Nailing two of the major challenges by improving communication across remote teams

Organizations with multiple locations and remote teams face three common barriers to communication—technical, interpersonal, and logistical. While technical tools often get the spotlight, it's the interpersonal and logistical challenges that most often trip teams up.

Here’s how to address those two areas with clarity, consistency, and connection.

Interpersonal: bridging the human gap

When working across locations, there’s a natural tension between speed and connection—between the pressure to “get it done” and the human need to feel seen and known. That tension is especially noticeable in communication.

Here are four practical ways to strengthen interpersonal connection:

1. Start the day with a face-to-face check-in

Treat the first communication of the day like you would an in-person greeting. Take a moment to say hello, ask how things are going, and connect on a human level.
After that, feel free to keep things task-focused. Don’t take it personally if people cut straight to the point.

2. Create opportunities for virtual face time

Try hosting a virtual brown bag lunch or taking a short break with someone from another location once a month. Face-to-face communication—even through a screen—is powerful.

Why it matters:

• 93% of communication is non-verbal
• Eye contact is one of the most important non-verbal cues
• As Howard Lichtman of the Human Productivity Lab shares: “Facial recognition stimulates the emotional regions of the brain where agreement, consternation, joy, play, pleasure and seriousness are found.” That agreement part can be especially important for dispersed teams!

3. Assume good intentions

One of the most frustrating experiences is needing input from a colleague and hearing . . . crickets. When someone doesn’t respond right away:

• Get zen. Breathe. Practice patience. (We know—not our strongest point, either.)
• Extend trust. Assume positive intent. Everyone’s juggling a lot. They might be doing a lot of things—handling an urgent call from a client or an ad hoc skip-level request—but the one thing they're probably not doing is intentionally ignoring your request.

4. Address conflict early

Be brave. If something feels off or has gone sideways, communicate it sooner rather than later. Delays only deepen disconnects.

Logistical: making communication easier, not harder

Managing communication logistics can feel overwhelming without shared systems and expectations. A simple, agreed-upon communication plan makes a huge difference. Start with these key elements:

1. Ground rules

Clearly define what’s expected from each team member when it comes to communication. Every team is different, but we find that a few core pieces are crucial for smooth communication, including an availability agreement and common language for priority.

2. Availability agreement

• Set expectations around realistic and required availability. (Do you expect people to reply to your 6pm email?)
• Identify time zone overlaps and how to make the most of them. Is there a time when most people are more available for ad hoc interruptions?
• Agree on check-in times (e.g., 10am and 3pm daily) and acknowledge that additional check-ins may be ideal but almost always can wait until the next scheduled time.

3. Common language for priority

Use shared terms to define urgency. For example:

• ASAP = emergency
• B = today before you leave the office
• C = within 24 hours

4. One central, updateable project hub

Ensure there’s a single location that includes:

• Project tasks and deadlines
• Team members and their working hours
• Task ownership and accountability
• Current status updates

It almost doesn't matter what tool you're using—what really trips teams up is having multiple places to store and look for information.

5. Limited tools, clearly defined use

Stick to a few core communication tools and make sure everyone knows:

• When to use what
• How to escalate appropriately

Example:

• Email or chat for quick, simple updates
• Phone call for complex conversations
• Video for sensitive discussions or deeper collaboration

6. Define your “company way”

Rather than letting each team member choose their own approach, define a consistent company-wide method for remote communication. Shared norms = fewer frustrations and more support for holding each other accountable.

Reflect: What’s working for your team?

What practices have helped your team improve interpersonal or logistical communication across locations? Every team is different, and you're the expert on yours.

If you want support in improving communication across remote colleagues in a consistent, human-centered way, we got you. Reach out for a no-pressure chat.