How to Improve Remote Communication with Your Team

When you have a remote team, things can get even more challenging with opposite time zones, Zoom fatigue, and cultural differences. That's why choosing the right remote communication tools and maintaining clarity across your communication channels is essential.

Luckily, we’re here to help you navigate remote team communication with your Filipino virtual assistant. Let’s get started:

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Why is it important for you and your Filipino VA to be on the same page?

Effective communication skills will help you and your VA achieve alignment, a mutual understanding of expectations and values. Alignment leads to:

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A clearer direction

The more context and information you give your Filipino virtual assistant for their tasks, the more motivation they’ll have to complete them.

Say, for example, you want them to make a report on your brand’s digital marketing performance. If you provide them with a list of metrics to track and specify the purpose of the report, they’ll have a roadmap to follow. The result? A comprehensive analysis with valuable insights.

This goes for other tasks like writing blog posts, managing your inbox, and scheduling appointments in your calendar.

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Improved productivity

Being transparent with your remote employees also helps with their productivity levels. According to a study by McKinsey & Company, employees are about five times more likely to boost their productivity when they are looped in on the company’s vision, policies, and any news that impacts them.  

Sharing your long-term objectives and plans will allow your VA to deliver higher-quality output, reduce their uncertainty, and save time on back-and-forth. These kinds of effective communication methods are a game-changer.

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Employee retention

Keeping your remote workers happy isn’t just about giving them a huge paycheck or throwing a monthly pizza party.

These help, but remote team communication is still vital. Your team members need to feel seen. They want to know that they’re doing well and that the company can support them when they need help. You can nip a lot of problems in the bud with regular virtual communication and video calls.

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How to encourage communication with your Filipino virtual assistant

Having a remote work arrangement with a team hundreds of miles away — with a distinct culture and societal norms — can make effective communication a challenge.

But it’s not impossible.

Here’s what you can do to improve remote communication methods with your Filipino team:

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Learn more about Filipino culture

If you want to hire in the Philippines, then you have to understand how Filipinos are wired. They still have values and traits embedded in their culture despite embracing a lot of Western work practices.

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Here are some things to expect when you work with a Filipino virtual assistant:

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• They aren’t the most straightforward: You might be used to direct communication method, but it’s a different case in the Philippines. Most Filipinos think being direct equals being rude, so they won’t say what they’re feeling outright. They’ll do it in a roundabout way.

• They are more likely to avoid confrontation: Most Filipinos don’t like to rock the boat, even if they don’t agree with something. They’ll keep their thoughts to themselves to maintain the peace, especially if they’re talking to an authority figure.

• They use honorifics: Like other Asian countries, hierarchy is ingrained in Filipino society. The thought of calling you by their first name might be weird to your Philippines virtual assistant and it’ll take them a while to adjust.

• They value family: The Philippines has a collectivist culture where family ties are closely knit. This extends to distant relatives and people they’re not blood-related to — including their team members.

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Read more: How Is Filipino Work Culture Different from the US?

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Maintain an open-door policy

From day 1, let your Filipino virtual assistant know that they can share their questions, concerns, and ideas with you.

They may hesitate at first because they’re scared they’ll ask the wrong questions, so emphasize that you have an open-door policy. Any question, no matter how inconsequential it may seem, can lead to a valuable discussion.

Setting clear communication expectations early on will help foster trust and open dialogue in remote teams.

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Hold regular 1:1s

1:1s provide an excellent opportunity to learn about your VA’s progress, wins, and challenges. These also allow you to get to know each other more, giving your assistant confidence in their role and helping you know what makes them tick.

Just make sure to have a consistent schedule for these video calls and give your VA a heads-up in case you need to move the meeting to another time.

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Praise in public

Make it a habit to acknowledge wins, no matter how big or small. It does wonders for your Filipino virtual assistant’s morale and encourages them to continue keeping up the good work.

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Criticize in private

Filipinos are conscious about saving face, so if you think they could have handled a task better, use your 1:1 to discuss it or relay your feedback via a private channel. Here’s a guide to help you deliver constructive criticism to your Filipino VA.

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Be an active observer

Pay close attention to what your VA is (and isn't) saying during weekly check-ins, video calls, and even on the company meme channel.

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You might notice:

• Lack of eye contact
• Long pauses
• Nail-biting
• Less frequent emojis

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Share anonymous surveys

If you have shy team members, this is the perfect way to know how they really feel. You can have it done every quarter or twice a year, depending on the need.

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The survey can include:

• Overall job satisfaction
• Evaluating management
• How familiar they are with their tasks and the company’s goals
• Suggestions for improvement

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Build camaraderie

Don't discount the importance of camaraderie, even if all your remote employees work from home. It matters a lot to Filipinos. While it is more difficult to achieve with asynchronous communication, with a bit of effort, you can make even virtual collaboration feel more friendly.

In a traditional office setting in Philippines, it’s normal for co-workers to turn into second family members. They eat lunch together, surprise one another with cake on their birthdays, and have spontaneous get-togethers outside of work.

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While your remote team can’t exactly do this, you can still promote close bonds by:

• Making a watercooler channel: A channel dedicated to non-work-related topics is an excellent way for the remote workforce to get to know one another.

• Holding team activities: You can play games every Friday, or switch it up with movie marathons, karaoke nights, and virtual dinner parties.

• Having yearly meet-ups: If you have the budget, this is definitely something your remote team would look forward to.

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How VAs can start opening up

Since remote team communication is a two-way street, we also want to share some advice with any Philippine virtual assistant reading this. Always remember:

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Constructive feedback isn’t a bad thing

When your boss critiques your work, it’s not a personal attack. Take it in stride and use it as fuel to be even better at what you do.

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Your voice matters

You were hired because you’re great at what you do. You’ve got the skills and knowledge for the job, so don’t hesitate to contribute your opinion. The company can use your input to improve SOPs, benefits, and more.

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Ask questions

If you need something clarified, don’t be afraid to ask. You don’t want to leave any room for uncertainty. The more you're communicating remotely, the more crucial it is to overcommunicate than undercommunicate.

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Remote communication is a work in progress

Remote communication tools like Slack, Zoom, and email can only go so far without the right communication skills behind them. Digital tools should support and not replace human connection, especially for remote managers.

This is the glue that holds a company together. It affects productivity, your employees' happiness, and the business' overall success.

remote teamwork thrives when there's consistent, respectful, and collaborative environment. Whether it's using project management tools, sharing updates, or clarifying goals, everything contributes to the overall onboarding experience and long-term success.

Onboarding experience matters more than you think. It sets the tone for your remote employees' productivity and loyalty.

Video communication with empathy and intention, paired with regular check-ins and moments of connection, make a measurable difference. Small things like understanding cultural differences and being patient during adjustment periods are also vital.

In-person interactions are hard to replace, but they aren't the only way to build a great team. With the right approach to remote communication, even remote teams can feel close-knit and empowered to thrive.

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Want to hire a talented Philippine virtual assistant? Let us know how we can help!