You're working remotely with a team. What's the best way to communicate?

1 Choose the right tools

Communication tools are essential for virtual teams, but not all tools are created equal. You need to select the ones that suit your team's needs, preferences, and goals. For example, you might use email for formal and asynchronous messages, instant messaging for quick and informal chats, video conferencing for face-to-face and synchronous meetings, and project management software for tracking and sharing tasks and progress. Make sure you have a clear and consistent policy on when and how to use each tool, and train your team members on how to use them effectively.

2 Establish regular communication

Communication is not something you do once in a while, it's something you do regularly and intentionally. You need to establish a communication rhythm that keeps your team connected, informed, and engaged. For example, you might have a daily check-in to share updates and challenges, a weekly meeting to review goals and feedback, and a monthly meeting to celebrate achievements and plan ahead. You also need to communicate frequently and spontaneously, not just during scheduled times. Send a message to acknowledge someone's work, ask a question, share an idea, or offer support.

3 Be clear and concise

Communication can be easily misunderstood or misinterpreted in virtual teams, especially when you rely on text-based tools. You need to be clear and concise in your messages, and avoid ambiguity, jargon, and slang. Use simple and direct language, and provide enough context and details. Use bullet points, headings, and formatting to organize your information and highlight the key points. Use emojis, gifs, and memes to convey tone and emotion, but don't overdo it. And always proofread your messages before sending them.

4 Be respectful and inclusive

Communication is not only about what you say, but also how you say it. You need to be respectful and inclusive in your communication, and recognize the diversity and differences in your team. For example, you might use inclusive pronouns, avoid stereotypes and assumptions, and acknowledge cultural and linguistic nuances. You also need to be respectful of your team members' time zones, schedules, and preferences, and avoid sending messages at inappropriate hours or expecting immediate responses. And don't forget to say please, thank you, and sorry when appropriate.

5 Be responsive and proactive

Communication is a two-way street, and you need to be responsive and proactive in your communication. You need to respond to your team members' messages in a timely and appropriate manner, and avoid leaving them hanging or guessing. You also need to proactively communicate your availability, expectations, and feedback, and avoid surprises or conflicts. And don't be afraid to ask for help, clarification, or input when you need it.

6 Be human and authentic

Communication is not only about exchanging information, but also about building relationships. You need to be human and authentic in your communication, and show your personality and emotions. You also need to create opportunities for social and informal communication, and have fun with your team. For example, you might share something personal or funny, have a virtual coffee break or happy hour, or play a game or trivia. These activities can help you bond with your team, reduce stress, and boost morale.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?