensure uninterrupted work time. Communicate your work schedule and expectations clearly to avoid interruptions and distractions.

Maintaining Work-Life Balance in Remote Work

Working from home can blur the lines between work and personal life, making maintaining a healthy work-life balance challenging. Here are some tips to ensure you don’t burn out while working remotely:

• Create a routine: Establish a daily routine that includes regular work hours, breaks, and time for personal activities. Stick to this routine to develop good habits and maintain a healthy balance between work and personal life.
• Schedule breaks and leisure activities: Take short breaks throughout the day to recharge your batteries. Set aside time for exercise or hobbies, which can help relieve stress and promote mental well-being.
• Separate work and personal life: Set clear boundaries between work and personal life. Avoid checking work emails or taking calls outside of work hours. This can help you maintain a healthy work-life balance and prevent the feeling of being constantly “on”.

By following these tips, you can ensure that you stay productive and motivated while maintaining a healthy work-life balance in any remote work situation.

Overcoming Remote Communication Challenges

Effective communication is crucial for successful teamwork, especially in remote work settings. However, remote work communication problems can arise due to various factors such as time zone differences, technical glitches, or simply miscommunication. To overcome these challenges, consider the following remote work solutions :

Utilize Various Communication Channels

One way to promote effective communication in remote work is to use multiple channels. For example, video conferencing can be useful for complex discussions, while instant messaging can be helpful for quick updates or questions. Email can also be used for longer-form communication or to document decisions made during discussions.

Set Clear Expectations

Remote teams need to establish clear expectations in terms of response times and communication frequency. When everyone is aware of the expectations, it’s easier to work together and avoid misunderstandings. Make sure to clarify the preferred communication channels and the appropriate response times for each channel.

Foster a Sense of Connection

Isolation is common in remote work and can impede effective communication and collaboration. To promote a sense of connection, consider organizing virtual team-building activities or creating online communities for team members to share interests and socialize outside of work. Encourage team members to check in with each other regularly and prioritize building relationships.

By utilizing various communication channels, setting clear expectations, and fostering a sense of connection, remote teams can overcome communication barriers and work together effectively.

Fostering Collaboration and Teamwork in Remote Work

One of the main challenges of remote work is fostering collaboration and teamwork among team members who may be physically distant from each other. However, with the right strategies and tools, it is possible to promote effective collaboration and build a strong sense of teamwork, even in a remote work environment.

Effective Communication: Clear and concise communication is key to successful collaboration in remote work. Utilize a range of communication channels such as video conferencing, instant messaging, and email to ensure that team members can communicate effectively and stay connected. It’s also important to establish regular check-ins and update meetings to stay on top of project progress and ensure everyone is on the same page.

Collaborative Platforms: Utilize collaborative platforms to enable more effective teamwork, such as project management software like Asana or Trello, which allow team members to collaborate on tasks and projects in real time. Also, consider using virtual whiteboards or brainstorming tools like Mural or Miro to facilitate group ideation.

Regular Meetings: Regular team meetings can help to build team cohesion and promote a positive team culture. These meetings can be held virtually and should include project progress updates, group discussions, and team-building activities. Also, make an effort to include all team members in the meetings, no matter where they are located.

Setting Clear Expectations

One of the critical challenges of remote work is ensuring everyone is on the same page regarding roles, responsibilities, and project expectations. To overcome this, it’s essential to set clear expectations and guidelines from the outset and ensure that everyone on the team understands their responsibilities and expectations.

Defining Roles and Responsibilities: Clearly define the roles and responsibilities of each team member to minimize confusion and ensure that everyone understands their role in the project. Use project management software like Asana or Trello to assign tasks and track progress.

Positive Team Culture: Promote a positive team culture by encouraging open communication, active listening, and mutual respect. Set up virtual team-building activities like trivia or games to foster a sense of connection among team members.

Autonomy: It’s essential to balance the need for collaboration with the need for autonomy in remote work. Encourage team members to take ownership of their work and make independent decisions while still promoting teamwork and collaboration when necessary.

By implementing these strategies, remote teams can foster effective collaboration and build a strong sense of teamwork, even when working from different locations.

Staying Motivated and Productive in Remote Work

While working from home can have its perks, it can also be challenging to stay productive and motivated without the structure of an office environment. Here are some tips to help you stay on track:

• Set clear goals: Establish daily, weekly, or monthly goals to keep you focused and on track.
• Create a routine: Establish a daily routine that includes regular work hours, breaks, and exercise.
• Eliminate distractions: Create a designated workspace and eliminate potential distractions such as social media notifications or household chores.
• Take breaks: Remember to take regular breaks throughout the day to recharge and reset your focus.
• Stay connected: Communicate regularly with colleagues to maintain a sense of connection and team spirit.

Following these tips can optimize your productivity and stay motivated while working from home.

