{"id":41936,"date":"2020-05-21T00:00:00","date_gmt":"2020-05-21T00:00:00","guid":{"rendered":"https:\/\/newrcblog.wpengine.com\/communication-techniques\/"},"modified":"2025-03-13T06:26:58","modified_gmt":"2025-03-13T13:26:58","slug":"communication-techniques","status":"publish","type":"post","link":"\/us\/en\/blog\/communication-techniques\/","title":{"rendered":"16 effective communication techniques for remote work"},"content":{"rendered":"<p>There are more ways to communicate in the workplace than ever before: in-person conversations, phone calls, video meetings, private messaging, email, even text messages.<\/p>\n<p>While all of these different channels offer benefits to making a workplace more accessible and productive, each also requires a different set of skills.<\/p>\n<p>Here\u2019s a roundup of effective communication techniques in the workplace, for every platform you can imagine.<\/p>\n<p>We\u2019ll cover:<\/p>\n<ul class=\"table-of-content\">\n<li><a href=\"#4 roadblocks to effective communication\">4 roadblocks to effective communication<\/a><\/li>\n<li><a href=\"#3 in-person communication techniques\">3 in-person communication techniques<\/a><\/li>\n<li><a href=\"#4 video communication techniques\">4 video communication techniques<\/a><\/li>\n<li><a href=\"#5 phone communication techniques\">5 phone communication techniques<\/a><\/li>\n<li><a href=\"#4 written communication techniques\">4 written communication techniques<\/a><\/li>\n<\/ul>\n<hr \/>\n<p class=\"p1\">\ud83d\udc40 Improve your employees&#8217; remote work experience with our free <strong>remote onboarding checklist<\/strong>!<\/p>\n<p class=\"p1\">\n<div class=\"download-form-widget standart-download-form\" data-url=\"https:\/\/netstorage.ringcentral.com\/documents\/onboarding_checklists.pdf\" data-id=\"69da56a9365a1\" id=\"69da56a9365a1\">\n\t\t<button tabindex=\"on\"  on=\"tap:69da56a9365a1.toggleClass(class='open')\" class=\"open-modal-download-action download-form-button\" type=\"submit\">\ud83c\udf1f Get the checklist<\/button><\/p>\n<div class=\"download-form-modal\">\n<div class=\"download-form-modal-body\">\n<div class=\"download-form-modal-content\">\n<div class=\"download-form-modal-title\">\ud83d\udc40 Don't miss a step when onboarding a new remote hire.<\/div>\n<form class=\"download-form SMB\" method=\"post\">\n<div class=\"download-form-part\">\n\t\t\t\t\t\t\t<input class=\"download-form-input\" aria-label=\"Full Name\" aria-required=\"true\" aria-invalid=\"false\" type=\"text\" name=\"fullname\" placeholder=\"Full Name\" data-dl-events-hover=\"true\" data-dl-element=\"text\" data-dl-additional-info=\"download form\">\n\t\t\t\t\t\t<\/div>\n<div class=\"download-form-part\">\n\t\t\t\t\t\t\t<input class=\"download-form-input\" aria-label=\"Email (please enter a work email address)\" aria-required=\"true\" aria-invalid=\"false\" type=\"email\" autocomplete=\"on\" name=\"email\" placeholder=\"Email (please enter a work email address)\" data-dl-events-hover=\"true\" data-dl-element=\"email\" data-dl-additional-info=\"download form\">\n\t\t\t\t\t\t<\/div>\n<div>\n\t\t\t\t\t\t\t<input type=\"hidden\" name=\"popup_form\" value=\"1\">\n\t\t\t\t\t\t<\/div>\n<div><input type=\"hidden\" name=\"Asset_ID__c\" value=\"ODAM-01424\" class=\"download-form-input\"><\/div>\n<div>\n\t\t\t\t\t\t\t<input type=\"hidden\" name=\"Lead_Entry_Source__c\" value=\"RC Blog\" class=\"download-form-input\"\/>\n\t\t\t\t\t\t<\/div>\n<div class=\"download-form-part\">\n\t\t\t\t\t\t\t<button class=\"download-form-submit\" type=\"submit\" data-dl-element=\"button\" data-no-auto-dl=\"true\" data-dl-additional-info=\"download form\" data-dl-name=\"Get the checklist\">Get the checklist<\/button>\n\t\t\t\t\t\t<\/div>\n<\/p><\/form>\n<p> \t\t\t\t\t<button on=\"tap:69da56a9365a1.toggleClass(class='open')\" role=\"button\" tabindex=\"0\"  class=\"download-form-modal-close\"><\/button>\n\t\t\t\t<\/div>\n<div class=\"download-form-modal-thank\">Enjoy! Happy