Remote Teams: Avoiding Miscommunication and Friction

Misunderstandings are common even in face-to-face conversations, but what about online chats? How do people understand each other without helpful social cues like tone of voice or facial expressions? For many teams, miscommunication is common, especially with people with different communication styles.

After all, remote teams heavily rely on written communication. Conveying meaning clearly, leaving little room for misunderstandings, requires special skills. Miscommunication in remote teams can lead to unnecessary tension, reduced productivity, and, in some cases, conflicts that could have been avoided.

So, let's explore how people working remotely can improve their daily communication and prevent friction.

Why Is Miscommunication So Common for Remote Teams?

Remote working requires teams to boost communication skills to keep everyone engaged and productive. But why is miscommunication so common when people work from home? Typically, the issue stems from the following reasons:

1. Diverse Communication Styles

Diverse teams might face the issue of people being used to communicating differently. For example, someone might briefly explain a task at hand, believing it to be enough to understand fully. However, someone else might require more input, examples, and additional context. The lack of uniformity in communication expectations can cause confusion and lead to errors.

Consider a scenario where a project manager in a one-time zone sends out a task assignment with minimal instructions, assuming that the team members will understand the context.

However, a developer in another time zone who prefers detailed instructions might misinterpret the task or need additional clarification. This difference in communication styles can slow down progress and create frustration on both sides.

2. Language Barriers

Language barriers can also complicate things. For example, a person might use an idiom with double meaning. In addition to hindering performance, someone might see such statements as offensive and rude, creating friction between teammates. This is particularly challenging in global teams where English might not be the first language for everyone.

Imagine a situation where a team member uses the phrase "Let's call it a day," meaning to end the work for the day. In some cultures, this phrase might be interpreted differently, leading to confusion about whether the work is actually completed or if there is more to be done.

3. Lack of Time for Detailed Communication

People might not have the time to craft detailed messages or explanations. Thus, many things might be left unsaid, leaving room for interpretations and speculation. This is often a problem in fast-paced environments where quick responses are prioritized over clarity.

For instance, in a rush to meet a deadline, a team lead might send out a brief message asking for changes in a project. Without proper details, the team might misinterpret the instructions, leading to errors that could have been avoided with a more thorough explanation.

4. Time Zone Differences

Teammates in different time zones can face delayed responses and struggle to get answers quickly. Also, some people might feel ignored if colleagues don't respond promptly. This can lead to a sense of isolation and dissatisfaction, especially when working on critical projects.

Imagine a team where members are spread across the globe, from the United States to Asia. Due to the time difference, a question posed by a team member in the evening might not receive a response until the next day. This delay can hinder progress and create unnecessary stress.

5. Double-Meaning in Text Communication

Double-meaning can be the poison for any team. For example, it's difficult to convey sarcasm or irony through texts. A light-hearted comment intended to be humorous can be taken the wrong way, leading to misunderstandings and even hurt feelings.

Imagine an instance where a team member sends a sarcastic message like, "Oh, great job on that bug!" without using any emojis or indicators of sarcasm. The recipient might take the comment literally and feel unappreciated or criticized.

Preventing Miscommunication for Remote Teams

Teams need additional training when collaborating with their remote colleagues effectively. Besides that, the company or managers should consider following these recommendations:

1. Prepare Communication Guidelines

Each remote team should have some written rules for communicating online. For example, prepare examples of what information is necessary when creating a task. Also, assignees should be able to ask questions, leaving less room for misunderstandings. Companies can also have their own message structure or platforms to collaborate.

Having a standardized communication protocol can help mitigate the risks of miscommunication. For instance, teams can use templates for task assignments, including sections for context, objectives, deadlines, and additional resources. This ensures that all necessary information is conveyed clearly.

2. Let Employees Share Preferred Communication Styles

A team should be open about how they prefer to communicate with others. In the corporate world, it's common for people to ask empty questions before moving on to the real point. Some people might find it wasteful, preferring to get straight to the issue.

Workshops are a great place to establish general preferences for each person. Then, people can adapt their communication styles to achieve harmonious communication. Understanding these preferences can help team members adjust their approach to suit their colleagues' needs, reducing the chances of miscommunication.