Nurturing Professional Development in Remote Work

Working remotely can present unique challenges for professional development. Without the benefit of in-person mentorship and networking opportunities, it can be difficult to stay current and advance in your career. However, with a proactive approach, there are many ways to continue learning and growing professionally while working remotely.

Here are some tips for nurturing professional development in remote work:

• Seek Out Online Learning Opportunities: Many universities and other educational institutions offer online courses and certifications on various topics. Take advantage of these opportunities to expand your knowledge and skill set.
• Attend Virtual Conferences: Attend virtual conferences and webinars to network with others in your field and stay up to date on the latest trends and developments.
• Utilize Networking Platforms: Join professional networking platforms like LinkedIn to connect with other professionals in your field and participate in online communities and discussion groups to exchange knowledge and ideas.

By taking a proactive approach to professional development , you can continue to grow and advance in your career while working remotely.

Balancing Independence and Collaboration in Remote Work

Remote work offers many benefits, including increased autonomy and flexibility. However, finding the right balance between independence and collaboration can be challenging. Effective management of remote teams requires a delicate balance between allowing team members to work autonomously and fostering a sense of collaboration and teamwork. In this section, we’ll discuss the unique balance required for successful remote work and offer strategies for finding the right balance.

The Challenges of Autonomy and Collaboration

One of the biggest challenges of remote work is finding the right balance between autonomy and collaboration. On the one hand, remote workers thrive on independence and the ability to work on their own terms. However, on the other hand, effective teamwork is essential for achieving shared goals and maintaining a positive team culture.

One common issue with remote work is the lack of face-to-face interaction and the sense of isolation it can create. It’s essential to establish regular check-ins and communication channels to ensure everyone is on the same page. Encouraging team members to share ideas and feedback is crucial for maintaining collaboration and a sense of camaraderie.

Strategies for Finding the Right Balance

To find the right balance between independence and collaboration, it’s essential to establish clear roles and responsibilities from the outset. This helps avoid misunderstandings and ensures everyone understands who is responsible for what. It’s also crucial to foster a sense of autonomy by allowing team members to take ownership of their work and make decisions independently.

At the same time, it’s essential to establish a culture of teamwork and collaboration. Encouraging regular check-ins, virtual team-building activities, and collaborative platforms can help facilitate teamwork and build a sense of community.

Effective communication is also key to finding the right balance. Utilizing various communication channels like video conferencing software , instant messaging apps, and email can help ensure that everyone is on the same page and that communication lines are open. Establishing a regular schedule for team meetings and check-ins can also help keep everyone informed and involved.

Overcoming Remote Work Isolation and Loneliness

The world of remote work can be lonely, especially if you’re used to working in a bustling office with colleagues. Feeling isolated and disconnected from the team can negatively impact your work and mental health, making it crucial to take proactive steps to combat these challenges.

Virtual socializing is a great way to stay connected with colleagues and maintain a sense of community. Schedule regular virtual coffee breaks or team lunches to catch up on non-work-related matters and build personal relationships with your colleagues. This helps foster a sense of belonging and create a positive work environment beyond the tasks at hand.

Participating in online communities can also help to alleviate feelings of isolation. Seek out online communities dedicated to your industry or interests to connect with like-minded professionals. Joining forums, social media groups, and other online communities can provide an outlet for discussion and support from others in your field.

Finally, it’s okay to seek support when needed . Don’t hesitate to reach out to family, friends, or mental health professionals if you’re feeling isolated or lonely. Talking through your feelings with someone can provide valuable perspective and help prevent burnout.

Adapting to Change and Uncertainty in Remote Work

Remote work is an ever-evolving landscape, and change and uncertainty are inevitable. Whether it’s a sudden shift to remote work due to a crisis or a gradual transition to a fully remote workforce, these changes can be challenging to navigate. Finding effective strategies for adapting to change and maintaining resilience in the face of uncertainty is crucial.

Staying Flexible

One of the keys to adapting to change in remote work is staying flexible. This may mean embracing new technologies and workflows, adjusting your schedule, or being open to new ways of collaborating with your team. By remaining adaptable, you’ll be better equipped to navigate any changes that come your way.

Embracing Resilience

Maintaining resilience is another important aspect of adapting to change in remote work. This means recognizing that change and uncertainty are inevitable and taking steps to stay mentally and emotionally strong. Practicing self-care, seeking support when needed, and staying connected with colleagues can all help build resilience and create a sense of stability in uncertain times.

The Importance of Communication

Effective communication is crucial in remote work environments, especially during times of change and uncertainty. Keeping lines of communication open with your team allows you to maintain a sense of connection and collaboration, even when everyone is working from different locations. Regular check-ins, virtual meetings, and clear communication channels can all help ensure everyone is on the same page.

• Keep lines of communication open with your team.
• Regularly check in with colleagues.
• Schedule virtual meetings and use clear communication channels

Maintaining a Positive Mindset

Finally, maintaining a positive mindset is essential when adapting to change and uncertainty in remote work. It’s easy to become overwhelmed or discouraged during times of transition, but focusing on the positive aspects of remote work and staying optimistic can help maintain motivation and productivity. Remember to celebrate small victories, stay focused on your goals, and stay connected with colleagues to maintain a sense of community and support.

