Communication Gap

10 Ways to Close Communication Gap in Virtual Workspaces

You’ve probably heard of “get a good WiFi connection” or “use better equipment” as work-from-home tips for improving team efficiency as both individual performers and global teams. Although these have merit, one thing is far more critical when boosting team performance: overcoming communication gaps. 

Fierce Inc. surveyed 1,400 respondents in a study to uncover the most common workplace failures, and 86% of all answers pointed to knowledge disconnect as the main culprit. This shows that applying strategies to close the communication gap is essential for successful businesses. 

What Causes Communication Gaps in Virtual Workspaces? 

One of the most prevalent issues in the virtual environment is the communication gap at the workplace. Leaders must identify root causes to address disconnect among employees.

  • Technological challenges: Using technology means facing issues like poor internet, software glitches, and hardware problems. This causes significant delays compared to in-person interactions. 
  • Missing non-verbal cues: Unlike physical barriers like cubicle walls and closed doors, remote interactions lack visible cues such as facial expressions and body language.  
  • Cultural differences: Virtual teams (especially with a culturally diverse workforce) face problems due to varied languages, communication styles, and cultural norms. 
  • Time zone discrepancies: Geographical spread results in time zone challenges, which can cause delays, lack of communication, and potential misinterpretations.
  • Trust & interpersonal relations: Limited face-to-face interactions in virtual settings can make building trust and strong relationships tougher. Teams and stakeholders can misunderstand information or get confused due to obscure terminology in a siloed environment. 

Leaders can effectively strategize plans to foster a connected, harmonious virtual team environment by identifying and addressing these communication difficulties. 

How Can I Identify a Communication Gap in My Virtual Team?

Virtual teams often encounter unique challenges due to the complicated nature of working globally across different teams. Identifying the types of communication gaps is vital for fostering efficient teamwork.

  • Monitor team interactions: Observe virtual meetings, emails, and chats for miscommunication signs and disengagement to identify and address the root cause of communication issues. 
  • Assess communication tools: Evaluate video chats, instant messaging, and software to ensure long-term compatibility with your team and processes. It might be tempting to bring new and innovative software, but incorporating the right technology into your communication strategy will go a long way. 
  • Evaluate non-verbal cues: Observe tone of voice, word choice, and response time to decipher and proactively address communication breakdowns. 
  • Consider cultural differences: It’s vital to proactively recognize roadblocks that arise from language, styles, and cultural norms to ensure all participants understand the information. 
  • Analyze time zone challenges: Understand how different time zones affect team synergy and coordination. Take steps to maximize timezone overlaps during the workday to speed up information sharing. 
  • Assess interpersonal trust: Measure trust levels and relationships, especially since face-to-face interactions are limited. Forming a solid team foundation can minimize conflict in the workplace.

Recognizing that these gaps emerge in a remote setting is the first step in fostering a seamless virtual work environment. Planning for and addressing these challenges ensures stronger team relationships and harmonious virtual collaboration.

What are the Consequences of Poor Communication in Virtual Work Environments? 

Inefficient communication can lead to misunderstandings, slowing productivity, and increasing mistakes. This not only causes delays but demands additional resources for corrections. It can also lead to confusion, frustration among collaborators, and diminishing morale.

On top of that, this gap can also hamper decision-making and stifle innovation. Team members may need help to share and build upon ideas. This environment can weaken trust and damage relationships, leading to higher employee turnover as members seek better collaborative opportunities. 

How to Overcome Communication Gap in Virtual Work Spaces? 

A lack of proper information sharing can cause knowledge gaps and disruptions in many organizations and virtual workspaces. Whether you’re a leader or team member, knowing how to avoid communication gaps between employees is essential to your company’s success. 

1. Set goals and guidelines.

Setting clear expectations and guidelines lays a strong foundation for open communication in virtual workspaces. When you define expectations, everyone understands the “when, how, and with whom” they should communicate. To achieve this, you need to have a sound communication policy.

Implement your policies by using team management tools like Trello or Asana. Schedule regular check-ins on Zoom. Establish ‘office hours’ on platforms like Microsoft Teams, signaling when work fellows can drop in for a chat. This approach can maximize the use of different channels. 

2. Use the right tools in all the right places.

Picking the right tools for the team can mitigate ineffective information sharing in virtual workspaces. When each tool serves a specific purpose, each flow of interactions is likely to go smoothly and reduce issues communicating. This ensures that everyone on the team stays connected and updated without overwhelming them.

