Last updated on Mar 11, 2024

You're working with a remote team on a project. How do you keep everyone in the loop?

Working with a remote team on a project can be challenging, especially when it comes to communication and collaboration. How do you ensure that everyone is on the same page, aware of their tasks and deadlines, and able to share feedback and ideas? Here are some tips to help you keep everyone in the loop.

1 Choose the right tools

The first step is to select the tools that will enable your remote team to communicate and collaborate effectively. Depending on your project needs, you may want to use a combination of tools for different purposes, such as video conferencing, instant messaging, project management, file sharing, and documentation. Make sure that everyone has access to the tools, knows how to use them, and agrees on the best practices and etiquette for each tool.

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2 Set clear expectations

The second step is to set clear expectations for your remote team regarding the project scope, goals, deliverables, timeline, and roles and responsibilities. You should also define the communication frequency, channels, and formats for different types of information, such as updates, questions, feedback, and decisions. Make sure that everyone understands what is expected of them and how they will be held accountable for their work.

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3 Establish a regular rhythm

The third step is to establish a regular rhythm for your remote team to communicate and collaborate on the project. You should schedule recurring meetings, such as daily stand-ups, weekly reviews, and monthly retrospectives, to keep everyone aligned, informed, and engaged. You should also encourage informal and spontaneous communication, such as check-ins, brainstorming sessions, and social chats, to foster trust and rapport among team members.

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4 Share progress and feedback

The fourth step is to share progress and feedback with your remote team throughout the project. You should use the tools and channels that you agreed on to provide timely and transparent updates on the project status, milestones, issues, and changes. You should also solicit and offer constructive feedback on the work quality, performance, and collaboration of team members. You should celebrate successes and acknowledge challenges as a team.

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5 Be responsive and respectful

The fifth step is to be responsive and respectful when communicating and collaborating with your remote team. You should acknowledge and reply to messages and requests as soon as possible, or set a reasonable timeframe for when you will get back to them. You should also respect the time zones, schedules, and preferences of your team members, and avoid interrupting or overwhelming them with unnecessary or irrelevant information.

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Dr. Pietro Uzochukwu Macleo

Doctor of Peace | MSc Int’l Relations | Rotary-IEP Positive Peace Activator | MNARC | Chartered Conflict Manager | Coordinator-Activating Positive Peace in Nig Program | CVR and P/CVE Specialist | Multisector Mobilizer
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This is very important; engaging remotely has diverse limitations which if not given deliberate attention, can hamper team spirit. Respect is a key aspect of maintaining a good work environment i.e being courteous and balanced with engagements, approaches and words. Also being responsive is good, but being promptly responsive is best. Whether as a team lead, line manager or bottom staff, prompt response or prompt information dissemination, makes a whole lot of difference. It breeds and communicates efficiency, limits errors and eradicates blame game. Most importantly, it keeps everyone on track and in the know, on the goals and objectives of the team.

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6 Adapt and improve

The sixth step is to adapt and improve your communication and collaboration practices with your remote team as the project evolves. You should monitor and measure the effectiveness and efficiency of your tools, channels, and formats, and seek feedback from your team members on how they feel about them. You should also be open to experimenting with new or different ways of working together, and learn from your successes and failures as a team.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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You're working with a remote team on a project. How do you keep everyone in the loop?

1

2

3

4

5

6

7

1 Choose the right tools

2 Set clear expectations

3 Establish a regular rhythm

4 Share progress and feedback

5 Be responsive and respectful

6 Adapt and improve

7 Here’s what else to consider

Service Operations

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You're working with a remote team on a project. How do you keep everyone in the loop?

1

2

3

4

5

6

7

1 Choose the right tools

2 Set clear expectations

3 Establish a regular rhythm

4 Share progress and feedback

5 Be responsive and respectful

6 Adapt and improve

7 Here’s what else to consider

Service Operations

Rate this article

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