Best Communication Strategies For Successful Remote Collaborations

At Freedom Makers Virtual Services, we believe effective collaboration is the key to small business success. 

And, the key to effective collaboration is frequent, deliberate, and clear communication.

This is especially true for small business owners and solopreneurs who rely on virtual assistants to support the running of their businesses by outsourcing administrative or operational tasks. Developing sound and deliberate communication practices when delegating tasks to a virtual assistant is essential in the creation of a thriving remote partnership. 

Robust communication will establish a foundation of trust and mutual understanding that will lead not only to task completion but also to a seamless collaboration that will contribute to lasting success.

Key Communication Practices For Remote Teams

Effective communication forms the cornerstone of successful collaboration for solopreneurs and small business owners working with virtual assistants. Frequent, deliberate, and clear communication is crucial. As the business owner delegating tasks, ensuring your messages are easily understandable will help streamline your collaboration and lead to task completion.

When you begin delegating, make sure your virtual assistant understands your needs, the expected outcome, and the timeline for delivery. Set up regular, re-occurring check-ins to foster an environment where your remote team members feel comfortable asking questions. This can further streamline the workflow and reduce the likelihood of any misunderstanding. Solidify healthy and prosperous collaborations by being deliberate in your communication practices.

We routinely train our Freedom Maker virtual assistants on best communication practices. Our practices are based on years of experience guiding relationships between small business owners and the virtual assistants who support them. We have seen firsthand that clarity is paramount, so we make sure our Freedom Makers are comfortable reaching out and communicating directly with their clients. If they are uncertain about a task or expectations, our guidance is to always be proactive.

Asking questions ensures a comprehensive understanding of the client’s needs and contributes to a smoother workflow. We suggest that Freedom Makers ensure that their messages to clients are frequent, professional, and easily understandable. Regular communication ensures that both parties are aligned regarding goals and objectives.

Transparency also plays a crucial role in thriving collaborations. When both sides of the relationship are “in the know,” miscommunications and frustrations are minimal. In a dynamic business environment, changes are inevitable. A solopreneur should always keep their virtual assistant in the loop if delays, mistakes, or potential budget issues could affect the project their Freedom Maker is working on.

Good communication practices will allow your Freedom Maker virtual assistant to adjust their support to best fit new or changing circumstances, and proactively sharing information will build trust and establish an open and honest relationship with your virtual assistant. It will also help your Freedom Maker feel integrated into your business and allow them to become a true contributing member of your team. 

Similarly, we guide our Freedom Makers to be good communicators if something on their side might prevent the timely delivery of a project. If a Freedom Maker knows that their life circumstances are changing, for example, or if they are running into complications with task execution, it is their responsibility to reach out and let their client know. 

Early and often is a guiding principle when it comes to communication. We have seen many successful collaborations form as a result of both sides of the relationship committing to this tenet. Frequent, deliberate, and clear communication creates an open channel where both parties can share their thoughts, concerns, and suggestions that can benefit the overall efficiency and effectiveness of the business.

By implementing the following communication practices, your remote partnership will develop into an effective, successful collaboration:

• Set Communication Expectations: Decide how communication should be conducted and the preferred response time. 
• Schedule Check-ins: Establish a routine of regular check-ins- either daily or weekly - to discuss project progress, address concerns, and receive updates.
• Practice Active Listening: Both sides should practice active listening during meetings to fully grasp the information being shared. Repeat back things stated and decided so that each side is in agreement on what is being communicated.
• Keep Detailed Records: Maintaining detailed records of tasks, discussions, and decisions can help avoid misunderstandings and serve as a reference point for future conversations.
• Seek Feedback: Both sides should work to create an environment where feedback is sought and received in a positive and healthy manner.

Communication and Collaboration Tools

Many software programs and cloud-based platforms are designed to enhance communication, streamline tasks, and ultimately foster more productive partnerships between remote team members. Strategically leveraging these tools can ease communication and enrich the collaborative experience. From project management platforms that facilitate task delegation to communication tools ensuring real-time clarity, many of the tools our Freedom Maker virtual assistants are familiar with can ease collaboration, fortify your connection, and create a proper team environment within a virtual workspace.

Here are some essential tools to consider using with your remote team:

Project Management Tools:

Process Street, Asana, Trello, Monday.com

Streamline tasks, deadlines, and project progress

All-in-One Workspace:

Notion

• Take notes, share documents, create workflows and collaborate all in one centralized space

Note-Taking Apps:

Good Notes, OneNote, Evernote

• Enhances organization and ensures the accessibility of shared information

Delegation:

Todoist, Checklist

• Task management is made simple with these applications, ensuring nothing falls through the cracks

Screen Recording:

Loom

• Facilitates clear communication through screen recordings

File Sharing and Collaboration:

Google Drive, Dropbox, OneDrive

• Seamlessly share, collaborate, and store files with cloud storage solutions

Instant Messaging:

Slack

• Fosters real-time communication, quick updates, and team collaboration

As you embark on the journey of remote collaboration, consider integrating these tools into your workflow. If you don’t know where to start, ask your Freedom Maker! They can advise you on what tools will work best with your business based on the tasks being outsourced. Your success is our priority, and we are here to support you every step of the way.

At Freedom Makers Virtual Services, we believe that robust communication is not just a key but the very essence of any successful collaboration. Establishing a foundation of trust and mutual understanding becomes the cornerstone for not only task completion, but will also foster seamless collaborations that will contribute to the lasting success of your business.

If you are interested in building your team and growing your business with an experienced, professional Freedom Maker virtual assistant, please feel free to schedule a call with our Discovery team. We have been successfully pairing virtual assistants with small business clients to create successful partnerships for almost nine years and are excited to learn more about your business’s support needs.