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The Remote Team Leader’s Guide to Managing Difficult Communication.

Section 1: Understanding Communication Challenges in Remote Teams

As stated before, communication is everything in remote work. It’s the glue that keeps your team together; it’s the means by which you foster relationships, disseminate information, and achieve your goals. But with remote work comes a unique set of communication challenges that require careful consideration and attention.

Lack of face-to-face interaction

Unlike working in a physical office where team members can chat during breaks or lunch, remote working environments lack that preferred layer of personal interaction. The absence of a physical connection in a remote culture can cause a lack of interpersonal relationships and trust-building that affect the team’s overall productivity. Further, many team members can feel left out or disconnected from the team, which can manifest in various communication issues with team members.

To address these communication problems, leaders must create a communication strategy that makes provision for regular interpersonal activities. This could be as simple as occasional scheduled casual video chats to discuss non-work-related topics or as elaborate as planned surface interactions for team members who live in close proximity to each other.

Time zone differences

Working across different time zones is one of the most significant challenges that remote teams face. Finding an ideal time when everyone can meet is a struggle, and a lack of collaboration in real-time can lead to missed deadlines and decisions.

One strategy to deal with this issue is to make use of different scheduling tools. There are various time zone conversion tools and meeting scheduler apps that can help remote teams deal with time zone differences. It’s important to establish communication norms around delayed responses, available time windows, and respectful message and notification etiquettes to ensure that everyone has adequate time to collaborate effectively.

Communication overload

In a remote work environment, there can be several digital communication platforms, including emails, messaging apps, project management software, video conferencing platforms, and more. While these communication channels create benefits for quick and efficient communication, it can be easy to get overwhelmed with messages and notifications.

One approach to managing communication overload is to establish communication protocols that will help isolate and control messages. For example, employees could be encouraged to use emails for long-form messages, messaging apps for quick questions, and project management software for updates on projects. Tools such as email templates, message buffers, and automated notifications could be set up to help manage the quantity and the quality of messages flowing between team members.

Misinterpretation of tone and intent

Communication can be tricky because it involves not only what you say, but also how you say it. With remote work environments that lack visual cues, messages can be easily misconstrued, and the intent, tone, or context can become lost in translation.

Creating clear communication standards can aid in eliminating any remaining confusion or misinterpretation amongst team members. Leaders must establish clear communication protocols and establish communication norms that facilitate mutual understanding, and everyone must respect these guidelines. Providing training for active listening and constructive feedback, implementing non-judgmental communication strategies, and creating a safe communication environment can all help prevent miscommunication.

Technical issues

Remote work requires access to various technical tools, including an internet connection, communication hardware and software, and cloud storage. Technical issues with communication tools like poor internet connectivity, hardware or software glitches, and bugs can impact productivity and interrupt workflow.

Leaders must provide training on the various communication tools to ensure that everyone is comfortable using them. They should also have a ready-created standard protocol in place to help guide employees in the quick troubleshooting of minor technical issues.

Section 2: Strategies for Managing Difficult Communication

Communication can be difficult to manage in a remote working environment, but there are strategies remote team leaders can adopt to enhance and manage employee communication skill sets while minimizing communication challenge

Establish clear communication guidelines

Clear communication guidelines help establish expectations and avoid any communication breakdowns. The guidelines should include the preferred tool, availability window, message etiquettes, and communication buffer, among others. The communication guidelines must be audibly communicated to all team members to ensure everyone is working from the same playbook.

Encourage the use of video conferencing

Video conferencing can help bridge the gap when team members cannot meet in person. Live video conferencing enables team members to see each other’s faces and discuss solutions in real-time. Scheduling regular video conferences or non-work social video events can help establish rapport and build trust among team members.

Promote active listening

Active listening involves paying attention to what is being said, questioning anything that is unclear, and providing thoughtful responses. Creating specific workshops and training on active listening techniques promotes a quality communication culture within the team.

Make sure everyone has access to the same communication tools

Team members who don’t have access to the same communication tools can lead to confusion and misinterpretation. Leaders should ensure that every employee has access to the same communication tools to minimize confusion, promote accurate information storage, and enhance problem-solving.

Avoid relying too much on email

Team leaders should avoid bombarding their team members’ inboxes with emails that are unnecessary or vague. While emails may be the most common communication tool, there are other better communication tools that can be used to communicate specific information effectively. Team leaders should create email policies and templates for various communication contexts to save time, reduce errors, and set expectations.

Provide training on communication tools

Technical issues with communication tools such as software and hardware can be a significant barrier to communication. Training employees on how to use different communication tools effectively can help minimize confusion and minimize technical communication nightmares.

Maintain Regular Check-Ins

Remote team leaders should establish regular check-ins to determine the progress of team members’ objectives, addressing any communication challenges that occur, and addressing any areas that require clarification. Regular interaction helps maintain communication with the team and enables them to have a better understanding of their role and objective.

Section 3: Dealing with Difficult Communication Situations

Even with the right strategies and tools, unanticipated communication scenarios can arise in remote working environments. Here are a few common situations and ways of addressing them:

Dealing with Passive-Aggressive Behavior

Passive-aggressive behavior in remote working environments can be challenging to deal with since there are no visual mood cues or body language to help pick up on such behavior. In these situations, it’s essential to address the issue head-on and encourage open and honest communication.

Team leaders must establish the root cause and triggers of such behavior, identify specific solutions and actionable procedures, and promote an approach focused on team member wellness and conflict resolution.

Managing Conflict

Conflict is inevitable on any team, regardless of whether it’s remote or physical. Resolving conflicts on remote teams can be difficult because team members might not have the chance to meet in person. One strategy for dealing with conflicts in remote working environments is establishing clear protocols for conflict resolution. Emphasizing clear communication, adhering to ethical and legal protocols, and fostering empathy and compassion can help in conflict resolution.

Resolving Misunderstandings

Misunderstanding can arise from any communication exchange, and they can be particularly challenging in remote working environments. If a team member misunderstands something, it’s essential to maintain open and clear lines of communication to correct the misunderstanding. Having a shared communication protocol, asking clarifying questions, and actively listening are all communication techniques that can help address misunderstandings.

Addressing Communication Breakdowns

Communication breakdown could arise due to many communication variables, including technical issues or lack of proper communication protocols. In such situations, it’s important to address the breakdown quickly and find a solution that works for everyone. Leaders must communicate transparently to all team members involved, provide context when necessary, and collaborate on ensuring the continued effectiveness of communication channels.


In summary, managing communication within remote teams can be challenging. This challenge, however, is not insurmountable and can be addressed with the right solutions and strategies. By establishing clear communication guidelines, promoting active listening, and providing training on communication tools, remote team leaders can ensure that their teams work effectively and efficiently.

In addition, establishing protocols for dealing with various communication scenarios, addressing misunderstandings, resolving conflicts and establishing regular check-ins are all critical in creating an integrated remote communication environment. Investing time and effort into managing communication channels can pay dividends in team productivity, employee retention, and overall business success. Success in remote work often depends on communication culture – how well employees and leaders navigate communication challenges determines that success.

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