We’ve already explored how to overcome feelings of isolation when working from home, but what are the best practices that remote workers can apply for effective remote team collaboration?
While in-person collaboration has its benefits, one advantage of remote collaboration is the opportunity to carefully consider what you want to say and how you say it—especially in primarily written communication. Plus, if needed, you can quickly turn off your camera during a video call to take a moment to collect your thoughts without disruption.
So, what are the best tips for remote team communication when you can’t rely on non-verbal cues or informal, casual interactions to get to know your colleagues better?
To find out, I spoke with our Software Developer, Jerko, who shared some valuable advice on how to make the most of remote collaboration—starting with why providing context upfront is critical when communicating in a remote setting. I’ve also added some of my own thoughts and insights, drawing from my experience working in a hybrid model.
1. Communicate the high-level picture first
When explaining ideas or updates in a remote team, start with a high-level overview before diving into the details. In the absence of face-to-face conversations, people are more likely to lose track if you begin with minutiae. By starting with the bigger picture, you provide context, helping your team members understand the purpose and relevance of what you’re saying.
For instance, when sharing a project update during a video call or over a collaboration tool, frame the conversation with key objectives or goals. Once everyone is aligned, proceed to the specifics. This approach not only ensures your audience remains engaged but also fosters effective communication, making it easier for everyone to stay on the same page.
Breaking down information into digestible pieces with a clear hierarchy can transform even the most complex discussions into actionable, collaborative efforts.
2. There are no stupid questions
You’ve probably heard this one before. But when you’re part of a remote team, there’s a chance you might feel hesitant to ask questions. What will they think on the other side of the screen? What if they’re in the office and share your "stupid" question with others?
Here’s the thing: if someone is judging you for asking questions, do you really value the opinion of that kind of person? More importantly, in a remote work environment, asking questions is a vital part of staying informed and on the same page. Without the casual, in-person interactions that happen in an office, it’s easy to miss nuances or key details during team meetings or other communication channels.
Encouraging a culture where questions—no matter how small—are welcome is essential for fostering a supportive culture and maintaining team productivity. For remote workers, the saying “better safe than sorry” applies to communication. If something is unclear, don’t hesitate to ask for clarification, whether it’s during a video call or through a message on collaboration software like Slack or Microsoft Teams.
P.S. This openness can also help newer team members or those who are less confident feel more comfortable contributing.
3. Take your breaks outside
Working remotely often means you’re glued to your desk for hours on end, but taking intentional breaks—especially outside—can greatly enhance your team performance and personal productivity. Stepping out for a walk after lunch or during a mid-afternoon lull allows you to recharge and clear your mind, much like a casual stroll during an office break.
Fresh air and movement help reduce stress, boost creativity, and improve focus when you return to your tasks. Even in a remote work environment, incorporating such simple routines can mimic the informal interactions or physical resets you might experience in an office. These small habits can help you maintain energy and a positive mindset, ensuring that when you jump back into a virtual meeting or respond to your team members, you’re operating at your best.
Even when I interviewed colleagues for the blog "Mental health in the workplace," our Software Developer, Karlo, emphasized that one of the best things you can do while working is to “take your walks.” Supporting this idea, there is a study that highlights how even light lunchtime strolls can noticeably (and almost instantly) improve your mood and enhance your ability to manage work-related stress.
4. Take time to communicate clearly
Clear communication is the backbone of effective remote collaboration, and rushing through messages or instructions can lead to misunderstandings or frustration.
There is a Croatian saying that goes along the lines of "Assumption is the mother of all screw-ups." So, take the time to craft your messages thoughtfully, considering both the content and the tone. Before hitting send, ask yourself: Is this message easy to understand? Could it be misinterpreted?
This is especially important when working across time zones, as asynchronous communication often means you won’t get immediate clarification. Spending time upfront to be precise and thorough can save countless back-and-forths later.
In addition, don’t hesitate to pause before responding during a video meeting or to reread your written messages. A little extra effort to communicate effectively will pay dividends in improving team productivity and maintaining a positive and supportive culture.
