Types of Remote Work Communication and How They Affect Team Performance

Work Communication Types and When to Use Them for Remote Teams

What are the types of workplace communication, and how do they apply to remote work?

Recently, our way of consuming and absorbing information has changed. The rise of businesses transitioning to remote work requires employers and employees to rethink how workplace communication is achieved. 

Sophisticated new technologies allow businesses to operate globally, crossing time zones and language barriers. Having a solid grasp of different remote work communication tools is important, as it is crucial in fostering productivity in the virtual work landscape.

Stegmeier Consulting Group is experienced in helping organizations ease through workplace transitions and strategy changes and includes facilitating how workers can best adapt and harness the roles of proper communication in the workplace.

Types of Remote Work Communication

Communication tools continue to evolve, and companies must know when to make use of synchronous and asynchronous communication methods of communication and how to properly balance them without being too dependent on either. 

Asynchronous Communication

Asynchronous communication is a form of remote communication that takes place in real-time but is primarily done by one party, for consumption by others at a time that is beneficial for them. 

The benefit of asynchronous communication is that there is no set time for communication, and communication can be accomplished anywhere. Essentially, asynchronous communication mediums guarantee that messages reach recipients at the best possible time. 

Emails, project management tools, video communication tools (such as recording a brief instructional video in Loom), online collaboration software, and routed documentation are primary examples of common asynchronous communication tools. 

This communication mode benefits most employees because it reinforces their focus on immediate tasks by decreasing interruptions and eliminating untimely distractions.

Asynchronous communication allows employees to provide substantial insights as they have more time to analyze and reflect on the task instead of responding out of impulse. Work issues that are asynchronously documented create a common team reference bank and permanent repository of information.

Synchronous communication

Synchronous communication is a form of remote communication that occurs in real-time and involves different parties.

This is an interactive form of exchange between people whereby the delivery of messages and responses is relayed immediately. Examples of synchronous communication include video teleconferences, phone calls, and instant messaging (when both parties are actively engaged). The benefit of synchronous communication is that all parties are available to communicate at the same time, in real-time. 

This allows for a more robust dialogue at the moment and more immediate processing of an urgent matter.

Synchronous communication is best for crucial or timely discussions that require immediate action. Its primary advantage is its immediacy in communication and subsequent results. This particular means of team communication can break the monotonous digital environment when working remotely. 

Communication Issues When Working From Home

Working from home may have numerous advantages, but it also has its drawbacks. The COVID-19 pandemic made it more limiting for people to socialize, affecting the overall well-being of employees working remotely. The adjustment phase and slowly immersing into the “new normal” also add to virtual professionals’ organizational challenges.

• Lack of face-to-face – the lack of human interaction is isolating. The lack of day-to-day in-person exchanges can lead to loneliness, which sometimes takes a physical toll. 
• Technical difficulties – the dependency on the internet and technology can be a vulnerability for remote workers. Disruptions to internet service or computer issues can cause significant setbacks in productivity. Having a backup plan and spare hardware can offer a safety net for unforeseen technology issues. Companies should be able to give their remote teams the right tools, so these issues do not cause a negative impact on a remote worker’s performance.
• Collaboration difficulties – Remote work inherently relies on asynchronous communication that can delay collaborative work outputs. Aligning collaboration schedules with teammates can be difficult when employees are not working in the same time zone. 

How to Properly Communicate in a Remote Setting

Remote team leaders should communicate their guidance and expectations about the communication and collaboration tools the team will use for various functions and projects. Leaders should enable remote workers to understand what platform they should use for each task or project. Asynchronous and synchronous communication tools have pros and cons, but both are effective when utilized accordingly. 

To identify what communication tools are required for a task or project, leaders should consider the following questions:

Is the task urgent? Does an issue require immediate collaboration and conversation with team members? Is this topic or task better handled when employees are given ample time to reflect and respond? 

Dangers of Excessive Communicating in a Remote Setting

Excessive communication is the tendency to relay messages repeatedly to the same audience. This leads to eventual disengagement, whereby an employee becomes unreceptive or annoyed by the repetitive message or unnecessary demands on their time. 

Meetings and team huddles can quickly devolve into hours of unnecessary discussions. Suppose the meeting host does not have an agenda with clear objectives or fails to take control of the meeting’s direction. In that case, it can result in an ineffective meeting that will require additional follow-up meetings to resolve the work task. 

Mismanaged communication can also manifest as “information pollution,” whereby employees receive an abundance of emails, texts, or chat messages daily and must dedicate significant time to filtering through the information to prioritize responses. It can lead to disengagement, hostility, and dissatisfaction.

One effective way to avoid the dangers of excessive communication is to set standards and schedules that work for both leaders and team members. While managers listen to what their remote workers prefer – whether they are more comfortable receiving instructions via emails or need frequent video calls – the key to an effective communication line is to meet a standard and stick to it.

For instance, even if your workers say they do not like having meetings, this does not mean that you have to give in to their requests. As leaders, you have the final say on when and how to hold meetings with your remote team. 

But, just so your team members are better prepared and aware, scheduling a fixed meeting could be one solution. Having one to two fixed video call schedules a week could work; once a schedule is set, employers and employees should strive to stick to that schedule. This makes everybody anticipate their own work schedules while blocking off the required timeslots for communicating with the team. 

Getting people to understand each other’s preferred methods of communication can help teams operate more efficiently and minimize resentment amongst co-workers. They can feel more productive as they dedicate more time to accomplish tasks, avoid unplanned and unnecessary video conferences, and spend the right time for team meetings and collaborations.

Establishing the Right Communication Types for Your Business

The methods in how employees communicate when working remotely can be different from how employees engage when in the office. Employers must be able to cascade these communication changes to their employees properly. SCG can help your organization with best practices to guide employees through these changes. Fill out the form below, and we can discuss how your company and teams can improve communication and collaboration in a remote setting.