Adapting to change and uncertainty in remote work can be challenging, but by staying flexible, embracing resilience, communicating effectively, and maintaining a positive mindset, you can navigate even the most uncertain times with confidence.

Remote work has become a common trend in today’s work landscape, and while it offers many benefits, it also comes with its own set of challenges. Overcoming these challenges is crucial for success, and implementing effective strategies can make all the difference.

In this article, we discussed tips and strategies for overcoming remote work challenges , including harnessing technology for effective communication and collaboration, establishing a productive home office environment, maintaining work-life balance, overcoming communication challenges, fostering collaboration and teamwork, staying motivated and productive, nurturing professional development, balancing independence and collaboration, overcoming isolation and loneliness, and adapting to change and uncertainty.

What are some common remote work challenges?

How can i overcome communication problems in remote work, what are some tips for creating a productive home office environment, how can i maintain a work-life balance while working remotely, how can i nurture professional development while working remotely.

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3 Big Challenges Of Remote Work and How To Overcome Them

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Remote work is no longer the work of the future. It’s the “here and now” of businesses worldwide.

And, it’s become clear that while many business owners and companies were skeptical of remote work at first, it’s undoubtedly here to stay.

But, whether your business is an experienced remote team or new to the game, remote work always poses unique challenges.

We’ve had a distributed team at crowdspring for over a decade. Over that time, we’ve gained many insights about overcoming the unique challenges of working across time zones and continents.

Here are three of the most common challenges managers and companies face when managing remote teams and ways you can overcome those challenges.

1. Remote work can lead to poor team communication

Communication is key in any workplace.

This is especially true when most interactions occur via e-mail, video chat, or other communication tools for remote teams .

With the lack of face-to-face interaction, miscommunication can become a recurring issue.

So, don’t let communication become an issue for your remote team.

Here’s how you can avoid poor team communication:

Hire the right team

Strong communication in remote teams starts with the right people.

The great news is that you can attract these people with the promise of remote employment.

Employees are looking for flexible work arrangements. A Gallup study found that more than 50% of employees would leave their current job for one that offered flexible work hours, and 37% would leave for a job that offered remote work at least part-time.

Using this motivation as leverage in recruiting the right team is smart.

After all, hiring remotely allows you to find the best people anywhere .

This is important. As we point out in our comprehensive guide on starting a business ,

Hire an employee who is an expert in areas your business lacks expertise. Build a strong, well-rounded team to create a stable foundation for your business.

Finding real experts who will strengthen your team when you look beyond your small geographic area is much easier. And while it seems complicated to hire someone overseas, you can easily do so using a Global Employer of Record .

Use the interview process to test each prospective employee’s communication chops.

Remember that it can be difficult to determine a prospect’s communication prowess in a single interview. Therefore, consider a hiring process that requires several remote or in-person meetings.

At crowdspring, we focus on each candidate’s ability to communicate effectively in writing. We move on if a candidate doesn’t impress us with their writing skills. Over the years, we’ve found that strong writing is important for remote employees to succeed.

Establish clear communication guidelines

Even a strong team can create friction if clear guidelines are not established for how the team should communicate and collaborate.

Your team must know (and live by) your communication best practices for your business to run efficiently.

Someone needs to establish these best practices. Use these questions to flesh them out…

• When is it appropriate to use chat/video meetings/project management platform/email/phone?
• Are there guidelines for how each available communication channel should be used?
• How frequently should teammates communicate about shared projects?
• Are there any emergency situations that require reaching out to a coworker? If so, who should they contact, and what channel should they use?

Provide written guidelines outlining your communication expectations. And be direct – employees should know how to communicate effectively for their assigned tasks.

Build a supportive and inclusive company culture

Consider the culture you’re building. What is the overall personality and atmosphere of working at your business?

And importantly, if you have a hybrid team where some people work in the office and others are remote, are you building an inclusive culture that makes it easy for everyone to collaborate, regardless of where they work? This includes offering remote-hosted team building activitie s that foster connection and collaboration.

It’s much easier to support remote teams when everyone is remote. If you have a hybrid culture, it will take extra effort to smooth out the friction that remote work inevitably creates.

And, whether you like it or now, the trend is towards more remote work in the future, not less.

A recent report from Global Workplace Analytics reveals:

• Regular telecommuting grew 115% in the past decade, nearly 10 times faster than the rest of the workforce.
• Forty percent more U.S. employers offered flexible workplace options than in 2010. Still, only 7% make it available to most of their employees.
• Employers can save over $11,000 per half-time telecommute per year. Across the existing work-at-home population, that potentially adds up to $44 billion in savings.

And all of this was before the Covid-19 global pandemic. The pandemic is putting extra pressure on businesses and is affecting the economies of every country globally.

How can your business survive a recession?