3. Pick the Right Communication Tools and Strategies

Companies should choose communication tools that offer features for instant messaging, conferencing, and integration with other tools. For example, employees can integrate their Google Calendar with many messaging programs. Then, teammates can know whether their colleague is in a meeting or out of the office. Hence, they will know why a particular person takes longer to respond to their messages.

Selecting the right tools can also enhance collaboration. Utilizing Trello or Asana, two project management applications, for example, can help teams keep track of tasks, deadlines, and progress. Video conferencing tools like Zoom or Microsoft Teams can facilitate face-to-face communication, which is crucial for building rapport and reducing the chances of miscommunication.

4. Organize Opportunities for Team Bonding

The best teams include colleagues who feel at ease communicating with each other and raising questions. So, consider team-building activities, weekly meetings, or shared coffee breaks to help people bond. As a result, people can foster more friendly relationships and understand each other's communication styles.

Virtual team-building activities can range from online games to collaborative projects that allow team members to work together in a relaxed setting. These activities can aid in removing obstacles and building trust, making it easier for team members to communicate openly and effectively.

5. Normalize Meeting Recording

Brainstorming sessions or planning meetings can introduce a lot of new information. Not all teammates will recollect it identically. Thus, having meeting recordings helps employees double-check anything they might struggle to remember. It will also ensure understanding when different colleagues get into arguments about who is correct about a particular issue.

In addition to recording meetings, teams can benefit from transcribing and sharing these recordings with all participants. This provides a written record that team members can refer to later, ensuring that everyone is on the same page.

6. Provide Regular Feedback

Remote teams might need help finding the time to give feedback to their colleagues. Instead of letting feelings bubble, provide options for adding feedback. Then, people will stay informed of their best qualities or areas that need some attention. Of course, include some guidelines for feedback (like avoiding getting personal or offensive).

Informal or formal feedback is both possible, but it should always be constructive. Managers can set up regular one-on-one meetings with team members to provide feedback and discuss any communication issues. Additionally, peer feedback can be encouraged through tools like 360-degree reviews, which allow team members to give and receive feedback from their colleagues.

7. Emphasize the Role of Emotional Intelligence

Emotional intelligence (EI) plays a significant role in effective communication, especially in remote teams. Emotional intelligence (EI) is the ability to identify and comprehend one's feelings as well as those of other people. Encouragement of EI development among team members can lower miscommunication and promote a more cooperative atmosphere.

8. Role of SDKs in Enhancing Communication

First things first: What is SDK (Software Development Kit)? An SDK (Software Development Kit) is a collection of different assets, such as libraries, tools, or documentation. Developers use them to enhance their apps, add new features, and streamline the creation processes.

SDKs can help polish communication between remote teams. For one, they can help improve different tools and add unique features to assist the team. Furthermore, SDKs help provide options for documenting meetings, translating, and generating transcripts. So, teams should explore the opportunities they have through different SDKs.

For example, an SDK might allow a team to integrate a translation tool into their communication platform, helping team members who speak different languages communicate more effectively. Another SDK might enable automatic meeting transcription, making it easier for team members to review what was discussed.

9. Encouraging Asynchronous Communication

Asynchronous communication, where team members communicate without the expectation of an immediate response, is particularly useful for remote teams spread across different time zones. This strategy relieves team members of the ongoing pressure to reply to communications instantly, allowing them to concentrate on their work.

Encouraging the use of asynchronous communication tools like email, project management platforms, and collaborative documents can help reduce the stress of always being "on" and prevent miscommunication caused by rushed responses.

10. Leveraging Technology for Enhanced Collaboration

Technology offers a wide range of tools and platforms to enhance collaboration and communication among remote teams. Beyond the basic communication tools, teams can explore options like AI-powered chatbots, which can answer common questions or provide resources, reducing the burden on human team members.

Conclusion

Remote teams need help clearly communicating information or opinions. As a result, people might grow restless, feel offended, or struggle to stay productive without the required information. Luckily, colleagues, managers, and companies can find solutions together. They can establish guidelines for communication, pick convenient communication tools, and spend time on team-building exercises. If a remote team communicates effectively, their productivity and engagement will increase.