onboarding. <\/div>\n<\/p><\/div>\n<\/p><\/div>\n<\/p><\/div>\n<\/p>\n<hr \/>\n<p><a name=\"4 roadblocks to effective communication\"><\/a><\/p>\n<h2>4 roadblocks to effective communication at work<\/h2>\n<p>Even when we do our best to communicate well with our coworkers, things can get lost in translation and cause friction. Here are some common reasons for communication breakdowns at work:<\/p>\n<h4>1. Stress and fatigue<\/h4>\n<p>Whether it\u2019s your boss\u2019s perceived tone in an email or thinking a coworker side-eyed you in a meeting, it can be easy to take things the wrong way if you\u2019re not having a great day. Try to get enough sleep and take care of yourself, so you\u2019re more prepared for curveballs that come your way.<\/p>\n<p><a href=\"https:\/\/ringcentral.valuestoryapp.com\/remote-readiness\" target=\"_blank\" rel=\"noopener noreferrer\"><img decoding=\"async\" class=\"aligncenter size-full wp-image-48171\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2021\/01\/Remote-work.png\" alt=\"remote work readiness quiz\" width=\"1000\" height=\"440\" \/><\/a><\/p>\n<h4>2. Distracted listening<\/h4>\n<p>Waiting to talk \u2260 active listening (more on this later). And if you\u2019re scrolling through your phone during meetings, you might miss some important information that you\u2019ll need later on. Leave the phone at your desk during meetings or at least face-down while folks are presenting. Knowing how to control distractions\u2014and your reaction to them\u2014is an important <a href=\"https:\/\/www.ringcentral.com\/small-business\/blog\/skills-for-working-remotely\/\" target=\"_blank\" rel=\"noopener noreferrer\">remote work skill<\/a>.<\/p>\n<h4>3. Skimming, not reading<\/h4>\n<p>How many times have you read a message from a coworker and thought: \u201cWow, they definitely didn\u2019t read the email I just sent them\u201d?<\/p>\n<p>We know you get a lot of emails and messages every day, and some are totally fine to skim. But setting aside some time to give your full attention to the important ones might really pay off someday.<\/p>\n<h4>4. Unresolved interpersonal issues<\/h4>\n<p>It\u2019s hard to give someone the benefit of the doubt if there are underlying resentments standing in your way. Do what you can to resolve conflicts with coworkers before they get blown out of proportion.<\/p>\n<p>Here are some other challenges that tend to crop up in remote work environments:<\/p>\n<p><iframe sandbox=\"allow-scripts allow-same-origin allow-presentation\" title=\"Remote Work Masterclass Ep 04\" src=\"https:\/\/player.vimeo.com\/video\/406654277?dnt=1&amp;app_id=122963\" width=\"500\" height=\"281\" frameborder=\"0\" allow=\"autoplay; fullscreen; picture-in-picture; clipboard-write; encrypted-media; web-share\" referrerpolicy=\"strict-origin-when-cross-origin\" sandbox=\"allow-same-origin allow-scripts allow-presentation\"><\/iframe><\/p>\n<h2>Workplace communication techniques for every channel<\/h2>\n<p><a name=\"3 in-person communication techniques\"><\/a><\/p>\n<h3><b>3 in-person communication techniques\u00a0<\/b><\/h3>\n<p>Most of these techniques won\u2019t be a surprise, but this wouldn\u2019t be a roundup of good communication techniques without these classics, many of which apply to both in-person and remote conversations.<\/p>\n<h4>1. Practice active listening.<\/h4>\n<p>Active listening is a real win-win when it comes to communication techniques. You get more of the information you need more quickly, and the other person feels heard and understood, which helps build the relationship between you for even better communication in the future.<\/p>\n<p>Active listening means releasing the instinct to think about what you\u2019ll say next while someone is talking. It means making eye contact and nodding, to show that you understand what someone is saying. Another solid active-listening practice is clarifying for understanding: repeat what the speaker has said back to them in your own words to be sure you\u2019re clear on what they meant. This step can be a crucial piece of the communication puzzle on complex projects.