You must develop a strategy to recession-proof your business. Economies don't expand forever. As the economy takes a deeper dive, it will be much harder for you to respond and keep your business afloat timely. You can do things to weather the turmoil of a recession. Here's a good look at what your small business can do to respond appropriately in times of economic hardship.

Remote teams have gone from a wonderful employer/employee perk to a day-to-day necessity.

In fact, over two-thirds of surveyed companies are taking steps to enable their teams to work remotely, and 40% of job seekers would accept a lower salary to be able to work remotely.

Companies struggling with remote teams or just introducing remote teams must be especially careful to build the proper foundation for remote work culture.

So, if you haven’t deliberately thought about your business’s culture when you wrote your business plan and started your company, you must do so now.

Creating a shared culture is part of the glue (along with a shared vision) that will hold your business together, motivate your employees, and guide their behavior in various locations.

How can you build a strong company culture?

A company's culture is its personality. This includes the work environment, expectations, values, goals, and communication style. Want to get the full story on building and preserving your corporate culture?

Each company has its own unique culture that should be refined over time. Your company’s culture can strongly influence your company’s brand identity and is an important component of creating a strong brand.

When supporting your team culture, consider the following:

• Participation : Who is eligible for remote work within the organization? Is this a perk extended to all employees? Or is remote work reserved for specific roles?
• Expectations : Setting expectations is key. For instance, if your team needs to check in before altering their usual work schedule or avoid interrupting co-workers when they’re focused on a deadline, those expectations need to be set before they can be met.
• Community : Remote teams miss out on social activities in a typical workspace. Despite being geographically distributed, it’s important to create a community bond among team members. Dedicate a digital space to social occasions like birthdays or other special events. Conduct virtual bonding activities such as book clubs or games. And, when possible, plan to get your team together in person at least once per year.
• Infrastructure : Create an infrastructure that supports your culture. Without the practical elements, you’ll be fighting an uphill battle. For example, set shared business hours when all team members must be online for work (even if it’s only 2-3 hours per day of overlap). This allows your employees to live the free-range life that is so attractive in remote work while still ensuring productivity and consistent communication in business.

2. The wrong tools can make collaboration difficult

Having a remote team doesn’t change the work that needs to be done.

However, it requires that you change how the team will collaborate .

You’ll need appropriate tech tools, organizational tools , and proper time-tracking tools , to give your remote team the necessary resources to succeed.

It’s unlikely that you will find a one-tool-fits-all technology solution. So, as a business owner with remote teams, you should expect to invest in various online business tools, such as social intranets , to keep communications smooth and efficient.

Determine your needs and research tech tools that will integrate nicely and complement the systems and processes you already have in place.

Technology platforms and virtual collaboration software are constantly evolving. So, it’s a good idea to audit your technology tools at least once a year to ensure they’re still the best fit for you. For example, ensure that your backup software works correctly and you can restore backups for your employees in case of catastrophic data loss, and consider a cloud-based document management system for enhanced efficiency and accessibility.

Here are some of the most popular technology tools remote businesses use to help you get started…

Communication Tools

Slack is a text-based instant chat tool that can serve as your everyday conversation mode. You can chat directly with a single user, specified teams, or your whole company. The platform organizes conversations into channels where team members can join and leave as needed. These channels ensure the right people have the information they need without bombarding everyone. Slack also supports voice calls. Our team at crowdspring uses Slack, and we highly recommend it.

Zoom is a video conferencing tool designed for remote teams. You can set up your own Personal Meeting Room with a shareable personal link so your colleagues can always access your meetings easily. You can also simply start a stand-alone meeting and invite participants ahead of time or add them on the fly. Zoom offers free and reasonably-priced paid plans. Our team at crowdspring uses Zoom, and we highly recommend it.

Basecamps claims itself as your company’s “central source of truth.” This web-based project management tool (with terrific mobile apps) is excellent for project management and organized communication. It can be used on any operating system and offers online chat, message boards, file sharing, and task management in one convenient hub. We’re huge fans of Basecamp (the product and the company) and have used it at crowdspring since 2006.

Project Management Tools

Trello is a powerful yet simple-to-use productivity organizer. This tool organizes “cards” into lists. These cards can be tasks, notes, projects, shared files, or anything else that helps your team work together. The cards can then be moved from list to list as they evolve through the project’s lifecycle. This gives you a quick, accurate, and ever-evolving picture of a project’s progress. For example, when hiring a remote development team for projects that require collaboration across locations, tools like Trello can keep everyone on the same page. Our distributed team at crowdspring uses Trello, and we highly recommend it.

Asana is another online collaboration tool that enables team members to stay focused on daily tasks, goals, and projects to help the business grow. An easy-to-use dashboard interface makes task management and workflow management achievable with ease. Integrations with several commonly used business apps like Slack, Salesforce, Microsoft Office, Gmail, and more make it an even more powerful resource for managing your productivity.

