In our experience working with teams across industries, the one thing we’ve seen consistently emerge as a challenge in the virtual workspace is communication. From the tech hiccups to the emotional disconnect, organisations are now reimagining how they communicate and collaborate in this new world of hybrid and remote work.
While the early days of remote working were marked by Zoom fatigue and makeshift desks, we’ve noticed that the real challenge was deeper – a lack of effective communication strategies for distributed teams. So how can teams communicate with more intention, clarity, and human connection?
Here are ten communication practices we’ve seen make a tangible difference.
Related Reading: How To Communicate Efficiently?
1. Master Your Virtual Platforms
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Most organisations have a default collaboration tool, whether it’s Zoom, MS Teams, Google Meet, or Slack. But in our experience, fluency in multiple tools is no longer optional. Clients, vendors, and even team members may prefer different platforms.
We recommend regular internal mock calls on various tools so your team feels confident using them. This small investment in upskilling pays off during client calls, presentations, and even cross-functional collaborations.
2. Respect Time Zones and Boundaries
With distributed teams, time zone sensitivity isn’t just courteous – it’s critical. We’ve noticed that when teams collaborate across time zones without clarity, burnout follows.
Creating shared calendars, rotating meeting times, and even checking in with teammates about their preferred working hours makes a difference. One leader we worked with called this “working with empathy on your calendar.”
3. Schedule Weekly Catch-ups That Aren’t About Work
Virtual work has eliminated hallway hellos, coffee conversations, and informal check-ins – all of which are crucial for team bonding.
At FocusU, we encourage setting aside 30 minutes each week for non-work conversations. Virtual coffee breaks, Friday quizzes, or even sharing weekend plans can be powerful ways to connect. It reminds everyone that there are people behind the screens.
4. Support Your Team’s Technical Needs
One of the most overlooked aspects of remote working is tech infrastructure. Internet connectivity, access to paid software, webcam/microphone quality – all these impact communication.
We’ve worked with organisations that set up tech reimbursement policies, and others that offer virtual helpdesks. These small steps show your team that you care about their ability to show up effectively.
5. Have a Clear Agenda for Every Meeting
Time is finite – and virtual meetings often feel longer than in-person ones. We’ve seen better engagement when meetings are tightly structured.
Share a clear agenda ahead of time. Better still, assign responsibilities to attendees. This increases preparation and participation.
Tip: Try starting meetings with a quick ice-breaker or pulse check. It lightens the mood and brings energy into the virtual room.
6. Always Send Minutes of the Meeting (MoM)
In a world where we hop from one Zoom call to another, it’s easy to forget what was decided an hour ago. That’s why we always recommend sharing a follow-up email with:
- Key discussion points
- Clear action items
- Owners and deadlines
This isn’t just good hygiene. it increases accountability and keeps things moving.
7. Protect Focus Time
We’ve seen this happen repeatedly: employees stretched across back-to-back calls, struggling to complete their core work. Eventually, it affects morale, delivery, and creativity.
Encourage “no meeting” blocks. Protect time for deep work. In one organisation we worked with, they introduced “Focus Fridays” and saw a 20% uptick in weekly deliverables.
8. Pay Attention to Posture and Presence
In virtual communication, non-verbal cues still matter. We’ve run sessions where we observed how posture, camera angles, and facial expressions impact presence.
Sitting up straight, making eye contact with the camera, and nodding or smiling to acknowledge others – these are simple ways to show attentiveness. They also impact how confident and credible you appear.
9. Create Safe Spaces for Informal Conversations
Psychological safety doesn’t happen automatically in virtual spaces. It must be created intentionally.
We’ve helped teams set up informal WhatsApp groups, buddy check-ins, and 15-minute “tea time” drop-in Zoom rooms. These safe spaces go a long way in encouraging authentic conversations, deeper collaboration, and trust.
10. Use Clear Communication Frameworks
Effective virtual communication isn’t just about technology. It’s also about clarity and structure.
We recommend using communication frameworks such as:
- SBAR (Situation, Background, Assessment, Recommendation) for decision making
- STAR (Situation, Task, Action, Result) for feedback
- RACI for role clarity in projects
These help teams avoid confusion, misalignment, and unnecessary delays.
Bonus Tip: Invest in Virtual Communication Training
Virtual communication is a skill. Like any skill, it can be learned, practiced, and improved.
In our virtual facilitation workshops, we’ve seen managers dramatically improve their ability to:
- Lead engaging virtual meetings
- Give clear instructions
- Build rapport through screens
- Drive outcomes without micromanaging
As organisations continue to adopt hybrid and remote work models, building this capability is no longer optional. It’s foundational to business success.
Related Reading: Why Communication Is An Important Leadership Trait?
Final Takeaway
In the virtual world, how we communicate is how we lead. It’s also how we build culture, drive performance, and stay connected.
For L&D teams, this means going beyond the occasional webinar or etiquette guideline. It means embedding strong communication practices into the fabric of how your organisation works.
Because when communication improves, everything improves.
Looking to design a workshop or intervention to improve virtual communication skills across your team? We’d love to explore it with you.
