In the past two years, millions of people started working remotely. While it comes with a number of benefits, it does have a few downsides. Most importantly, you might no longer be able to talk to a specific co-worker at the office before the lunch break or get everyone to come to a meeting in the conference room down the hallway.
Luckily, you can still effectively communicate with your team, even when you are not in the same physical space. To do that, you can start using fax, instant messaging applications, or video conferencing apps. Alternatively, you could stick to emails and phone calls. It is entirely up to you!
Now, do you want to learn more about how you can best communicate with your team while working remotely? If so, read on for the five best ways to stay in touch with your colleagues, no matter where you are!
Fax
In some cases, you might need to send or receive sensitive information that cannot be shared electronically. In such cases, you can always use a fax. Although it might seem old-fashioned, a fax is still a very secure way to send confidential documents. You can either use an online fax service or a physical fax machine.
Online fax services are usually cheaper and more convenient, as you can send and receive faxes from anywhere in the world. All you need is an internet connection and a computer or smartphone; it may save you a lot of time and money, especially if you don’t fax regularly and don’t want to google “fax near me” every time you need something. On the other hand, physical fax machines are slower but can really come in handy if you do not have a fast internet connection.
Instant Messaging Applications
One of the easiest ways to stay in touch with your team is to use an instant messaging application. Such apps allow you to send messages in real-time, which is perfect for quick questions or brief updates. What is more, most of these applications also come with video and voice call features, so you can easily switch to a more personal form of communication if needed.
Some of the most popular instant messaging apps for business include Slack, Mattermost, Microsoft Teams, and Zoom Chat. In case you are looking for something more personal, you could also use Facebook Messenger.
Phone Calls
In some cases, a phone call might be the best way to communicate with your team. For example, if you need to discuss something in detail or want to have a more personal conversation, a phone call can be a great option.
Of course, you could also use video call features offered by instant messaging apps. However, some people find phone calls to be much more convenient, as you do not have to worry about internet connection issues or setting up a video call. It can also prove to be useful if you work with people who are not too internet-savvy and might have trouble using a video conferencing app.
Video Conferencing Applications
If you need to have a face-to-face conversation with someone on your team (or the whole team), you can always use a video-conferencing application. It allows you to see and hear the other person in real-time, which can be very helpful for complex discussions, regular updates, reporting, or brainstorming.
The most popular video conferencing apps include Zoom, Skype, and Google Hangouts. The main benefits of using such apps are that they are usually very easy to set up and use. Additionally, most of them come with a variety of features, such as screen sharing and recording, which can be very useful for team meetings or presentations.
Zoom
oom is one of the most popular video conferencing applications. It is very easy to use and comes with a number of features, such as screen sharing and recording. Zoom also offers a free plan, which is perfect for small teams.
Skype
Skype is another popular video-conferencing application. It is owned by Microsoft and offers a variety of features, such as screen sharing, group calls, and instant messaging. What is more, it is completely free!
Google Hangouts
Google Hangouts is a video-conferencing application that is part of the Google Workspace productivity suite. It is integrated with Gmail, which means that you can easily start a video call from within your email inbox. In addition, it allows for screen sharing, instant messaging, and group calls.
Emails
Emails are still one of the most popular forms of business communication, so do not hesitate to use them when working with your team. It is especially true if you need to share documents, files, or long and complex messages. Email is also a great option if you want to have a detailed written record of your conversation.
Nevertheless, keep in mind that emails are not the best option to resolve urgent issues. What is more, they can sometimes be difficult to keep track of, especially if you are working on a big project with many people. In such cases, it might be better to use an instant messaging app or simply schedule a call.
SMS
Finally, you could always use SMS to communicate with your team. It is a very convenient way to send short messages, as you do not need to have an internet connection. Additionally, everyone has a cellphone these days, so you can be sure that the other person will receive your message almost immediately.
Still, it is worth noting that SMS should only be used for very brief messages. If you need to discuss something in detail, it is better to use a different form of communication, such as email or instant messaging.
In Conclusion
There are many ways to communicate with your team when working remotely. It is entirely up to you to choose the best option for your needs. For instance, if you are working on a big project that involves many people, it might be best to use an instant messaging app instead of SMS. On the other hand, if you need to discuss something in detail with just one person, a video, audio, or phone call can be the better option.
If you do not know which option to pick, ask your teammates about it. Chances are, they will have a clear preference or might even have a suggestion that you have not thought of!
HR Future Staff Writer