Monday is a virtual team-management tool. With Monday, managers can quickly add members, assign tasks, customize workflow, and track the progress of their work to completion. Monday also allows you to automate tasks and integrate with many other business apps to keep you connected to everything you care about – all in one place.

Productivity Tracking Tools

The time doctor.

The Time Doctor is an online budgeting, timesheet/payroll, work management platform , and remote time tracker. This multi-faceted tool tracks productivity and records the data. The resulting analytics can be used to monitor overall productivity. This platform is most useful for businesses with larger remote teams who require advanced data aggregation to assess performance.

Toggl is a time-tracking app that requires employees to activate tracking to track their tasks in real-time manually. Designed to increase productivity, Toggl can help you compare profits against time spent on tasks. The drawback is that Toggl must be manually activated to track activity, or employees must manually enter time data, making Toggle just one more task that employees must manage.

When I Work

When I Work is an employee scheduling app with time-tracking capabilities. The app is great for businesses with multiple employees and tricky time coverage schedules if you struggle to balance coverage and tracking, which works when this app may be a good fit for your business.

WebWork Time Tracker

WebWork is a time-tracking and productivity-monitoring tool t designed to make remote work efficient. As a time tracker, WebWork can help you and your team maintain efficient time management no matter where you work. Based on your team members’ device activity and tracked time, WebWork can determine their productivity level as productive, neutral, and non-productive. Moreover, the tracker also helps improve overall team time management by offering time tracking with screenshots , communication, and task management all in one place.

File Management Tools

G Suite, Google’s answer to Microsoft Office, is a collection of cloud-based software solutions – including the file management tool Google Drive. In addition to providing reliable file storage, G Suite also includes Google Docs (word processing), Google Sheets (spreadsheets), Gmail (email), Google Calendar, and more. G Suite is file management and creation in one handy collection of integrated apps.

DropBox, a cloud file storage service, has long been popular for file storage and sharing. It’s especially helpful if your team works with larger file sizes or for remote teams who need access to files together in one place. Dropbox is an excellent choice for organizing files your team needs to access.

Box is a cloud-based file and content-sharing platform emphasizing data security. Users can invite others to view, edit, share, and collaborate on documents and files. Box also features several app integrations to make it easy to save your work from many sources in one convenient spot.

3. Lack of transparency puts a remote team at a massive disadvantage

One of the oldest arguments against remote work is, “How can I be sure they’re working?!?”

But, this concern (troubling in its assumption that all employees are lazy or liars) doesn’t hold water.

A 2-year study by Stanford found that when calling center employees worked from home, there was a 13% increase in performance.

But that’s just the beginning.

The study further revealed that employee attrition decreased by 50 percent among those who worked remotely.

After all, once a person gets rid of a soul-crushing commute to the office, they become instantly happier.

The work-from-home team took less time off, shorter breaks, and fewer sick days than their in-office counterparts. And, on top of all that, the business benefitted from decreased rent on their new smaller office space.

And the success of existing, fully remote businesses (like crowdspring) serves as further real-world proof that remote teams can be forces to be reckoned with.

The challenge isn’t so much to keep your remote employees working – it’s to keep you in the loop about what they’re working on so that you can see the big picture and strategize how best to focus their efforts to grow your business.

Here’s how you can do this effectively:

Set proper expectations

Transparency is a two-way street.

To get the results you want from your employees, you must be clear about what those results should be ( and when you expect to see them).

So, the first step in assigning any task is to set proper expectations.

Be clear about project requirements and benchmarks employees must meet individually and as a team.

Once you’ve established expectations for your remote team, you’ll be able to see if those expectations are being met (and troubleshoot issues if they arise).

Here are a few tips for setting clear expectations:

• Assign tasks in writing. This forces you to be clear about what you want before assigning the work. And it provides a resource you and your employees can refer back to.
• Share team goals. This allows everyone to see how their actions contribute to the team effort.
• Hold weekly 1-on-1s. Set up a recurring weekly meeting with each team member to set expectations, discuss progress, provide training, and address any other individual issues.

Automate accountability

Micromanaging gets in the way of productivity, but you want to know what’s going on with projects to make informed plans.

The solution is to create a self-supporting management system that bakes accountability checks right in.

Schedule recurring meetings, use automated updates , and rely on a project management platform to create a self-sustaining network of communication that keeps you informed about exactly what your employees are accomplishing.

Here’s how to do it:

• Group Meetings : Schedule weekly meetings with the entire team. Use these meetings to share status updates, source ideas, and discuss upcoming projects. Keep the meetings short and focused, and have a clear agenda for each meeting.
• Use a project management tool. Choose one of the project management tools above to help you keep a high-level view of project progress.
• End-of-Week Updates : Implement automated weekly check-ins. These check-ins should indicate the major tasks completed, any problems that arose, and priorities for the following week. We do this with all of our functional teams at crowdspring.

If you know what you’re getting into and develop a strategy to overcome the challenges introduced when you let people work remotely, remote work can be incredibly rewarding and a win-win for employees and your company.

