How often should you check in with remote employees and what is the best way to do it?

Remote work is here to stay, but how do you keep your employees engaged, productive, and happy? One of the key challenges of managing a distributed team is finding the right balance and frequency of communication. In this article, you will learn how often you should check in with remote employees and what is the best way to do it.

1 Assess your communication needs

The first step is to understand the communication needs of your team and your organization. Depending on the nature of your work, the size of your team, and the level of autonomy and collaboration required, you may need more or less frequent check-ins. For example, a creative team working on a complex project may need daily or even hourly updates, while a customer service team may only need weekly or monthly feedback. You should also consider the preferences and expectations of your employees, as some may prefer more or less contact and guidance.

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Varsha .

Project Officer | Project Coordinator | Business Analyst | PMO
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Individual Preferences: Respect the preferences of your team members. Some may prefer frequent check-ins, while others may thrive with more autonomy. Flexibility: Be flexible in your approach. Adjust the frequency and method of check-ins based on the evolving needs of the team and the nature of the work. Feedback Loop: Establish a feedback loop to ensure that employees feel comfortable expressing concerns, sharing feedback, and discussing any challenges they may be facing.

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2 Choose the right communication tools

The second step is to select the appropriate communication tools for your check-ins. There are many options available, such as email, phone, video conferencing, instant messaging, project management software, and social media platforms. Each tool has its advantages and disadvantages, and you should use them wisely and strategically. For example, email is great for formal and detailed messages, but it can also be overwhelming and impersonal. Video conferencing is ideal for building rapport and trust, but it can also be exhausting and intrusive. Instant messaging is convenient and fast, but it can also be distracting and interruptive.

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Varsha .

Project Officer | Project Coordinator | Business Analyst | PMO
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Best Practices for Remote Check-Ins: Encourage Open Communication: Create an environment where employees feel comfortable sharing their challenges and concerns. Utilize Project Management Tools: Use tools that allow for transparent tracking of tasks, deadlines, and overall progress. Celebrate Achievements: Recognize and celebrate individual and team accomplishments during check-ins.

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3 Establish a communication rhythm

The third step is to establish a communication rhythm that works for your team and your organization. This means setting clear and realistic expectations for how often, when, and how you will check in with your remote employees. You should also communicate the purpose and agenda of each check-in, and respect the boundaries and availability of your employees. A communication rhythm can help you create a sense of structure, consistency, and accountability for your remote team. It can also help you avoid communication overload or underload, which can harm your team's performance and morale.

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Varsha .

Project Officer | Project Coordinator | Business Analyst | PMO
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Ongoing: Open Communication Channels: Platform: Collaboration tools, messaging apps, and video conferencing. Purpose: Encourage ongoing communication for both work-related discussions and casual interactions to build team camaraderie. Tips for Effective Communication: Consistency is Key: Stick to the established rhythm to create a predictable routine. Adapt to Feedback: Regularly gather feedback on the communication process and adjust as needed.

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4 Vary your communication methods

The fourth step is to vary your communication methods to keep your check-ins interesting and engaging. You should not rely on one single tool or format for all your check-ins, as this can make them boring and repetitive. Instead, you should mix and match different tools and formats, such as one-on-one or group meetings, formal or informal chats, synchronous or asynchronous exchanges, and feedback or brainstorming sessions. You should also use different media and modes, such as text, audio, video, images, and emojis. By varying your communication methods, you can cater to different learning styles, personalities, and moods of your remote employees.

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5 Focus on quality over quantity

The fifth step is to focus on quality over quantity when checking in with your remote employees. You should not check in with them just for the sake of checking in, or because you feel obligated or anxious. You should check in with them because you have something valuable to share or ask, or because you genuinely care about their well-being and progress. You should also make sure that your check-ins are meaningful and relevant, and that they address the needs and goals of your employees and your organization. You should avoid wasting time and energy on trivial or irrelevant matters, and instead focus on the big picture and the long-term vision.

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6 Ask for feedback and improvement

The sixth and final step is to ask for feedback and improvement from your remote employees and yourself. You should not assume that your check-in frequency and methods are perfect or optimal, or that your employees are satisfied or happy with them. You should regularly solicit and listen to their opinions, suggestions, and concerns, and be open to making changes and adjustments. You should also evaluate and reflect on your own communication skills and habits, and identify your strengths and weaknesses. You should seek to learn and grow from your experiences, and strive to improve your communication effectiveness and efficiency.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Jessica Bodoutchian

Global Digital Manager @ DFE Pharma | Digital Strategy Expert
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Stay connected! Make sure you communicate often and that you make time for casual conversation as well: have some coffee together, go for a quick 10-minute catch up. That will help you and your team stay engaged and feel a part of the organization, no matter where they are.

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Everardo Ureña

Commercial Director
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We must ensure employees are equipped with the right tools and resources. This includes providing employees with the necessary technology to work remotely, such as laptops, internet connectivity, and collaboration tools. We must also provide employees with the training and support necessary to work effectively and efficiently. Additionally, we must establish clear communication channels and protocols to ensure that employees can collaborate effectively and stay connected with colleagues. This includes regular team meetings, virtual check-ins, and other forms of communication that allow to stay connected and informed about what's happening in the company. I strongly believe that remote work is only suitable for high disciplined people.

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How often should you check in with remote employees and what is the best way to do it?

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1 Assess your communication needs

2 Choose the right communication tools

3 Establish a communication rhythm

4 Vary your communication methods

5 Focus on quality over quantity

6 Ask for feedback and improvement

7 Here’s what else to consider

Corporate Communications

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How often should you check in with remote employees and what is the best way to do it?

1

2

3

4

5

6

7

1 Assess your communication needs

2 Choose the right communication tools

3 Establish a communication rhythm

4 Vary your communication methods

5 Focus on quality over quantity

6 Ask for feedback and improvement

7 Here’s what else to consider

Corporate Communications

Rate this article

Thanks for your feedback

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