5 remote work communication challenges and how to fix them

1. Miscommunication

One communication challenge is that employees aren't all located in the same space, like the office. They can't swing by someone's desk to ask a question or pop into a collaboration space for an ad hoc meeting.

As a result, many organizations have deployed a plethora of cloud-based unified communications (UC) and collaboration tools to address different communication needs for remote workers. This fragmentation makes it harder for IT teams to enforce consistent communication standards or ensure the right tools are used for the right types of work.

Too many tools can lead to miscommunication. Text-based communications, like email and chat, can make it difficult to convey tone. Even video conferencing doesn't fully replace the effectiveness of in-person, face-to-face communication.

The key to avoiding miscommunication when working remotely is to choose the right communication channel. To choose the right medium for the message, organizations must establish communication guidelines based on factors like formality, urgency and the level of collaboration required. This enables employees to determine if a quick, informal chat or a more formal video call is required.

2. Technology and infrastructure gaps

Technology challenges, whether from the underlying network or end-user devices, can hamstring remote work communications. If the technology isn't working properly, employees can't communicate. Insufficient technology problems include the following:

• Poor network connections. An organization could deploy the latest communication tools, but users don't have a good experience if the network can't keep up. For IT leaders, these issues often manifest as user frustration, inconsistent meeting quality and an increased burden on support teams. While IT departments may not have control over a home user's network, they can improve the corporate network to support remote workers, such as enabling scalable bandwidth, remote access to company resources and software-defined WAN.
• Interoperability issues. Organizations may deploy multiple communication tools for internal and external communication. For external communication, in particular, employees may bounce around different apps due to a lack of interoperability with their organization's chosen apps. Organizations can use a third-party interoperability service to connect to external platforms. UC vendors are also offering more support for interoperability, but users may find only basic features, like chat and calling, are available.
• Tool sprawl. If an organization deploys too many collaboration tools, employees can get overwhelmed and not know which tool is best for certain tasks. This can result in employees wasting time switching among apps, slowing down workflows and decreasing productivity. IT teams can address tool sprawl by reviewing app data usage to determine where overlapping services can be consolidated and establishing best practices for which tools are most appropriate for internal and external communication. Reducing tool sprawl also simplifies compliance, security controls and user training for IT teams.

3. Poor-quality meetings

Remote workers rely on video meetings to replicate the face-to-face communication of working in an office. But poor-quality meetings prevent communication from being effective. Meeting quality issues can signal deeper problems with network readiness, endpoint standards or tool configuration, in addition to end-user issues. Common causes of poor-quality meetings include the following:

• Network issues. If a video meeting is held on a weak Wi-Fi connection or there isn't enough bandwidth to support multiple users on video, users may experience frozen or jittery video and audio. IT teams must ensure that the network can support the bandwidth requirements for video meetings.
• Audio and video issues. Video attendees must be seen and heard clearly for a meeting to be effective. Jittery video, for example, makes it difficult for participants to read nonverbal cues. While a meeting can continue without video, the experience is diminished. Issues with audio, on the other hand, can completely disrupt a meeting if no one can hear or understand each other. IT teams can minimize audio and video issues by ensuring enough bandwidth to support video calls, as well as enabling video meeting features that support high-quality audio and video, like background noise suppression. End users can also support audio and video quality by upgrading their home networks and testing the quality of their cameras and microphones.
• Poor meeting structure. Sometimes, a meeting could have been an email. Meetings with no agenda or structure can be too long, or some participants may realize the discussion isn't relevant to their work. Too many meetings, or ones that run too long, keep employees from prioritizing the work that needs to be done. Setting a proper meeting agenda provides structure and determines who should be invited to the meeting and what preparations they need ahead of time. Appointing a meeting leader or moderator can help meetings stay on task and encourage attendees to participate in the discussion.

4. Siloed employees and departments

The secluded nature of remote work is a communication challenge, as employees can feel disconnected from their colleagues. This can reinforce organizational silos, especially when communication tools and practices vary by team or department. While employees continue to collaborate remotely with close team members, they may be less likely to collaborate across groups or departments. Over time, this fragmentation slows cross-functional communication and decision-making.

Organizations must create cultural change to foster collaboration among teams and departments. This includes establishing best practices for communication across teams and creating opportunities for cross-group engagement.

Organizations can also address communication silos by using engagement tools built into their collaboration platforms, such as ice-breaker or happy-hour apps, to foster connections between remote employees and encourage camaraderie.

5. Lack of proper training

Organizations can't roll out communication and collaboration tools and expect employees to learn to use them on the fly. A lack of proper training creates inconsistency at scale. Employees may not know which tool is most appropriate to use or understand all the features available within the tool. Remote work communication also suffers if employees don't understand how the tools fit into their workflows. Additionally, IT teams risk employees bypassing platforms entirely, reducing visibility and control.

With proper training, employees have a better understanding of how and when to use their communication tools. Training should include not only best practices for communication tools and where they fit in remote workflows, but also how they can be used for informal, social communication.

Training should also focus on changing behaviors to better support remote work communication. Remote work tends to be more asynchronous than in-person work, as employees are often geographically dispersed and may be working from different time zones.

Adopting models that support the asynchronous nature of remote work can help mitigate remote work communication challenges. Employees learn the types of communications that benefit from being real-time, like a brainstorming session for a project, and what can be communicated asynchronously, like a quick project update.

These models help IT teams balance supporting real-time collaboration with asynchronous work while maintaining predictability across distributed teams.

Katherine Finnell is senior site editor for TechTarget's Unified Communications site. She writes and edits articles on a variety of business communications technology topics, including unified communications as a service, video conferencing and collaboration.