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More From Forbes

Best practices for enhancing cross-cultural communication in virtual teams.

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Salvador Ordorica is the CEO of The Spanish Group LLC , a first-class international translation service that translates over 90 languages.

As the CEO of a translation service, I have seen firsthand how cross-cultural communication in virtual teams can change the game. With the world becoming increasingly globalized, figuring out the best practices for achieving this goal is really about setting a business up for long-term success.

In this article, I will dive into the creation of inclusive and collaborative virtual teams by using best practices to enhance cross-cultural communication. From setting up clear communication channels to building trust and rapport, I have found that these strategies can lead to real inclusivity and collaboration.

Covering The Basics

When working in a virtual team across cultures, professionals must overcome several hurdles. Not only must they navigate diverse communication styles and norms, but these differences are often added upon by geographical and cultural separations. As such, navigating these issues requires either a deep understanding of the culture of each individual on the team or heightened cultural awareness and sensitivity from each member.

Just as in face-to-face communication, cultural nuances can deeply impact direct and indirect communication, formality, interpretive styles, language preferences and decision-making. Employees and managers must recognize these effects and find ways of customizing virtual team collaboration so that these challenges can become assets rather than liabilities.

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Best 5% interest savings accounts of 2024, best practices for enhancing cross-cultural communication.

If you wish to enhance cross-cultural communication among your virtual teams, you’ll likely need to make a few changes. Here are some of the best practices I have discovered with my own team.

1. Establish clear communication channels.

One of the keys to a virtual team's success is the establishment of clear communication channels. Using several communication tools can help create flexibility and accessibility for team members from various backgrounds. I recommend that each platform fulfill different communication needs, from emails to video conferences, that enhance the collaborative process and the exchange of information.

It is also important to set communication expectations and protocols for a virtual team, as this helps ensure consistency and accountability among team members. Defining preferred communication methods, response time and etiquette guidelines can help you eliminate misunderstandings and streamline your team's interactions.

2. Cultivate cultural awareness and sensitivity.

Another part of moving toward a cohesive virtual team is the development of awareness and cultural sensitivity. I recommend using cultural competency training to help team members understand and develop this skill. From my own experience, it has allowed my translators to understand different cultures better, even the ones they aren’t writing for, so we can all understand each other and work better as a team. Encouraging curiosity about and respect for the cultures of others can foster a team of understanding and respectful employees.

3. Foster trust and rapport.

Consider hosting team-building activities to help team members maintain the necessary personal connections for increased fellowship and mutual support. These activities can take many forms, from quick five-minute introduction calls to more structured video conferences with the whole team, allowing team members to bridge the geography and culture gaps to create one unified culture.

Another aspect is recognizing cultural stereotypes and biases, giving team members the space to feel fully respected and understood. Creating a space for dialogue through educational and inclusivity seminars and setting clear expectations before hiring staff can help your team put faith in their cultural differences.

4. Emphasize clarity and simplicity in communication.

Virtual teams should prioritize clarity and simplicity. This means using clear, simple verbal or written language free from idiomatic, metaphorical or slang expressions. I recommend leading by example, using visual aids like charts and diagrams and encouraging questions for clarification, as this can help you reduce the likelihood of a message being misunderstood. Feedback loops can also help ensure that all parties understand and are understood, reducing future communication misunderstandings.

5. Leverage technology for inclusive communication.

Utilizing translation tools can help team members communicate seamlessly, regardless of their language of preference. These tools can help break down language barriers and allow everyone to participate fully. (Full Disclosure: My company offers these services, as do others.)

In addition, implementing accessibility features—such as those that support screen readers and captioning—can allow for full and equal participation among team members with diverse disabilities, thereby fostering equal access to information and collaboration opportunities.

6. Encourage active participation and collaboration.

The establishment of inclusive environments, in which each team member is encouraged to share their thoughts, can increase innovation by 20% . By actively seeking input from varied viewpoints through diversified meeting formats and collaboration tools and asking for feedback, virtual teams can tap into the richness of their members’ experiences to solve complex problems and drive meaningful outcomes.

Moreover, encouraging cross-cultural teamwork and collaboration can deepen cultural understanding and the bonds within the team. By valuing each member's contributions and continually working to build a sense of camaraderie, virtual teams can be positioned to achieve their goals more effectively while developing the foundation for a powerful and inclusive team culture.

Overcoming Challenges

Overcoming the common obstacles to cross-cultural communication in virtual teams typically requires a strategic approach. Firstly, pinpoint the most common barriers, which may be language and cultural misunderstandings. Secondly, you can apply strategies to address and overcome these challenges, such as cultural competence training and open dialogues. Lastly, it's important to maintain realistic expectations and a commitment to learn and grow.

In my experience, recognizing and accepting that ongoing effort and involvement will be required to counter and soothe cultural differences can help your team members quickly learn and adjust.