5. Adapt your communication style
In a remote work environment, adapting your communication style to suit the individual is a game-changer for effective collaboration. Not everyone processes information the same way, and the absence of in-person interactions makes this adjustment even more critical.
When working with remote team members, focus on tailoring your tone and format depending on who you’re addressing. For instance, some team members might prefer concise, bullet-pointed updates, while others may need more context and detail to fully understand the discussion.
This is particularly important in written communication. Without the benefit of body language or facial cues, clarity and tone in emails, chat messages, and project updates become even more important. Taking the time to read over your messages and ensuring they are clear, respectful, and audience-appropriate can avoid misunderstandings and foster a more collaborative atmosphere.
6. Make a clear topic breakdown
In a remote work environment, clarity is king. When addressing a complex issue or sharing a project update, structure your communication by breaking the topic into clear, distinct sections. A well-organized breakdown helps remote team members quickly grasp what’s relevant to them and minimizes confusion.
Use headings, bullet points, or numbered lists in your digital communication to ensure your points are easy to follow. For example, when sending an update via email or Slack, group related ideas together and provide context for each section. This approach not only aids team productivity but also fosters effective collaboration, as team members can better understand their roles and responsibilities.
7. Address problems immediately
When working in remote teams, the inability to rely on face-to-face conversations can lead to unresolved issues festering and snowballing into bigger problems. That’s why one of the best advice is to address challenges as soon as they arise.
I can't stress this enough: If something isn’t clear or a problem is affecting your work, speak up right away—whether it’s through a Slack message, an email, or a quick video call.
Proactively tackling issues creates a more supportive culture and prevents small misunderstandings from derailing larger projects. For urgent matters, don’t hesitate to pick up the phone or suggest a virtual meeting to resolve the issue promptly. This habit of swift communication not only ensures smoother workflows but also demonstrates accountability.
If you work in a hybrid model like I do, and you feel that certain topics are better addressed in person, schedule a meeting for a day when both of you can be in the office.
8. Develop a habit of asking questions to communicate more
In a remote setting, where much of the casual, informal communication that happens in an office is missing, it’s easy to feel out of the loop. To stay informed and engaged, develop a habit of asking questions—especially during or after team meetings. This not only helps you grasp the details but also signals your interest in understanding the bigger picture.
For example, if a discussion in a virtual meeting seems ambiguous, don’t hesitate to ask clarifying questions to ensure you’re aligned with your remote team members. Regularly asking questions also fosters stronger connections within the virtual team and can unearth insights or ideas that may have been overlooked. Remember, effective communication isn’t just about delivering information—it’s also about gathering it.
9. Understand different people and styles
In a remote team, recognizing and adapting to the varied communication styles and work preferences of your team members is essential for smooth collaboration. People process information and express themselves differently, especially in a setting where written communication dominates and in-person interactions are rare.
For instance, some team members might prefer direct, concise messages, while others may appreciate more context and detail. Take the time to observe and learn these preferences, and adjust your approach accordingly. A team leader might thrive on bullet-pointed updates, while a colleague may need more visual elements to grasp ideas.
10. Encourage ping on Slack
In remote collaboration, it’s easy for team members to hesitate about reaching out, fearing they might interrupt or disturb you. You can deal with this by encouraging your colleagues to ping you on platforms like Slack.
Let your remote team members know you’re open to questions, feedback, or discussions, and make an effort to respond as soon as you can.
Disclaimer: ...but also, feel free to ignore it if it’s outside your working hours or you need focus time
Sometimes, we feel pressured to respond instantly to messages on Slack or other platforms. After all, they’re asking about work, so it must be urgent, right? But keep in mind that people often don’t fully understand your scope of work. You’re likely juggling multiple projects and already have your own fires to put out. Responding to someone about a task you planned to tackle at the end of the week might not exactly be top of mind for you at the moment.
That’s where tools like "Save for Later" or the "Do Not Disturb" feature come in handy. When you’re feeling overwhelmed, it’s important to remind yourself that it’s perfectly okay to use them—they exist for a reason.
Don’t underestimate the importance of maintaining a balance between work and well-being. Remember, working from home doesn’t mean you’re available 24/7.
