How to Stay Engaged While Working Remotely: 18 effective tips

Collaboration in remote teams 

As teams shifted to fully remote work during the pandemic, the transition was largely seamless thanks to the availability of efficient chat and collaboration tools. Operations continued, albeit with a greater reliance on video calls and virtual lunch breaks.

These tools quickly became indispensable for businesses, transforming into essential resources almost overnight.

Yet, remote work is not without its challenges.

Psychology Today highlights that “55 percent of communication is body language, 38 percent is tone of voice, and only 7 percent is the words spoken.” This brings to light the question: how can virtual communication bridge the gap left by in-person interactions? Given that communication is vital to sustaining a productive and cohesive team, the solution lies in embracing video conferencing as a new standard for connection.

Below are some insights into navigating remote communication effectively.

Helpful tips for remote team communication

1. Daily check-ins and personal updates: Checking in with a colleague to ask how their weekend went or how an event went, ensures that team members remain connected even when not in the office. Regular casual chats on team communication tools can help maintain a sense of camaraderie.
2. Inform your manager if you are taking a longer break: If you need to go and make an errand or go to the doctor’s appointment you should inform your manager. This will let you do your activity with no stress and also your manager will not expect you to send the needed information right away. 
3. Working in different time zones: Many of us work in distributed teams, which means that team members live in different time zones. If you need to schedule a call or online meeting, keep in mind the time difference between the places where the team members work. You can use apps like TimeZone Conveter to easily calculate time in any place on the globe.
4. Set clear expectations and boundaries: One of the biggest challenges of remote work is the blurred line between work and personal life. It’s essential to set clear boundaries for when you’re available and when you need personal time. Make sure your team knows your working hours, and respect their time as well. A shared calendar or clear guidelines on when to expect responses can help maintain balance without the stress of constant availability.
5. Use collaboration software: Collaboration apps save us from sending endless emails, picking up the phone and leaving voice messages. These tools enable teamwork, that is crucial at the time of remote work.
6. Engage in casual chit-chat: Yes, we know that you have a lot going on during the day but that doesn’t mean you cannot dedicate at least 15 minutes in the day for a casual chit-chat with your teammates. Talking about personal stuff and not work related things will help you build rapports with the others. 
7. Create a ‘random’ channel: A dedicated channel for sharing light-hearted content, like fun videos, articles, or personal stories, can enhance team bonding. This exchange helps employees feel connected while also encouraging learning through shared resources like books or podcasts.
   
8. Online team-building activities: While nothing can fully replace in-person bonding moments, online activities can still be enjoyable and effective. For instance, online Friday night drinks can be organized where the team gathers on a video call to socialize with a theme, such as a cocktail or wine night. Pre-arranged questions can be used to break the ice and encourage team bonding.

• Ice-breaker with a series of questions to get to know each other better; 
• Time traveler where everyone tells which era or historic period he’d like to visit if it was possible;
• Photo of Your Life each teammate shares his picture with the rest of the team and tells a story behind it.

Whichever you choose we are sure you will enjoy this time of connecting with your team. 

8. Play online video games together: We love playing online games with the team and usually do them once a month. Video games are a lot of fun and according to studies they are a great activity for team bonding. Here are some that we tried with our team:

• Overcooked: In Overcooked and its sequel, a team (up to 4 players) cooks and serves a variety of meals in a cartoon restaurant. Each new level brings your restaurant to a new environment such as a volcano or space. Timing and organization are crucial because the kitchen can turn into a mess at any time.
• Rocket League: a fun sports game with cars playing giant soccer. Up to 8 users can play against each other in two teams and become soccer superstars. The goal of the game is to score more goals than the opponent. 
• BFF or die: a puzzle game that can be played with up to 4 users. Time-traveling aliens are sent to Earth with a rescue mission. To win this game, you should work together solving puzzles, strategizing, and kicking butt. You have to help each other, cause no single player can do it by himself.

9. Collaborate on tasks and projects in real-time: Utilize tools that allow real-time collaboration, such as Google Docs, where team members can contribute simultaneously. Regular video calls and chat discussions can complement this, enhancing the collaborative process.
10. Implement a ‘buddy’ system for new hires: Many new hires can feel lost in a remote work setup. To ease the transition, a buddy system can be implemented where a new employee is paired with an experienced team member for guidance, both for work-related support and social connection during the first few months.
11. Organize internal workshops: Monthly workshops, where team members present and coach others in their areas of expertise, can enhance professional growth and maintain team cohesion. These workshops can take place via video sessions, providing an opportunity for knowledge sharing and learning.
12. Encourage flexibility in work hours: The beauty of remote work is that it allows for flexibility in how and when work is completed. Encourage your team to find the schedule that works best for them while ensuring collaboration windows overlap. This flexibility not only improves productivity but also promotes work-life balance, which is essential for long-term job satisfaction.
13. Virtual lunches/coffee breaks: Organizing quick virtual lunches or tea/coffee breaks, typically lasting 15 to 30 minutes, can help maintain communication and team connection. These informal sessions offer a chance to discuss non-work-related topics, which is essential for preventing feelings of isolation in remote teams. Additionally, creating a video or video presentation that highlights and appreciates each team member’s contributions is an excellent way to foster a sense of recognition and connection.
14. Always assume positive intent: With a dispersed team from different countries and backgrounds, miscommunications can occur. A team principle to assume positive intent and seek clarification when necessary can help prevent misunderstandings and maintain positive team dynamics.
15. Always attend team meetings: Weekly team meetings, staff calls, and one-on-one sessions are essential for project success and goal tracking. Adhering to an agenda keeps meetings efficient, and encouraging open discussions helps all team members feel heard.
16. Foster a culture of feedback: Without face-to-face interaction, it can be hard to gauge how your team is feeling. Make sure you create opportunities for feedback, whether it’s through one-on-one check-ins or anonymous surveys. Asking for feedback allows you to continuously improve the work environment and address any issues before they escalate.
17. Create a virtual ‘Open Door’ policy: In an office, employees can drop by their manager’s desk for a quick chat. In a remote setup, this should be replicated with a virtual “open door” policy. Set aside time each week for casual virtual office hours where employees can reach out to you for non-work-related conversations, advice, or to share concerns. This keeps communication channels open and builds trust, which is critical for a remote team’s success.
18. Work from home guide: People tend to imagine work from home in many different ways. However, ‘work from home’ is nothing but doing your same job, but not in the office. In order to keep everybody on the same page we have created a work from home guide. In this guide we outline the most important aspects of working from home, code of conduct, but also many tips and useful information and resources. 

Takeaways

The pandemic has demonstrated that effective team communication is essential for successful, productive teams. In a remote work environment, maintaining communication similar to an in-office setting is crucial. Using the right communication tools is not a cost but an investment in maintaining productivity and team engagement.

What are your tips for effective remote team collaboration? Feel free to share in the comments below.