In a nutshell, effective cross-cultural communication can help you cultivate a strong and successful virtual team. By adopting best practices—such as maintaining transparent communication, creating an environment of cultural proficiency and building a culture of cooperation—teams can work to mitigate the challenges associated with cultural diversity and leverage its potential benefits.

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How to Overcome the Challenges of Time Zone Differences with Your Virtual Assistant: 5 Tips and Tricks for Global Collaboration

In this article, we discuss how to leverage practical communication tools, be transparent about time zone restrictions, evaluate an assistant’s flexibility and availability, and more.

In 2021, 88% of companies outsourcing tasks to a virtual assistant (VA) saw significant cost savings and improved efficiency.

This shows how the digital world has allowed successful business owners and remote workers to collaborate globally. 

However, working across time zones can make it difficult to achieve effective collaboration. But the good news is that there are ways to overcome these challenges.

Let’s dive in.

Understanding the Impact of Time Zone Differences

Several challenges can come up when trying to communicate with time zone differences. Here are a few:

1. Fragmented Communication 

When your VA lives in a different time zone from you, the flow of communication may feel choppy and sporadic. 

That’s because your working hours may differ entirely from those of your assistant.

Because of significant time zone differences, finding overlapping working hours when both parties are available for real-time communication can be challenging. 

The time zone map below provides a quick, at-a-glance view of the time zone differences across the globe. There are 24 time zone boundaries; each spaced 15 degrees of longitude apart.

And within those 24 time zones, there are 37 different local times. That’s a lot to keep up with.

( Image Source )

2. Delayed Decision-Making

Fragmented communication can lead to delayed decision-making, as differing time zones can delay responses to emails, messages, or requests. 

So, the ability to make key decisions quickly can take a toll because you may have to wait hours or even days for responses or feedback.

3. Delayed Project Timelines

In a global or remote work environment, you still have to make important decisions. And you may have to do so promptly. When you have to complete a time-sensitive project, there can be delays if you work with a global VA. 

For example, project direction, resource allocation, or problem resolution may go into a brief hold, which can affect the timeliness of your projects. 

Choosing the Right Virtual Assistant for Global Collaboration

If you’re going to collaborate in a global environment, be sure to assess the availability and flexibility of your assistant. 

It’s best to choose a remote assistant accustomed to working across time zones, allowing them to seamlessly integrate into your workflow.

If you need help finding the right online assistant, Wishup does all the vetting. You can access the top 0.1% of talent and build your remote team in less than 24 hours. What’s not to love?

5 Tips for Working With a Virtual Assistant From Another Time Zone

By 2025, models indicate that the global VA market will hit $4.12 billion .

Whether you choose to work with an online assistant for cost savings or to benefit from their wide range of skills and expertise from working with businesses worldwide, you’re bound to face some time zone challenges.

But don’t worry. Use these tips and tricks to combat the challenges of working across different time zones.

1. Be Transparent With Your Team About Time Zone Restrictions

From the start, communicate with your assistant that you work in a different time zone from them. Knowing this information before they work with you can help them prepare for the job.

For example, your VA may devise a schedule that works for both of you to ensure real-time communication is still attainable. 

Here's a straightforward schedule emphasizing the convenient times set for meetings between you and your VA in different time zones:

Weekly Meeting Schedule with VA

• 5 pm EDT (my time) / 8 am GMT+8 (VA time): 30-minute check-in call
• 5 pm EDT (my time) / 8 am GMT+8 (VA time): Progress update and review
• 5 pm EDT (my time) / 8 am GMT+8 (VA time): Weekly wrap-up and planning for next week

This simple schedule guarantees that there's a dedicated time of day for real-time communication between you and your VA three times a week. Remember to incorporate Daylight Saving Time.

Also, it’s important to let your VA know the hours when you are unavailable (or offline) and vice versa. That way, you both know to avoid urgent requests during that time. 

Starting with a solid foundation for communication (that works for both stakeholders) makes it easier to stay aligned and coordinated despite the time difference.

2. Enable Asynchronous and Synchronous Communication 

To ensure your collaboration strategy goes as smoothly as possible, leverage the best of both worlds: asynchronous and synchronous communication. 

Synchronous communication happens in real-time. So, schedule meetings with your VA depending on your preferred communication channel.

Whether it’s a phone call, video call, or instant message, set up a time that works for both of your schedules to discuss tasks, projects, and deadlines that you have coming up.

Slack is the perfect tool for both types of communication. You can use their instant messaging feature or send messages at your convenience.

Since synchronous communication has limitations regarding scheduling across time zones, asynchronous communication can help balance things out. 

There will be times when your VA isn’t available to communicate in real-time. Asynchronous communication occurs when there’s a lag between sending a message and receiving a reply from your assistant. 

This type of communication may be suitable when your message isn’t urgent, and you don’t need your VA’s response immediately. 

You might also use asynchronous collaboration to provide instructions or explain complex concepts in a way that allows your team to refer to the message later. 