To get started, inventory your team’s current tools. Employees may prefer one tool more than the other, so strike a balance between usability, price, and preference. Remember to balance video meetings to avoid burnout. 

Address geographic distance and provide a stable technical setup for everyone if needed, including VPNs and necessary credentials, for seamless connectivity. 

3. Use asynchronous communication strategically.

Asynchronous communication, where responses don’t happen in real-time, can be vital to open and honest interactions. It respects individual work rhythms, reduces disruptions, and ensures the receiver gets critical information, even in a different time zone.

Many remote workers favor asynchronous methods (e.g., via email) instead of meetings. This approach lets you send updates and instructions through Loom and other platforms. Maintain a central repository for announcements and discussions, such as Google Docs.

4. Conduct regular check-ins.

Regular check-ins align everyone with the project’s direction and clear up any confusion. It’s not just about tracking progress; it’s about creating a shared understanding and keeping everyone on the same page. This is also a chance to encourage employees to share their thoughts privately for improvement. 

Set a clear agenda and protocol for each check-in, ensuring it’s not just a routine catch-up but a valuable alignment opportunity. This helps break down silos and ensures that your organization’s top and bottom tiers communicate effectively.

5. Continuously evolve processes.

Processes aren’t set in stone, especially in virtual workspaces. Continually evolving and adapting based on feedback ensures that each interaction remains precise and efficient. It keeps the team agile and responsive while proactively mitigating long-term issues that can lead to serious disarray. 

Start with regular feedback sessions using tools like SurveyMonkey or Google Forms. Encourage everyone, from juniors to seniors, to share their insights. Analyze this feedback and integrate effective changes. Celebrate what’s working, refine what’s not, and always look for improvements. 

6. Foster an all-inclusive culture.

In a study, Friedrich Schiller University Jena has discovered that cultural awareness plays a major role in understanding and addressing these gaps and leads to more effective collaboration. It is important to accommodate these factors to make employees feel heard and valued. 

Each participant should feel comfortable to contribute during organizational discussions. They should not be afraid to speak their opinions and contribute to strategies. Fostering a culture where everyone feels valued and heard can significantly close the communication gap in the workplace.

Ensure leaders maintain an open-door virtual policy. Recognize milestones, but always prioritize individual preferences to ensure no one feels overwhelmed or intruded upon.

7. Avoid complex communication pipelines.

Simple is often better, especially when sharing information. Complex communication pipelines can muddle what’s being shared across the organization. By simplifying these paths, you ensure clarity and prevent misunderstandings, aligning everyone involved. 

Ensure instructions come from a singular, reliable source. If there are changes in the workplace, communicate them directly to the concerned person or team. Continually train and remind teams about the importance of clear, straightforward interactions for efficient project delivery.

8. Create a virtual water cooler.

The water cooler chats we miss in physical offices can be replicated virtually. These informal spaces strengthen team bonds and facilitate relaxed conversations, which surprisingly help iron out miscommunications.

Consider creating “Hangout” or “Chill Zone” channels on Slack or Teams. Dedicate specific times for virtual coffee breaks or quick catch-ups. These seemingly small initiatives can foster understanding and bridge any looming gaps in virtual settings.

9. Train and onboard your staff.

Addressing the gap in communication means ensuring everyone works best while using available tools. Each team can raise concerns, get clarifications, and ensure tasks flow smoothly without hitches.

Host monthly or quarterly training webinars on platforms. After each session, distribute feedback forms or conduct brief discussions. Act on this feedback to refine strategies in any remote workspace. You can also provide incentives to participate in efforts to establish effective communication. 

10. Check for comprehension.

Communication is a two-way street. While conveying information accurately is crucial, ensuring the recipient comprehends is just as vital. By checking comprehension, you eliminate uncertainties and foster a culture of open dialogue.

Imagine a freelance writer receiving an email filled with industry jargon. With clarification, they might understand the brief. By encouraging queries, you set the stage for accurate outcomes.

Implement routine comprehension checks in meetings, perhaps after crucial points. For emails, always end with an invitation to ask questions. Periodically, survey members to gauge their understanding of ongoing projects, ensuring everyone remains on the same page.


The digital age presents communication gaps in virtual workspaces that hinder teamwork and efficiency. Leaders must address these barriers and implement strategies to effectively manage a remote team

Driving efforts to bridge the communication gaps can result in increased productivity. Focus on transparency and progressively encourage employees/stakeholders to aim for better experiences for listeners and speakers. 

If you’re looking for an efficient in-house communication solution for multiple clients, try Ahsuite. Subscribe to their 30-day trial and streamline your virtual teamwork experience.

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