<\/p>\n<h4>2. Keep an open mind\u2026 and posture.<\/h4>\n<p>The way you carry yourself can change the way your message is received and whether or not people feel heard when they talk to you. Face the person or people you\u2019re speaking with. Try to keep your arms uncrossed and at your sides. Lean into the conversation. An open posture shows you are just that: <i>open<\/i> to learning about the person and their ideas.<\/p>\n<h3><span style=\"font-weight: 400;\">[ebook-download title=&#8221;Learn more about managing your finances as a remote team&#8221; link=<\/span><\/h3>\n<h3><span style=\"font-weight: 400;\">&#8220;\u200bhttps:\/\/www.ringcentral.com\/remote-work-finance-playbook.html\u200b&#8221; cta-text=&#8221;Grab it now&#8221; src=&#8221;<\/span><span style=\"font-weight: 400;\"><img decoding=\"async\" class=\"alignnone wp-image-42961 size-medium\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/08\/Finances-playbook-image-300x290.png\" alt=\"\" width=\"300\" height=\"290\" \/>&#8220;]<\/span><\/h3>\n<h4>3. Observe the vibe in real time.<\/h4>\n<p>Can you sense when a conversation has gone off the rails, or when things are about to get tense? You don\u2019t have to be a mind reader to learn how to pick up on some nonverbal social cues.<\/p>\n<p>Look for breakdowns in communication: lack of eye contact, closed postures, changes in tone of voice and less open facial expressions. When you feel or see that vibe shift, weigh your options on how to react, depending on who\u2019s involved.<\/p>\n<p>If you\u2019re in a one-on-one conversation and the other person shuts down, gently ask if you\u2019ve said something to upset them and <a href=\"https:\/\/www.ringcentral.com\/small-business\/blog\/how-to-apologize-to-a-customer\/\">offer a genuine apology<\/a>. If you\u2019re the one who\u2019s gotten spiky, let your coworker know you need a minute; grab a cup of tea, take a walk, whatever helps you collect your thoughts. If it\u2019s two other colleagues having the communication breakdown, you can either try to help mediate if you know them well, or let them have the room to figure it out on their own.<\/p>\n<div class=\"box\">\n<p><b>Empathy is free<br \/>\n<\/b>One communication technique that\u2019s helpful across every channel is empathy. Try your best in each conversation to understand where your teammates are coming from, even when things get confusing or heated. <a href=\"https:\/\/www.ringcentral.com\/small-business\/blog\/empathy-exercises\/\">(Check out some empathy exercises that build better teams.)<\/a><\/p>\n<\/div>\n<p><a name=\"4 video communication techniques\"><\/a><\/p>\n<h3><b>4 video communication techniques<\/b><\/h3>\n<p>Many of the in-person communication techniques mentioned before apply seamlessly to face-to-face video meetings. There are also some video-specific techniques that can be helpful on a team with remote members:<\/p>\n<h4>1. Get ready for your closeup.<\/h4>\n<p>Sitting in the dark, only illuminated by the glow of your computer screen can make you look less like a professional and more like you\u2019re filming a ransom video. Make sure the lighting is good, and <a href=\"https:\/\/www.ringcentral.com\/small-business\/blog\/what-your-video-meeting-background-says\/\">consider what\u2019s behind you in the frame<\/a>. Wear something that matches the level of polish expected by your workplace\u2026 at least from the waist up.