25 Tips for Communicating with Hybrid and Remote Teams

With the rise of hybrid and remote work, the way teams communicate and collaborate has fundamentally changed. As such, the days of huddling around the water cooler and huddling by the whiteboard seem antiquated.

According to a Gallup poll released in February 2024, 54% of remote-capable U.S. workers work in hybrid environments, 27% exclusively remote, and 20% on-site. Additionally, Upwork estimates that 22% of American workers will work remotely by 2025.

Suffice it to say that hybrid and remote teams are here to stay. Therefore, to thrive in this new environment, you need to communicate effectively. But how do you ensure everyone feels included regardless of their physical location? Here are 25 tips for supercharging your hybrid and remote team’s communication.

Setting the Stage

1. Define expectations and policies.

In-office and remote employees should have clear communication channels, meeting protocols, and response times.

For remote employees, this can include;

• You can use a video conferencing tool like Zoom or Google Meet for video conferencing.
• Slack and Microsoft Teams are great instant messaging tools.
• Communicating effectively can be done with tools like Trello and Asana.

Through these channels, remote employees can communicate with their colleagues, share updates, ask questions, and collaborate on projects in real time.

2. Make transparency a priority.

A transparent remote work environment ensures that everyone has access to the same information regardless of location. As a result, equal participation is promoted, a sense of inclusion is cultivated, and the team can work together more effectively.

In addition, when everyone is aware of project updates and company goals, their efforts are aligned with the overall goals, increasing productivity and efficiency.

3. Get input and build consensus.

The whole team should be involved in establishing communication norms and tools. The more you feel heard, the more you’ll buy in and engage. The team can voice their preferences if you get involved in setting communication standards.

The result is a sense of ownership and involvement and a greater likelihood of buy-in and adoption of communication tools. Moreover, when team members feel valued and heard, they’re more likely to participate actively in discussions and work together toward consensus.

Communication Channels

4. Find the right mix.

The use of a variety of tools can enhance team collaboration and communication in a variety of ways.

Video conferencing, for instance, allows face-to-face interaction and real-time communication, while instant messaging facilitates quick and efficient communication. In addition to project management platforms, internal social media platforms foster a sense of community and facilitate knowledge sharing among teammates.

5. Asynchronous advantage.

Use asynchronous communication for non-urgent matters. This allows team members to respond according to their schedules.

When it comes to non-urgent matters, collaborative document editing tools, such as Google Docs or Microsoft Office 365, can effectively leverage asynchronous communication. Team members can contribute documents and review them at their own pace, allowing flexibility and avoiding immediate responses.

You can also use project management software that gives notifications and assigns tasks. It also keeps teammates updated on each other’s progress without stressing them out.

6. Document everything.

Create a central repository to contain meeting notes, project documents, and key decisions.

Using a file naming convention that includes relevant keywords and dates can help you organize and categorize project documents more effectively. This makes it easier to find specific documents and ensures consistency across the entire team.

In addition, folders or directories can be created based on different phases or categories of a project to facilitate navigation and retrieval.

Further streamlining of document organization can also be achieved by utilizing document management software or collaboration platforms that offer advanced features such as tagging, version control, and advanced search.

Building Strong Connections

7. Schedule regular team check-ins.

Regular team check-ins can foster trust and camaraderie among team members, improving collaboration. When team members dedicate time to casual conversation and team-building activities, they can get to know each other more personally, improving communication, increasing empathy, and enhancing unity. As a result, productivity and collaboration can be improved.

8. Foster a sense of community.

You can even organize virtual events and online games or invite remote team members to join in-office events online.

Why? Building a sense of community improves morale and engagement and enhances productivity. Having a sense of connectedness and support among team members makes it easier for them to collaborate effectively, share ideas openly, and go the extra mile to help each other out.

Overall, a sense of belonging and shared purpose drives team productivity and success.

9. Celebrate successes (big and small).

It is important to acknowledge and celebrate successes, regardless of how big or small. After all, acknowledging and celebrating team members’ achievements and milestones boosts their confidence and motivation and fosters a positive team environment.

As a result, morale rises, engagement increases, and greater satisfaction and fulfillment is achieved.

Understanding & Respect

10. Mind time zones.

Be aware of different time zones when scheduling meetings, sending messages, and setting deadlines.

You can manage time zone differences with a world clock tool or app like Calendar. Whenever you set deadlines or schedule meetings, it is also helpful to clearly communicate the time zone you are referring to.

It is also important to be flexible and understanding when accommodating different time zones within a team in order to foster an inclusive and respectful work environment.

11. Respect boundaries.

Respecting boundaries can help team members maintain a healthier work-life balance and be more productive. Allowing employees dedicated working hours and uninterrupted personal time can boost their focus and efficiency during work hours by allowing them to recharge and maintain their well-being.

Additionally, respecting boundaries helps build trust and mutual respect in the workplace.

12. Embrace different styles.

It is important to recognize that communication styles vary. Be patient, clarify expectations, and listen actively.

Sometimes, team members prefer to communicate in writing and thrive in email and chat, whereas in others, video conferencing and face-to-face communication work better. To embrace different communication styles, it is necessary to understand and adapt to these preferences so that individuals can communicate as they prefer. As a result, teams are more likely to foster collaboration, creativity, and productivity.

