Effective Remote Team Communication Tools

I met a D2C founder yesterday who's running a ₹30 Cr ARR of business purely on WhatsApp. No website, no app - just Instagram ads leading a chat. The first advice I give any Ecommerce founder - regardless of channel is, get a good website. It’s the first port of call. Where the customer discovers you. Is that changing? Think about your own behavior. If you have any concern with a brand - what’s your first port of call? Interestingly on research, unicorns like Zepto, Meesho and ShareChat all started from WhatsApp. I bet, it’s the app that you open most in a day (if it’s not, I hope it’s in Instagram 😂) Here's why I believe this channel will enable a lot of commerce: 1/ The Original Quick Commerce Long before apps came in, our local kiranawala and sabziwala were doing business on WhatsApp. Customers WhatsApp their orders, and items are delivered right to their doorstep. 530+ million people and 15 million businesses use this app in india - that’s more than 1/3rd of our population. And, it’s across income segments. 2/ Conversations over Business One stat which I always find fascinating, while emails get just 20-30% opens, WhatsApp messages see 80-90% opens. It pops on your phone - at lease you’ll see it. I saw this at Dr. Vaidya’s. Emails are work like & transactional. While WhatsApp messages are like receiving messages from a friend. That personal touch is what businesses are leveraging. 3/ Building Loyal Communities Most D2C brands struggle with customer retention. But, WhatsApp groups turn transactional customers into community members. Sharing feedback, recommending products to others and even helping each other. The new age word of mouth. There are of course challenges with the platform now. With the opening of business apps, there’s a lot of spam. I have now archived almost every business message. And, cluttered inboxes mean that the open rates may fall. Think about it, it’s now normal to have 100s of unread WhatsApp texts like you do with email. I’d say, the benefits outweigh the challenges. Every single D2C brand in 2025 will need to have a WhatsApp strategy like they do with performance marketing and SEO. I guess WhatsApp is making it even more evident that Bharat buys from people it trusts, not from websites that exist. Thoughts? #Startups #WhatsApp #D2C #marketing #retention

I’ve been thinking a lot about the 90 minute virtual meeting paradox. We spend the first 30 minutes on welcoming everyone and introductions, the next 15 on framing, and then a few people share thoughts. Then, just when the conversation gets meaningful, the host abruptly announces "We're out of time!” and throws a few rushed closing thoughts and announcements together. Sound familiar? We crave deep, meaningful, trust-based exchanges in virtual meeting environments that feel both tiring and rushed. It seems like as soon as momentum builds and insights emerge, it’s time to wrap up. Share-outs become a regurgitation of top-level ideas—usually focused on the most soundbite-ready insights and omitting those seeds of ideas that didn’t have time to be explored further. And sometimes, we even cite these meetings as examples of participation in a process, even when that participation is only surface level to check the participation box.  After facilitating and attending hundreds (thousands?) of virtual meetings, I've found four practices that create space for more engagement and depth: 1. Send a thoughtful and focused pre-work prompt at least a few days ahead of time that invites reflection before gathering. When participants arrive having already engaged with the core question(s), it’s much easier to jump right into conversation. Consider who designs these prompts and whose perspectives they center. 2. Replace round-robin introductions with a focused check-in question that directly connects to the meeting's purpose. "What's one tension you're navigating in this work?" for example yields more insight than sharing organizational affiliations. Be mindful of who speaks first and how difference cultural communication styles may influence participation.  3. Structure the agenda with intentionally expanding time blocks—start tight (and facilitate accordingly), and then create more spaciousness as the meeting progresses. This honors the natural rhythm of how trust and dialogue develop, and allows for varying approaches to processing and sharing.  4. Prioritize accessibility and inclusion in every aspect of the meeting. Anticipating and designing for participants needs means you’re thinking about language justice, technology and materials accessibility, neurodivergence, power dynamics, and content framing. Asking “What do you need to fully participate in this meeting?” ahead of time invites participants to share their needs. These meeting suggestions aren’t just about efficiency—they’re about creating spaces where authentic relationships and useful conversations can actually develop. Especially at times when people are exhausted and working hard to manage their own energy, a well-designed meeting can be a welcome space to engage. I’m curious to hear from others: What's your most effective strategy for holding substantive meetings in time-constrained virtual spaces? What meeting structures have you seen that actually work?