<\/p>\n<p>It also helps if you\u2019re using the right <a href=\"https:\/\/www.ringcentral.com\/small-business\/blog\/the-best-video-conferencing\/\">video conferencing software<\/a>. For example, you can get an assist on looking camera-ready from <a href=\"https:\/\/www.ringcentral.com\/video\">RingCentral Video\u2019s<\/a> high-definition video conferencing interface:<\/p>\n<p><a href=\"https:\/\/www.ringcentral.com\/video\"><img decoding=\"async\" class=\"aligncenter wp-image-5196 size-medium\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image3-104.png\" alt=\"RingCentral Video\u2019s high-definition video conferencing interface\" width=\"695\" height=\"380\" \/><\/a><\/p>\n<h4>2. Make eye contact\u2026 with the camera.<\/h4>\n<p>One big difference between in-person interactions and video conferencing is that you can see <i>yourself.<\/i> It\u2019s like having a conversation with someone in person while they are holding up a mirror in your direction. Do your best to look into the camera while talking (and listening), instead of at your own video, for meaningful eye contact.<\/p>\n<p>One trick: If you can, position the video gallery right under the webcam. That way, everyone\u2019s faces are as close to the lens as possible.<\/p>\n<div class=\"box\">READ MORE: <a href=\"https:\/\/www.ringcentral.com\/small-business\/blog\/body-language-video-call\/\">\u201c5 Nonverbal Cues to Look for When You\u2019re on a Video Call\u201d<\/a><\/div>\n<h4>3. Know when to cut the camera.<\/h4>\n<p>If you need to step away from the screen for some reason, or if some other interruption happens on your end while you aren\u2019t speaking, turning off your camera can cut down on distractions for other team members. Don\u2019t be afraid to go dark and take care of things, and come back calm, cool, and collected.<\/p>\n<h4>4. Use high-quality tools to connect.<\/h4>\n<p>When sound gets garbled or the video freezes, it can cause confusion and frustration that slows down a meeting. Do some research upfront to find the top <a href=\"https:\/\/www.ringcentral.com\/small-business\/blog\/remote-working-tools\/\">remote work tools<\/a> that will make video conferencing a breeze.<\/p>\n<div class=\"box\">\n<p><b>Know when to walk away<br \/>\n<\/b>For any kind of communication, it\u2019s a good idea to keep tabs on how you\u2019re feeling in the moment. If you start to get irritated with a back-and-forth, it\u2019s okay to step away from the conversation, regroup, and come back with a more positive perspective.<\/p>\n<\/div>\n<p><a name=\"5 phone communication techniques\"><\/a><\/p>\n<h3><b>5 phone communication techniques<\/b><\/h3>\n<p>In a modern workplace, you\u2019re likely to have folks working from home or on the road. Some might be able to hop on a video chat, while others prefer to join meetings over the phone. Here are some tips to make sure you\u2019re heard and understood without that face time:<\/p>\n<h4>1. Speak clearly.<\/h4>\n<p>Enunciate and articulate, so everyone on the call can understand what you\u2019re saying.<\/p>\n<p>(It also helps to use <a href=\"https:\/\/www.ringcentral.com\/video.html\">a conferencing platform that offers HD video <i>and<\/i> voice<\/a>\u2026 just sayin\u2019.)<\/p>\n<h4>2. Send docs ahead of time.<\/h4>\n<p>If you\u2019re chatting without the ability to <a href=\"https:\/\/www.ringcentral.com\/small-business\/blog\/screen-sharing-software\/\">share your screen<\/a>, make sure everyone in the call is (literally) on the same page. Email any reports or presentations you\u2019ll be referencing ahead of the meeting to anyone who won\u2019t have a hard copy in hand. Oh, and be sure to include page numbers on the documents, so you can be clear about where you are at all times.<\/p>\n<div class=\"tip\">\n<div class=\"tip-heading\"><strong>Pro-tip:<\/strong><\/div>\n<p>Learn more about<a href=\"https:\/\/www.ringcentral.com\/small-business\/blog\/communication-tools\/\"> communication tools<\/a> for remote teams.<\/p>\n<\/div>\n<h4>3. Find your opening.<\/h4>\n<p>Responding in conversations remotely is like double dutch: you need to find the right time to jump in. This can be tricky without in-person cues like eye contact, leaning forward, or even raising a hand to be noticed. Try not to speak over other people, since that will cause confusion and your voice to be lost in the shuffle. As soon as there\u2019s a lull, jump!