Working remotely has become the norm for many organisations—and with it, the rules of communication have changed. Gone are the days when quick clarifications happened over a desk or project updates were shared in the lift. In remote teams, communication must be intentional, structured, and inclusive.
When it works well, communication becomes a competitive advantage. It aligns people, builds trust, and supports both performance and wellbeing. But when it breaks down, confusion and disengagement quickly follow. Here’s how to get it right.
Prioritise Clarity Over Volume
One of the most common mistakes remote teams make is equating more communication with better communication. In reality, sending too many messages—across too many channels—can create noise instead of clarity. Teams end up chasing information, missing updates, or simply switching off.
Effective remote communication starts with clear, concise messaging. Each message should have a purpose, a clear ask or update, and a relevant channel. Long email chains or vague chat messages only create confusion. Instead, aim for communication that is direct, well-timed, and easy to act on.
Structuring information helps. Use headings, bold text, or summaries to make your updates easy to scan. This is particularly important when your audience includes people in different roles, locations, or levels of seniority.
Use the Right Channels for the Right Messages
Every tool serves a purpose—but not every tool suits every message. Email might be fine for formal updates, but it’s not ideal for quick coordination. Instant messaging is great for casual check-ins, but it shouldn’t replace documented project briefs. Video calls are valuable for alignment and nuance, but they’re time-consuming and not always necessary.
The key is to define channel norms as a team. When everyone understands where to go for what—announcements, feedback, collaboration—it reduces friction and makes communication more efficient.
Many organisations improve internal messaging by adopting tools that centralise updates, recognition, and feedback. Internal communication platforms designed for remote and hybrid teams can help ensure the right messages reach the right people—without getting lost.
Encourage Two-Way Communication
Broadcasting announcements is easy. Creating space for feedback is harder—but far more important. In remote teams, where visibility is lower, people need clear ways to ask questions, raise concerns, or clarify expectations.
High-performing teams build feedback loops into their workflow. That might include weekly check-ins, anonymous Q&A channels, or post-project retros. It’s not just about hearing employees—it’s about showing that their input shapes decisions.
The CIPD highlights that open, reciprocal communication improves both trust and performance. In remote settings, this is particularly true. When communication flows both ways, people feel safer, more connected, and more accountable.
Be Mindful of Time Zones and Working Styles
Remote teams often span geographies and schedules. That makes asynchronous communication a critical best practice. Instead of expecting immediate responses, encourage updates that can be consumed and responded to when it suits each person’s working rhythm.
This includes recording video updates instead of hosting live calls, summarising meetings for those who can’t attend, and keeping documentation centralised and accessible. Respecting time zones doesn’t just make communication smoother—it signals empathy and trust.
It also helps to include clarity on timelines. When assigning a task or sharing an update, always specify whether a response is needed, and by when. This reduces stress and eliminates guesswork.
Train for Communication, Not Just Tools
It’s easy to assume that if you’ve rolled out Slack, Teams, or Zoom, you’ve “solved” remote communication. But the truth is, technology doesn’t replace communication skills—it amplifies them.
Investing in training that helps teams write clearer messages, give better feedback, and structure meetings well is often overlooked, but essential. Even a short guide on “how we communicate here” can help reduce misunderstandings and support consistency across the company.
One growing fintech company created a playbook for internal messaging, outlining best practices for tone, structure, and tools. Within a month of rolling it out, they saw a measurable drop in duplicated updates and missed deadlines.
If you're building out an internal strategy, consider reviewing how communication supports the full employee experience—from onboarding to offboarding.
Make Communication a Cultural Value
The most effective remote teams treat communication not as a tool, but as part of their identity. It’s woven into how they operate, hire, and lead. Leaders model clarity and openness. Teams give feedback respectfully and regularly. Everyone understands the value of thoughtful interaction.
This doesn’t require more meetings or more noise. It means being deliberate, inclusive, and human in how we connect. In remote work, communication is how culture shows up day-to-day. It’s what gives people the confidence that they belong, that they’re informed, and that they’re trusted.
Remote communication isn’t just about staying connected—it’s about staying aligned. It’s the backbone of effective teamwork, trust, and long-term success.
The best practices aren’t revolutionary. They’re about clarity, consistency, and care. Use the right tools, keep feedback flowing, and be mindful of how—and when—you communicate. With the right systems and habits, remote teams don’t just work—they thrive.
