Professional communications tips when working remotely

I will discuss some of the key points on remote communication that I have learned from working remotely since 2016. I have exclusively worked remotely, and having a high sense of empathy, I have noticed communication quirks that become much more prevalent in remote communication, especially when working in a professional setting.

Avoid asking open ended questions

Remote settings are not designed for open-ended communication. Open-ended communication requires absolutely bi-directional communication. When we are brainstorming without boundaries, we can rapidly think and interact with the other person. During that moment, it is not rude to stop the other person in the midst of talking or talk over them (sometimes). Creativity flows from chaos.

However, in remote communications, people must take turns to talk. If you talk over someone, you cannot hear anything they are saying. If you interject frequently, it takes a moment for the other person to catch up to their thoughts. This creates a lot of friction.

Avoid ambiguity or vagueness

Let the other person know what you are thinking. Be very specific and defined in your communication. Say what you have in mind in the most concise manner possible but be precise. Often times, we have an idea that is not fully thought through, but we say it anyway. The other person can understand what you mean and respond based on your emotion, tone, and intention. However, remote communication does not provide that environment, so this puts the other person in a challenging position.

My advice is to avoid ambiguity and provide very specific instructions about your vision or ideas.

Do not seek acknowledgment in a patronizing manner

Have you read what I wrote?" or “Were you able to understand what I explained?” are dismissive and patronizing phrases. If you have given instructions to someone, you do not need to push for an immediate answer. Wait for them to respond.

Demanding immediate understanding from others after sharing information can feel dismissive. Let the other person think for a moment and then respond. In remote communication, when instructing someone, pause after speaking and allow the other person to speak. If they have understood, they will acknowledge and confirm it constructively. If they have not understood, they will ask for clarification.

Prioritize positivity above all else

Think positively and be positive. For every thought and sentence, find the most positive idea and the most polite way to express it. When working with a professional, there are no commands; everything is a request. Even though the professional is bound to follow through, being polite to them makes for a frictionless experience. Furthermore, through requests, you can receive valuable feedback on ideas that you may not have considered before or would like to discuss caveats with.

If someone is at fault, consider all the different things that could have gone wrong before assuming the other person is at fault. There could be many things out of their control that could have affected the outcome. Being rude or negative only pushes people away.

At the end of the day, in the world of business, your communication should be goal-driven. You need to make as many friends as possible. The more friends you have, the more champions you will have, and the more success you can achieve. By being positive, you can turn a adversarial person into a friend, or at least make them think less negatively about you.

Pessimists sound smart. Optimists make money. - Nat Friedman, former CEO of GitHub

You will find a frictionless and goal-driven communication if you are polite and precise with your communication.