<\/p>\n<p>You\u2019ll also earn points as a great communicator if you help others find <i>their<\/i> opening. If you hear someone who\u2019s trying to be heard but keeps getting trampled by others on the call, speak up. Say \u201cI think ________ is trying to say something,\u201d and help make that space.<\/p>\n<h4>4. The mute button is your friend.<\/h4>\n<p>When you\u2019re not speaking, cut down on background noise for other speakers by muting your microphone. This is especially handy for <a href=\"https:\/\/www.ringcentral.com\/small-business\/blog\/working-from-home-with-kids\/\" target=\"_blank\" rel=\"noopener noreferrer\">parents working from home<\/a> when kids come crashing into the room unannounced.<\/p>\n<h4>5. Say \u201ccheese.\u201d<\/h4>\n<p>You read that right! Even when no one can see you, smiling can add a brighter tone to your voice and keep your energy level up to ensure listeners stay engaged.<\/p>\n<div class=\"box\">\n<p><b>Choose your words wisely<br \/>\n<\/b>No matter how you\u2019re communicating, the words you choose can make a big difference. Some words seem more negative than others and can impact how coworkers and even customers interpret what you\u2019re saying. For example: <i>affordable<\/i> is a more positive word to use than <i>cheap<\/i>. <i>\u00a0<\/i><\/p>\n<\/div>\n<p><a name=\"4 written communication techniques\"><\/a><\/p>\n<h3><b>4 written communication techniques<\/b><\/h3>\n<p>These days, if drama goes down at work, it\u2019s usually via email or private messenger. Why? With written communication, it\u2019s easier to misinterpret the tone of a message. So if one or both parties are already on edge about a situation, it can quickly spiral into a passive-aggressive war of \u201cper my last email\u2026\u201d versus \u201cmoving forward\u2026\u201d that can stretch on for days.<\/p>\n<h4>1. Read (carefully) before responding.<\/h4>\n<p>Everyone writes differently. Some people send simple, to-the-point messages in email and chat that are easy to absorb and only contain the most important information. Meanwhile, other people prefer to bury their request inside an epic poem.<\/p>\n<p>Skimming emails is a time-saving skill, but you can also miss valuable information. When you feel your eyes glazing over on paragraph six of ten, take a little break. Get up, grab a cup of coffee, and come back with fresh eyes. You can even jot down some notes or questions as you read, if it\u2019s a really critical message and you need to formulate a response.<\/p>\n<p>As for those private messages, RingCentral makes it easy to stay on top of all your conversations so you never miss anything important:<\/p>\n<p><img decoding=\"async\" class=\"aligncenter wp-image-5197 size-medium\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image1-144.png\" alt=\"RingCentral app team messaging\" width=\"681\" height=\"400\" \/><\/p>\n<h4>2. Tone can be tricky.<\/h4>\n<p>With people coming from all different backgrounds and exposure to technology, it\u2019s easy to misread someone\u2019s intentions in an email or text chat.<\/p>\n<p>Believe it or not, punctuation plays a huge role in tone today. An ellipsis can read as irritation (\u201cNot sure why this was sent to me\u2026 please advise\u201d). One exclamation point seems friendly (\u201cThanks a lot!\u201d), while three feel passive aggressive (\u201cThanks a lot!!!\u201d).<\/p>\n<p>Before sending a more sensitive message to a team member: check the punctuation, and make sure there\u2019s a \u201cplease\u201d and a \u201cthank you\u201d in there. And when you\u2019re reading other people\u2019s responses to you, give them the benefit of the doubt; they might not use punctuation in the same way you do.<\/p>\n<h4>3. Beware \u201cReply All.