Enhancing Accessibility, Equity, and Inclusivity

13. Closed captioning.

The use of closed captioning in video meetings benefits not only those with hearing impairments but also those with different learning styles. Adding captions also allows visual learners, who struggle with auditory processing, to better understand the information by reading along.

14. Be aware of nonverbal cues.

Communicating effectively requires nonverbal cues, which provide context and emotional cues that are difficult to convey with only words. To foster a sense of inclusion during video calls, you should pay attention to how you speak and use your body language. This will ensure that everyone’s contributions are acknowledged and understood.

15. Use inclusive language.

The inclusive language used during video calls allows all participants to feel welcomed and respected. Cultural differences are avoided, ensuring everyone feels comfortable and included in the conversation.

By using clear, inclusive, and easily understood language in virtual meetings, you can foster effective communication and promote a sense of equity and inclusivity.

Enhancing Virtual Meetings

16. Set agendas and objectives.

Make sure each meeting has clear goals in order to ensure a productive and focused discussion.

The best way to effectively communicate meeting agendas and objectives is to send them out in advance to all attendees. As a result, participants can arrive prepared and clearly understand what will be discussed. In addition, periodically reviewing the agenda and objectives during the meeting can help ensure the discussion stays on track.

17. Facilitate participation.

Encourage all participants to contribute and create an inclusive environment by actively seeking their input. To ensure everyone has an opportunity to participate, arrange round-robin discussions or assign roles.

In addition, it provides attendees with opportunities for informal interaction and networking.

18. Embrace visual communication.

Visual aids can enhance understanding and keep all participants engaged in virtual meetings. Screen sharing, for example, allows participants to follow presentations and demonstrations visually, while whiteboards let participants brainstorm and take notes together.

In addition to clarifying complex ideas, visual communication adds a dynamic element to meetings, making them more interactive and memorable.

19. Mind meeting fatigue.

Be concise and focused when conducting virtual meetings.

The best way to keep virtual meetings concise and focused is to assign a specific time limit for each agenda item. This ensures that all topics are covered within the time limit and discussions do not deviate off track.

It can also be helpful to assign a meeting facilitator who keeps the meeting on schedule to prevent unnecessary tangents. Additionally, pre-readings or summaries can assist participants in coming prepared and streamlining discussions by providing clear and concise information.

Going the Extra Mile

20. Overcommunicate.

Always err on the side of more information when in doubt. Overcommunication can enhance collaboration and teamwork by keeping all team members informed about expectations, goals, and project updates. It minimizes misunderstandings and enhances transparency, allowing effective collaboration and problem-solving to take place.

In addition, overcommunication promotes trust and accountability among team members, as everyone feels included and valued in the decision-making process.

21. Gather feedback regularly.

Collaborating is more effective when you use surveys, for example. By asking team members about their communication needs and preferences, you can ensure they’re heard and understood.

Additionally, this promotes an inclusive and positive team environment where everyone’s input is valued, thereby improving overall communication efficiency.

22. Empathy is key.

In remote work environments, empathy plays a crucial role in fostering understanding and support for the challenges faced by remote workers. The ability to be empathic allows team members to support one another, whether it is addressing technology issues or finding solutions to distractions, resulting in a more inclusive and compassionate workplace.

23. Embrace experimentation.

By embracing experimentation in communication, teams can discover new tools and strategies to enhance their collaboration and productivity. If teams are open to trying different approaches, they can find methods that meet their specific needs and dynamics, ultimately leading to more effective communication.

Developing a culture of innovation and continuous improvement starts with a willingness to experiment. The reason? It allows team members to experiment and see what works for them.

24. Invest in communication training.

By investing in communication training for remote teams, they can be more effective and efficient. In addition to training sessions on effective communication practices, virtual meeting etiquette, and active listening, you can help team members improve their abilities to collaborate and connect.

Furthermore, this fosters a sense of team unity, trust, and productivity, ultimately leading to better outcomes and success.

25. Lead by example.

In order to model effective communication, leaders should prioritize active listening by giving their full attention, asking clarifying questions, and summarizing what they’ve heard. By creating a safe space where team members can express their opinions without fear of judgment, they can also encourage open and honest communication.

In addition to transparency, leaders can keep everyone informed and aligned by regularly sharing information and updates.

The following tips can help you create a successful hybrid or remote team environment despite the physical distance. Clear communication is essential for a team to be successful, regardless of where it is located.

FAQs

How can we establish clear communication expectations for a hybrid team?

Make sure your whole team is involved in the communication guidelines. It is important to set clear expectations for response times, preferred communication channels (email, chat, video calls), and in-person, virtual, or hybrid meetings.

What are some common mistakes to avoid when communicating with hybrid teams?

Be careful not to exclude remote workers from conversations, over-rely on in-person chats that remote workers cannot attend, or use unclear communication that leads to misunderstandings.

How can we foster a sense of community in a hybrid team?

Promote online and in-person team-building activities, encourage informal chats, and recognize and celebrate team accomplishments.

How can we ensure remote team members feel connected and supported?

Regularly meet with remote workers, solicit their input and feedback, and remain accessible to them.

What are some things to consider when planning meetings for a hybrid team?

Consider whether a hybrid meeting is even necessary. To increase engagement, is it possible to have all-virtual or all-in-person meetings? Ensure those participating remotely can fully participate (clear audio/video, screen sharing).

Also, be mindful of excluding remote team members from important conversations.

Image Credit: Christina Morillo; Pexels