Written by: Max Loong

While working from home is still the default arrangement for most of us (and maybe more so in the future), chances are that you might find remote communication challenging compared to doing it face-to-face. Whether it is through emails or online conferencing tools, these tools just cannot replace the personal touch you get when physically communicating with your colleagues.

Relying on convenience at the expense of physical or verbal cues can be potentially damaging to work relationships if you’re communicating ineffectively. At its worst, misunderstandings might surface if it is not done well. For instance, a simple message of “Noted, thanks” might just be misinterpreted as passive-aggressive to others.

So how can you prevent misunderstandings while communicating remotely? Here are five things you can apply to have effective conversations and build better relationships with your colleagues.

1. Practise Active listening

“If you think communication is all talking, you haven’t been listening”.

Active listening is key to all healthy and effective communication. Active listening is the act of focusing fully on what the speaker is saying by clarifying, rephrasing, and summarising.

For instance, before every end of a call, you can try summarising the key points what was discussed and ask the caller “Is this what you meant?” This will make sure you do not assume or misunderstand what you have heard while adding the benefit of making the other party feel heard and understood.

Cultivate a good habit to ensure that everyone is on the same page, your colleagues will appreciate you for that and there will be lesser misunderstandings.

2. Learn People’s Preferences

There is no one size fits all practice when it comes to communication. Some might prefer to communicate through instant messaging, while others might be more straightforward and prefers to have conversations through a phone call. Figure out who likes what, and then try to communicate in a way that meets their needs.

3. Assume good intentions

At the end of the day, everyone just wants to get their work done and have a good time doing it. No one likes to be in constant conflict with their colleagues every day. Often are times where good intentions are misread as sarcasm, especially when it is in written communications.

So, always assume good intentions from the other party. When you are in doubt, confirm your clear understanding of everything that is being said. On the other hand, try to keep the same thing in mind when you send out your messages too.

4. 4 Cs – Contextualised, Clear, Consistent, Concise

The way you communicate will likely be effective if you’re following the four Cs: Contextualised, Clear, Consistent, and Concise.

Contextualised - Provide the appropriate amount of context so that they know the purpose of the message, and where you are coming from.

Clear – Simple communications that stick to the facts; try to avoid using complicated words.

Consistent – Communicate in a way so that people know how and when you are delivering your messages, and what kind of messages you will provide.

Concise – Keeping your messages brief and straight to the point.

5. Find the opportunity to build rapport

While work-related communication takes up a majority of the day, it is helpful to make time for more informal and casual communications too. Finding opportunities to talk about things out of work can help you build rapport and form deeper connections with colleagues that can help improve team relations over time.

In addition, give thanks to any collaborations or support that you received from your colleagues so that they know that you are appreciative, making them feel recognised for their efforts while working with you.

The more you get to know each other, the easier it will be to work together.

Building your communications skills is similar to building your muscles, the more your practice the better your skills will be over time. Particularly at a time where remote work is starting to gain ground as a common business continuity practice, improving your communication skills will be an added advantage to your career, and of course to your personal life!

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