Remote Work Communication: A Guide

What is Remote Work Communication?

Remote work communication refers to the way people share data, information, and updates when they aren’t physically present in the same location. These communications usually happen through the use of digital tools like video calls, instant messaging, email, and collaboration platforms. These tools serve as a way for teams to stay connected and aligned without having to worry about the distance between parties.

Importance for Lone Workers

The importance of remote work communication cannot be overstated, especially for lone workers, where communication goes beyond simply staying in touch—it’s also about ensuring safety, connection, and support in environments where they’re all alone and without immediate support. In situations like these, lone worker monitoring plays a crucial role by providing oversight, ensuring that communication is not only a tool for collaboration but also a safeguard for wellbeing and safety.

Other reasons why proper remote worker communication is important include the following:

• Safety monitoring: Using communication devices for remote work helps employers check on lone workers’ well-being and provide immediate assistance in emergencies or hazardous situations.

• Boost productivity: Having communication in place for remote working helps keep lone workers aligned with team goals and to minimize feelings of isolation.

• Access to real-time information: Implementing proper communication practices with the right remote work devices helps employers deliver critical updates on operational changes to lone workers anytime and anywhere, ensuring they are kept informed of key changes.

• Enhance Collaboration: Employing the use of remote work communication devices and orienting lone workers on how to use them properly ensures that all members of a team or organization can attend or hold virtual meetings, share information, and solve problems together despite physical separation.

Styles of Remote Work Communication

How teams communicate with each other plays an important role in determining productivity, collaboration, and culture. With that, there are two main styles of communication that teams can rely on to stay connected and aligned. Below are the two styles of communication:

Synchronous

Synchronous communication refers to interactions happening in real-time, wherein all parties are expected to respond immediately. Well-known channels to facilitate this type of remote work communication are live chats, video calls, virtual collaboration tools, video conferencing, and live streams. This style of communication is used in jobs that operate in real time, often needing immediate attention and coordination with the appropriate parties. Examples of job that communicates synchronously are:

• emergency responders;

• healthcare workers providing live care;

• security personnel; and

• transport and logistics workers.

Asynchronous

Asynchronous communication, on the other hand, refers to discussions that don’t happen in real-time, meaning there can be a delay between sending and receiving messages. Email, project management platforms, shared documents, recorded video updates, and message boards are common platforms for this style of remote work communication. Some examples of jobs that use asynchronous communication are:

• caretakers and janitors;

• researchers and writers;

• data entry clerks; and

• gas station attendants.

Styles of Remote Work Communication

Guiding Regulations

Different territories have different guiding regulations for remote work communication practices and the use of related devices. For example, in Canada, their Centre for Occupational Health and Safety (CCOHS) highlights several important points about communication in telework or remote work arrangements. Included in these guidelines is the requirement for organizations to ensure there is regular contact between lone workers and their supervisor or managers at all times, keeping each other informed of progress and any difficulties encountered. There are also provisions for supervisors and teleworkers on how they should establish clear duties, expectations, deadlines, and remote work communication protocols to ensure alignment across teams and prevent misunderstandings from happening or escalating.

Meanwhile, in the US, federal laws require that clear and secure communication channels should be established by employers for remote workers, but there are no clear legal guidelines on how to do so. These are instead provided by different organizations for businesses to consider. For example, the University of Oregon specifically provides guidance on effective remote work communication and engagement. They state that managers should prioritize communication to encourage peer information exchange and active listening to keep employees working alone connected no matter the distance between them, and to remind them that they are valued.

Best Practices for Efficient Remote Work Communication

To ensure clear and effective interaction between team members, a comprehensive policy that dictates best practices for communication is needed. Especially in remote work environments, communication isn’t just exchanging information—it’s also about maintaining connection and building trust. Some of the best practices for efficient remote work communication include:

Initiate Clear Communication Protocols

Define the communication tools that will be primarily used by the team in different settings. For example, email for formal updates or written discussions, instant messaging platforms for quick and informal communication, and video and audio calls for meetings and longer discussion. This way, teams are always in connection with each other at any given time.

Conduct Continuous Check-Ins and Feedback Sessions

Schedule weekly check-ins with employees to support their well-being as well as keep track of progress. This allows teams to realign and update one another about their respective positions, while also reducing feelings of isolation. A great example of this would be establishing daily or weekly team stand-ups to maintain structured feedback loops and keep up with performance reviews.

Foster Clear and Honest Communication

Encourage a culture where teams can feel safe to ask questions, raise concerns, and share ideas openly. Employers play a vital role in maintaining and promoting transparency within the organization by providing regular updates and setting the tone for openness. Particularly in remote settings, over-communication should be normalized, recognizing that it’s better to share too much than risk leaving others out of the loop.

Ensure a Balanced Approach to Communication Methods

Prioritize asynchronous updates if it’s not urgent, such as recorded videos or written reports, to minimize meeting fatigue and maintain accessible communication. Synchronous meetings should be reserved for discussions needing quick decisions, collaborative problem-solving, or addressing urgent matters to make way for uninterrupted work for the team members.

How Going Digital Helps

Going digital enhances remote communication for lone workers by providing a comprehensive safety solution that keeps them connected, monitored, and protected in real time. Tools such as SafetyCulture can help address the communication challenges faced by lone workers operating alone by providing multiple layers of connectivity and safety features. Some of these features include:

• Real-Time Location Tracking and Visibility: Provides continuous communication by displaying lone workers’ real-time GPS locations on a live map, giving managers constant visibility for safety and monitoring purposes

• Automated Check-In Systems: Facilitates regular check-ins that prompt workers to confirm safety when falls are detected, trigger alerts if missed, and ensure managers stay informed without manual intervention

• Two-Way Communication Tools: Enables real-time two-way voice communication with lone workers, allowing managers to assess emergencies, coordinate responses, and use push-to-talk for instant contact

• Integration with Remote Communication Devices: Ensures reliable safety coverage in remote areas by integrating with satellite devices and handheld tools, keeping lone workers connected even where cellular networks are unreliable