Best Practices for Communicating with Your Remote Worker
Tips for building a strong working relationship through effective communication
Great communication is the foundation of any successful partnership — and that’s especially true when working with a remote worker. Because you’re not sharing the same office or even the same time zone sometimes, clear, consistent communication keeps things running smoothly and builds trust over time.
Here are some best practices to help you stay connected and get the most out of your remote relationship.
1. Set Clear Expectations Early
Right from the start, be upfront about:
Your preferred communication channels
Response time expectations (e.g., reply within 24 hours)
Work hours and availability (especially if you’re in different time zones)
Reporting and update frequency (daily, weekly, or project-based check-ins)
Hour caps or estimated times you’d expect them to log for each task or project
Setting these guidelines early prevents misunderstandings and keeps both sides accountable.
2. Use the Right Tools
Choose communication tools that fit your workflow and make collaboration easy:
Messaging: As an Eqeepo client, you’ll have access to a dashboard with real-time chat functionality, making it easy to stay in touch with your remote worker.
Video calls: Zoom, Google Meet, etc., for face-to-face check-ins.
Project management: Eqeepo offers a built-in project management tool called Tasks that allows you to assign tasks, set deadlines, add comments, and more—perfect for keeping projects on track.
Make sure your remote worker knows how to use these tools efficiently.
3. Be Specific and Clear
When assigning tasks or giving feedback, avoid vague instructions.
Clearly state what you want done, why it matters, and by when.
Provide examples or templates if possible.
Break down larger projects into smaller, actionable steps.
Use bullet points or numbered lists to make information easy to scan.
This clarity helps your remote worker understand exactly what you need and reduces back-and-forth questions.
4. Encourage Questions and Feedback
Create a safe space where your remote worker feels comfortable asking for clarification or sharing ideas.
Remind them it’s okay to ask questions to avoid mistakes.
Actively seek their input on improving workflows or processes.
Listen openly and respond thoughtfully.
Two-way communication builds a stronger, more engaged working relationship.
5. Schedule Regular Check-Ins
Whether it’s a weekly call or a quick daily message, regular check-ins keep both of you aligned.
Use this time to review completed tasks, discuss roadblocks, and plan next steps.
Celebrate wins and progress to keep motivation high.
Adjust priorities or deadlines as needed.
Consistent communication prevents surprises and helps your remote worker stay on track.
6. Keep Communication Professional but Friendly
Your remote worker is part of your team — treat them with respect and kindness.
Use a warm tone that balances professionalism with approachability.
Avoid micromanaging or being overly critical.
Show appreciation for their work regularly.
Positive communication strengthens trust and loyalty.
7. Document Important Information
Maintain shared documents or a knowledge base for policies, procedures, and project details.
This reduces repeated explanations.
Helps onboard new remote workers if you expand your team.
Ensures consistency even if your worker’s schedule shifts.
Tools like Google Drive or Notion work well for this purpose.
Final Thoughts
Communication is an ongoing process — it takes intention, patience, and practice to get it right. But when you prioritize clear, respectful, and consistent interaction with your remote worker, you build a partnership that can truly support and grow your business.