Create a system that effectively accommodates both methods of synchronous and asynchronous communication. 

Let your assistant know when you expect them to communicate with you in real-time (synchronously) and when it’s acceptable for them to reply as soon as possible (asynchronously). 

For example, you might schedule weekly check-ins for real-time collaboration (synchronous). However, for updates and project green lights, you may allow asynchronous communication. 

If you prefer a more personalized touch with video features, Loom is a great communication tool to add to your tech stack for asynchronous touch points. And the best part? It’s free. 

3. Maintain Participation Without Micromanaging

While it’s important to know how to improve collaboration in an organization, it’s not realistic to expect your assistant to always be available to check in with you. 

It can be frustrating for your team to join a meeting when an email would have been sufficient. Unfortunately, constant meetings aren’t a respectful use of someone’s time. It can make them feel micromanaged. 

You can implement effective collaboration strategies without micromanaging by scheduling a reasonable number of check-in calls that respect everyone’s time. 

It’s also important to set your team up for success to minimize the need for unnecessary communication. 

To do this:

• Clearly define the scope and goals of your project/task.
• Trust your VA to complete the project/task and give them the authority and resources they need.
• Track progress and provide feedback, but don’t hover over them and check in too often. 
• Establish regular check-ins with your VA that are appropriate for the project size and complexity (i.e., If the project is relatively straightforward, then you won’t need to check in as often as you would if it were rolling out in different stages). 
• Give your team the autonomy and flexibility (especially in the summer months) to choose how they work and how they get it done. 

While you may be working with assistants whose work structure may differ from permanent employees, they’re still assets for your business. 

Through strategic HR management, you can provide your team with ‌tools and resources that enhance their skills and abilities to pursue your company's goals effectively. 

You can also set your team up for success when working across time zones through electronic logging devices (ELDs). These tools empower customer support VAs by monitoring and recording a driver's service hours in the logistics industry.  

ELDs have become invaluable assets for tackling the intricacies of time zone disparities. Since the ELD mandate's implementation, this real-time monitoring of orders has become the linchpin that enables companies to stay ahead of the curve. This data empowers customer service assistants to provide proactive assistance by keeping a vigilant eye on order statuses and delivery schedules. 

In the realm of global collaboration, the synergy between ELDs and dedicated customer service assistance equates to on-time product deliveries and unmatched service, all while bridging the geographical gaps that time zones create. 

The same principle applies to asset management. SAP EAM, an enterprise asset management solution, allows for real-time asset health monitoring, which further empowers your assistants to proactively address issues.

But to ensure streamlined global collaboration and overcome time zone challenges with SAP EAM, you can seek out the expertise of SAP consulting experts. They can help you make the most of the software and tailor it to your organization's needs.

4. Leverage Practical Communication Tools As a Top Priority

Using tools that facilitate information sharing, brainstorming, and problem-solving can also help you collaborate with teams in different time zones. 

Consider project management tools like Asana or Trello. Or messaging tools like Slack. Or video conferencing tools like Microsoft Teams or Zoom with a time zone converter. 

Do you use Teams for video conferencing? You might be trying to find out how to change the time zone in Teams. It’s more simple than you may think. 

To change the time zone in Teams , follow these instructions: 

• Open the Microsoft Teams application. 
• Go to Calendar, and click the +New Meeting option. 
• Select the Time Zone from the dropdown menu. It'll then automatically adjust to your assistant’s location. 

By changing the time zone on Teams, you can adjust the meeting time according to the time zone you and your team are located in. The result? Less confusion about when the meeting is taking place. 

Here’s a screenshot of how to change the time zone in Teams meeting.

A digital business card is another useful tool that can help you streamline communication across borders. You can provide essential contact information and even display your time zone. 

This feature can help your team gauge suitable communication windows, fostering efficient interactions. That way, everyone knows when they have the green light to ask questions in real time.

5. Be Mindful of Cultural Norms 

When working with people across different time zones, you’ll likely encounter diverse cultural backgrounds. 

So, get familiar with the cultural norms and traditions of the assistants you’re working with. For example, they might have certain holidays when they don’t work or attend meetings. Or they may have different ways of communicating. 

Staying in tune with these cultural differences will help you find the best ways to collaborate with them.

Conclusion 

Working across time zones effectively is essential for global collaboration. Choosing the right online assistant, being transparent about time zone restrictions, and respecting cultural norms are just a few ways to overcome time zone differences.

As a business owner juggling multiple responsibilities, consider embracing the potential of VAs in a globalized world. Doing so can help you focus on what matters most to you‌ — ‌your core business. 

Are you looking for pre-vetted, experienced remote assistants every single time? Wishup has you covered. We can build your remote team in just 24 hours. Get a free consultation today.

 Guillaume Deschamps

Guillaume is a digital marketer focused on handling the outreach strategy at uSERP and content management at Wordable . Outside of work, he enjoys his expat life in sunny Mexico, reading books, wandering around and catching the latest shows on TV.

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