Employees working in an office.

6 Hints Your Remote Teams Aren't Communicating Effectively

8 min read
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Remote working has been on the rise for a few years now and has even become a necessity during the Coronavirus pandemic. Research done by Gartner shows that almost 88% of the population in 2020 is working remotely and is not in the office. This shift also means there are new ways that professionals and businesses need to adapt to so that they can effectively work with their teams. 

Ineffective communication has become one of the biggest problems amongst team members and is a factor that hinders productivity. Businesses need to single out instances where communication and collaboration for team members has been difficult and find ways to solve this. 

Key Takeaways:

  1. Establish clear communication channels: Ensure that remote teams have designated communication channels, such as video conferencing, instant messaging, and project management tools, to facilitate efficient and effective communication.

  2. Foster a culture of open communication: Encourage team members to express their thoughts, ideas, and concerns openly, fostering a collaborative environment where everyone feels comfortable sharing their insights.

  3. Set clear expectations: Clearly define roles, responsibilities, and deadlines to avoid confusion and ensure that remote team members understand what is expected of them.

  4. Prioritize regular check-ins: Schedule regular team meetings and individual check-ins to keep everyone aligned, address any issues or challenges, and provide necessary updates.

  5. Encourage active participation: Promote active engagement during virtual meetings and discussions by encouraging team members to contribute ideas, ask questions, and provide feedback.

  6. Invest in collaboration tools: Explore and utilize collaboration tools that enable remote teams to work together seamlessly, share documents, and collaborate in real-time, enhancing communication and productivity.

Table of Contents

Very little or too much communication 

Effective communication is the basis on which remote teams work. Without this, there is a visible lapse in daily work and tasks, showing an inability for the business to move forward successfully. Poor communication often reveals signs of inconsistency among the team mates and can lead to misunderstanding.

Setting guidelines for communication throughout the company can help everyone be on the same page and understand what is expected of them. This also sets a precedent for how and what channels each kind of task, message, or announcement will be delivered. 

Too much communication too can make things confusing for your team. This would entail over-communicating the same thing through various channels. Or even using too many channels for communicating that can lead to missed messages. Streamline where and how you will deliver tasks and expect them to be submitted or updated. This will also help team leads stay on top of the work being executed by their team members.

Team members aren't able to adapt

If remote working is new to your team, there may be some resistance to adapt as change can be hard for many people. Without effective communication, it can be difficult for employees to understand the changes taking place and completely agree with them. 

MinimiZe resistance and increase adaptability by planning communication properly. Ensure that everyone is given notice of the changes in advance so there is no element of surprise. 

No trust and understanding between the team

A lack of trust and understanding among the team becomes evident when they aren't able to work together in tandem with each other. The fact that they aren't face to face can lead to a certain detachment, leading to mistrust. Lack of understanding when it comes to tasks and communication can also be bad for the everyday workings of the business.

This can be remedied by scheduling regular calls among every team mate and promoting a culture of effective communication. Without this, your team members will not be able to understand each other and thus not be able to effectively work together as a team.

Increasing miscommunication

Miscommunication among your team can be seen when there is a disconnect between what is being communicated and what is understood. If you see increasing miscommunication and ineffective handling of tasks, this could be because the team isn't discussing their issues and concerns over the work with each other.

Written communication is also a big way people misconstrue what is being said and thus visual or verbal communication should be the norm. Make it a habit with your team to always schedule calls or send graphs and charts instead of just writing down tasks for each other.

Not able to stay on track 

If you are constantly noticing your team falling behind on tasks and not staying on track, there is definitely something that is amiss. Without a defined and systematic way to assigning work and having an overview of it, team members and team leads can find it difficult to track their work.

Transparency and communication is the key to ensuring all tasks stay on track and are completed as per schedule. Having a system in place that helps with providing an overview of everything that is happening can be very beneficial.

Collaboration is difficult 

Without proper collaboration, your whole team can never be on the same page. Just because everyone is working remotely, does not mean things need to be difficult! There are several software and platforms that can help with effective collaboration and communication for teams that aren't in the office right now.

Using a Customer Relationship Management software can help make collaboration among the team members much easier, especially when working remotely. Using a collaborative CRM tool can help make assigning and tracking tasks much simpler and transparent. It also works as an all in one solution that is perfect for managing and storing customer data and managing your business efficiently


To sum it up, effective communication is the backbone of successful remote teams. By establishing clear channels, fostering an open culture, setting expectations, prioritizing regular check-ins, encouraging active participation, and utilizing collaboration tools, businesses can overcome communication challenges and enhance team collaboration. Remote teams thrive when communication flows smoothly, ensuring everyone is on the same page, aligned with goals, and empowered to contribute their best work. Investing in effective communication strategies not only improves team dynamics but also boosts productivity, efficiency, and overall success. Embrace these hints to unlock the full potential of your remote teams and drive positive outcomes. Take the necessary steps to foster effective communication and witness the remarkable results it brings. Ready to empower your team? Book a free demo with FiveCRM today. 


Q: How can I improve communication among remote teams?

A: To enhance communication, establish clear channels, encourage open dialogue, set expectations, schedule regular check-ins, promote active participation, and utilize collaboration tools.

Q: What are the common challenges faced in remote team communication?

A: Common challenges include misinterpretation of messages, lack of non-verbal cues, time zone differences, technical issues, and difficulties in fostering team cohesion.

Q: How often should remote teams have check-ins or meetings?

A: The frequency of check-ins or meetings may vary based on the team's needs, but it is generally recommended to have regular team meetings and individual check-ins at least once a week.

Q: How can I encourage active participation during virtual meetings?

A: Encourage active participation by creating an inclusive environment, providing clear meeting agendas, inviting input from all team members, and actively seeking their opinions and ideas.

Q: What collaboration tools can I use for remote team communication?

A: There are several collaboration tools available, such as video conferencing platforms (e.g., Zoom, Microsoft Teams), project management tools (e.g., Asana, Trello), and instant messaging apps (e.g., Slack, Microsoft Teams).

Q: How can I ensure effective communication across different time zones?

A: When working across time zones, establish clear guidelines for availability and response times, leverage asynchronous communication methods, and use shared calendars to schedule meetings that accommodate everyone's availability.

Michael King says...

"I can’t think of a time where a client has requested something that we weren’t able to do with FiveCRM. Unlike most systems, it has a lot of flexibility."

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Managing Director, Senior Response


“Each client, and each of their campaigns, has its own unique specifications. We essentially needed to set up mini CRMs on one platform to meet those requirements.”

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