What do you do if your communication tools are hindering, not helping, your remote team's productivity?

1 Assess your needs

Before you choose or switch to a new communication tool, you need to assess your team's needs and preferences. What are the main goals and challenges of your project? How often and in what format do you need to communicate with your team? What are the best ways to share information, feedback, and updates? How do you balance synchronous and asynchronous communication? How do you ensure clarity and alignment among your team members? Asking these questions can help you identify the features and functions that are essential for your communication tool, as well as the ones that are optional or redundant.

2 Simplify your stack

Having too many communication tools can create confusion, duplication, and distraction. You don't need a separate app for every task or channel. Instead, you should simplify your stack and use only the tools that add value and efficiency to your workflow. For example, you might use a project management software that integrates with your email, chat, and video conferencing tools, so that you can access and manage all your communication in one place. Or you might use a single platform that combines multiple functions, such as Slack or Microsoft Teams. The key is to avoid switching between different tools unnecessarily and to streamline your communication processes.

3 Set clear expectations

Communication tools are only as good as the way you use them. You need to set clear expectations and guidelines for your team on how and when to communicate using different tools. For example, you might use email for formal and important messages, chat for quick and casual conversations, and video calls for meetings and brainstorming sessions. You should also define the frequency, duration, and agenda of your communication, as well as the response time and availability of your team members. By setting clear expectations, you can reduce ambiguity, misunderstanding, and frustration among your team.

5 Build rapport

Communication tools can also help you build rapport and trust with your remote team, which are crucial for interpersonal communication and teamwork. You should use communication tools not only for work-related matters, but also for social and emotional support. You can use chat or video calls to share personal stories, celebrate achievements, give feedback, or express appreciation. You can also create dedicated channels or groups for fun and informal topics, such as hobbies, interests, or memes. By building rapport, you can foster a sense of belonging, engagement, and motivation among your team.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?