\u201d<\/h4>\n<p>Do we need to say anything more? Most of us have been on the business end of a Reply All gone wrong, whether it was a private message that went public or an endless thread of \u201cThanks!\u201d from dozens of CC\u2019ed people. Double check which \u201cReply\u201d you\u2019re about to use, every time.<\/p>\n<h4>4. \u201cLet\u2019s take this \u00a0outside offline.\u201d<\/h4>\n<p>If things ever escalate past the point of no return in a written back-and-forth, there\u2019s only one way to come back from the brink: human-to-human conversation. If you\u2019re both in the same office, pop down to their desk to clear things up. Otherwise, a quick video or phone chat works in the same way. RingCentral Office\u00ae is great for this because you can <a href=\"https:\/\/www.ringcentral.com\/office\/how-it-works.html\">switch easily from text to video in the same app<\/a>:<\/p>\n<p><img decoding=\"async\" class=\"aligncenter wp-image-5198 size-large\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image2-125-1024x717.png\" alt=\"RingCentral Office\u00ae allows users to easily switch from text to video in the same app.\" width=\"840\" height=\"588\" \/><\/p>\n<div class=\"box\">\n<p><b>Read the room<br \/>\n<\/b>Humor can be a great way to lighten the mood or bring people together\u2026 but it\u2019s also a real tightrope walk in the workplace. If you\u2019re wondering whether or not a joke will land, or if it\u2019s appropriate for the situation, keep that one in your back pocket for another time.<\/p>\n<\/div>\n<h2>Communication techniques: what are your strengths and weaknesses?<\/h2>\n<p>No one is a perfect communicator\u2014that\u2019s not a thing! Chances are that you prefer one form of communication over another, just like everyone else. Maybe you\u2019re more comfortable speaking face-to-face, because you\u2019re lost without tone and body language. Or maybe you prefer writing, since it gives you time to better formulate your response. There is no wrong answer here.<\/p>\n<p>But in a modern workplace that combines in-person and remote work, you\u2019ll probably be more successful if you learn to work all of your communication muscles. We hope that some of the tips we\u2019ve shared will help you become a more well-rounded communicator in work and in life.<\/p>\n<div class=\"box\"><strong><span style=\"font-size: 21px;\">Be a communications all-star with RingCentral Office<\/span><\/strong><br \/>\nNothing helps optimize communication like the right tools. Navigate seamlessly between video, phone, and messaging on any device with RingCentral Office. <a href=\"https:\/\/secure.ringcentral.com\/office-v5.0\/welcome\/\">Try it free for 15 day<\/a> and see how RingCentral can improve communication for your team!<\/div>\n","protected":false},"excerpt":{"rendered":"<p>There are more ways to communicate in the workplace than ever before: in-person conversations, phone calls, video meetings, private messaging, email, even text messages. While all of these different channels offer benefits to making a workplace more accessible and productive, each also requires a different set of skills. Here\u2019s a roundup of effective communication techniques &#8230;<\/p>\n","protected":false},"author":29,"featured_media":43399,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[17901],"tags":[2012,18171,356],"class_list":["post-41936","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-business-leadership","tag-communication","tag-communication-techniques","tag-remote-work"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v19.3 (Yoast SEO v27.2) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>16 effective communication techniques for remote work | RingCentral<\/title>\n<meta name=\"description\" content=\"Learn effective workplace communication techniques for in-person, video conferencing, phone, private messaging, email, and text conversations.\" \/>\n<meta name=\"robots\" content=\"index, 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