9 Communication Tips for Remote Managers (from 15 years of experience)

If you've ever worked remotely, you know how easily minor miscommunications can turn into major problems. We’ve been there too. In our early days of managing a remote team, we assumed that having the right remote communication tools was enough. Slack, Zoom, project management apps—we had them all. But something was missing. Tasks got lost, expectations weren’t clear, and small frustrations grew into bigger issues.

It wasn’t until we completely rebuilt the way we communicate that things truly started to click. Over the past 15 years, we’ve refined our approach and learned what actually makes a remote team thrive. Now, we firmly stand by our words that communication is the foundation of any successful (not only) remote team. And now, we’re sharing those lessons with you.

Best Practices for Better Remote Communication

Let’s be real - remote work isn’t just a trend, and it's here to stay. And if you’re not mastering your remote communication methods, you’re basically leaving money and talent on the table. Our 15 years of experience have taught us that killer remote communication isn’t about fancy tools—it’s about creating human connections, even when you’re thousands of miles apart. How can you make sure you, too, get there with your team?

1. Prioritize clear communication

Connect with your team frequently but intentionally. Miscommunication wastes time and leads to mistakes. You don’t want to overload them with unnecessary messages or information. Instead of corporate buzzwords and acronyms, focus on being concise and clear. 💪

2. Schedule regular check-ins

Managing remote teams can be challenging. That's why you'd want to regularly check in with your team members. We found it is best to have 121 check-ins bi-weekly or weekly if necessary. 121s provide your team members with guidance and ensure alignment.

3. Use agendas for meetings

First of all, does it even have to be a meeting, or can this be resolved faster via email? If you do need a meeting, think about who actually needs to attend and who will be able to contribute. You don't want to waste anyone's time, and we bet you don't want your virtual meetings to start with a bunch of “ummm's" and "hmmm's”. A well-planned agenda will then save you time and keep discussions on track.

4. Don't forget feedback

Fostering a feedback culture is a must. How else would your employees know how they're doing without feedback? Feedback helps remote employees grow and feel valued—just keep it constructive. 😉And don’t forget—it goes both ways! Be open to receiving feedback as much as giving it.

Here’s how to do it (and how we do it):

• Make it regular: Don’t wait for annual reviews. Share feedback during 1:1s, after projects, or whenever it’s relevant.
• Be specific and constructive: Instead of vague comments like “This isn’t working,” explain what could be improved and why.
• Use contextual feedback: Leave comments directly in documents, designs, or project tools to make your feedback clear and actionable.
• Offer solutions: If you don’t like something, suggest alternatives or collaborate on finding a better approach.
• Encourage feedback from all sides: Create a culture where team members feel comfortable sharing feedback with peers and managers alike.

5. Balance real-time vs. asynchronous communication

Do all messages require an immediate response? We bet not. From our experience, remote employees thrive on a mix of both synchronous (real-time) and asynchronous communication methods. Specify to teams which tools to use for different types of communication.

• Urgent matters: For things that cannot wait and/or quick updates, hop on a quick video call (Zoom, Google Meet, MS Teams,...) or use Slack for instant messaging.
• Regular updates and not-so-urgent stuff: If you don't need a response right away, give people space and the option to respond when convenient. We use our app for daily work progress updates so everyone across all teams knows exactly what others are working on and how the work is progressing, all without the need to send back-and-forth messages. Basecamp then helps us store all our meeting notes, decisions, and processes in one place (you can choose from many project management tools that would be best for your team, like Notion, Confluence, …).

If everything is important, then nothing is.

6. Set expectations for response times

Clarify how quickly team members should respond to messages depending on urgency— simply said, align communication expectations with your team. With remote teams, you might have people based all over the world. We recommend you set a time frame for meetings that is convenient for all parties involved. You want to have at least a few hours of overlap with your team.

7. Be mindful of time zones and cultural differences

Always be aware of time zones, cultural differences, and language barriers. Remote teams often span multiple time zones, so be considerate when scheduling meetings and setting deadlines to ensure inclusivity.

8. Build space for non-work communication

Well, we kind of did this one for you. At Kime, we use our app for regular non-formal check-ins that ask questions such as "How was your weekend?” or "What are you reading/watching?". This often opens up interesting discussions and allows casual conversations while boosting employee engagement.

We also encourage people across the different teams to hop on a video call occasionally, learn about each other's work, and chat about all things work or life. Slack channels are also fun! Our #random-pets channel is the most active one. 😁There's nothing better than the first "work” message on a Monday morning being a photo of a cute puppy.

9. Offline team gatherings - Our secret weapon 🏔️🤝

Who says remote teams can’t have epic in-person moments? We bring our entire company together twice a year for a week of pure collaboration magic! It's the ultimate hack for boosting our remote work environment and culture. These aren’t just dull corporate retreats. We’re talking about:

• Intense work sessions where we brainstorm, strategize, and discuss our projects face-to-face
• Team building activities that go way beyond trust falls (hello, pub quizzes, yoga sessions, mountain hiking, and city exploring!)
• A chance to regularly meet our work besties in real life (this is also great for new employees to meet the team!)
• Creating memories that keep our remote team feeling more connected

Remote communication examples in action

Here are some practical examples of how we've implemented these tips in our own remote teams:

• Strategic 1:1 Check-Ins: Weekly or bi-weekly check-ins where we dive deep into work progress, team vibes, and most importantly, how our remote workers are REALLY doing. It’s not just about tasks—it’s about checking in on the human behind the screen. Work, culture, feelings—we cover it all! 💪❤️
• Daily Work Updates in Kime HR : We use our app to share daily progress updates. This keeps everyone informed about what others are working on without disrupting workflows.
• Documenting Everything in Basecamp: All policies, manuals, essential discussions, decisions, and processes are centralized in Basecamp.
• Cross-Team Virtual Coffee Chats: Sarah from marketing randomly hops on a video call with Tom from engineering, and they end up chatting about his latest coding project and her weekend hiking trip. No agenda, no pressure—just genuine human connection.
• Slack Channels for Team Bonding: Ever seen a dog wearing sunglasses or a bunny working on a laptop? That’s our daily entertainment in our #random-pets Slack channel!
• Regular Company Retreats: Twice a year, we bring our entire remote team together for a week of fun and collaboration. Mountain hikes and face-to-face meetings help us build connections that go way beyond our digital workspace! 🤝

Ready to refine your remote team's communication?

So, how to use these remote work communication best practices in real life? Remember that communication isn’t a destination—it’s a journey. And trust us, after 15 years of navigating remote work, we know it’s totally worth the effort! These tips aren’t just theoretical—they’re battle-tested strategies that have helped our team stay connected and productive and genuinely enjoy working together, no matter where we’re located. Remote doesn’t have to mean distant.

Get your communication from “meh” to magical. Start small, be consistent, and watch your team’s connection and productivity soar! 🚀✨