Digital body language differs from traditional face-to-face communication in several key ways: Lack of Nonverbal Cues: Traditional body language relies heavily on facial expressions, gestures, posture, and tone of voice, which are often absent or significantly reduced in digital communication. Reliance on Written Cues: In digital communication, cues such as punctuation, capitalization, emojis, and response time become important indicators of tone and intent. Ambiguity and Misinterpretation: Without visual and auditory cues, digital messages can be more easily misinterpreted. For example, sarcasm or humor might not come across as intended. Asynchronous Communication: Digital communication often occurs asynchronously (e.g., emails, texts), which can delay responses and affect the flow of conversation. This contrasts with the immediacy of face-to-face interactions. Overcommunication or Undercommunication: People may either over-explain to compensate for the lack of nonverbal cues or be more concise, leading to potential misunderstandings. Formality and Informality: Digital platforms vary in their norms for formality. For example, an email might be more formal than a text message or social media post. Understanding these differences and adapting communication styles accordingly can enhance clarity, reduce misunderstandings, and improve overall interaction in digital environments. #bodylanguage Dr.Shivani Sharma

🌐 "How can we lead inclusive team meetings when our team is so widely distributed across timezones?" That's a question our #Inclusion Strategy team at Netflix has been reflecting on quite a bit lately – and that's surely not an issue we face alone. Here are some ideas that popped up as we put our geographically distance heads together to ensure that everyone has an equal opportunity to participate in discussions that are relevant to all: 1️⃣ Establish a Meeting Time Rotation: to ensure fair participation, create a rotating schedule for your meetings. This means alternating meeting times to accommodate different time zones, so that each team member has an opportunity to attend during their regular working hours on a rotating basis. 2️⃣ Consider Core Overlapping Hours: identify the core overlapping hours when the majority of team members are available. Aim to schedule important meetings during these hours to maximize attendance. This may require some flexibility from all team members, but it fosters a sense of shared responsibility for ensuring everyone's voice can be heard. 3️⃣ Prioritise Meeting Relevance: ensure that meetings are called only when it's essential for all team members to be present. Avoid scheduling meetings for routine updates that can be shared asynchronously, giving team members more flexibility to manage their schedules. 4️⃣ Create Pre-Meeting Materials: provide agendas, and key discussion points well in advance, so team members who cannot attend live sessions can still contribute their input asynchronously. This way, everyone can stay informed and engaged in the decision-making process. 5️⃣ Encourage Rotating Facilitation: consider rotating meeting facilitators to accommodate different time zones. This not only distributes the responsibility but also allows team members from various geographies to lead discussions and bring diverse perspectives to the forefront. 6️⃣ Use Inclusive Meeting Technologies: leverage virtual meeting tools with features like real-time chat and polling to foster engagement from all participants, regardless of their location. Consider having all meetings recorded by default (unless there's a compelling reason not to), streamlining access to the team immediately after each recording is ready. 7️⃣ Promote Open Feedback Channels: establish channels for team members to asynchronously provide feedback on meeting times and themes, and communication methods. 8️⃣ Acknowledge and Respect Personal & Cultural Differences: be mindful of cultural practices and observances that may impact team members' availability or participation. Strive to do the same about individuals' needs, too (like dropping kids at school). These strategies can help create an inclusive and equitable approach to meetings, enhancing the chances of all team members feeling valued and empowered to contribute. How else can you foster that? 🤔

Neurodiversity 101: How to host neuroinclusive meetings/conferences Creating neuroinclusive environments in workplace meetings can significantly improve engagement and productivity, especially for those with neurodivergent traits. Here are some practical tips on how to make your meetings more accessible and comfortable for all participants. Alternative feedback methods Not everyone is comfortable with handwriting feedback due to difficulties such as dysgraphia. Offer alternatives like setting up a camera for verbal feedback or using digital tools like voice-to-text applications. This ensures that everyone has the opportunity to contribute in a way that suits them best. Could you use Post-IT for some....different ways on offer... Polling on phones? Warm up a cold room! Start meetings with some warm-up time to help attendees settle in if they are new to the event/place/meeting. Plan for regular breaks and be flexible with how time is spent to accommodate different needs. This flexibility can help maintain focus and reduce stress for those who might feel overwhelmed by long, uninterrupted sessions. Does every meeting need to be 60 minutes? Who needs to be 'in the room' and who could be attending just as well virtually? Who doesn't need to be there at all! Consider the environment Pay attention to the lighting, temperature, and surrounding noises in your meeting space. Adjustments in these areas can help prevent sensory overload and create a comfortable environment for all attendees. Accessibility of materials Provide transcripts of talks and make recordings available to attendees. For presentations that include a lot of information, avoid asking for immediate decisions. Instead, provide a written version of the details and allow time for consideration. This helps attendees process information at their own pace and contribute more effectively. Thoughtful seating arrangements Keep seats at the end of rows in conferences free so that attendees can easily get up and move without disruption. Also, consider arranging some seating around the edges of the room for those who are uncomfortable with movement behind them. Structured discussions In group discussions, keep the groups small and give everyone time to express their opinions without interruptions or unsolicited questions. This structure helps to ensure that all voices are heard and valued. Encouraging feedback post-event after a conference or training event Recognise that some individuals may feel uncomfortable voicing their ideas or questions during the event. Encourage feedback after the meeting via different channels, allowing for more thoughtful and inclusive participation. What else do you suggest?

Are "Expectations" a two-way conversation in your organization? They should be!! When I say this to managers, I am sometimes met with answers like: 👉 "Is that not opening a can of worms? 👉 What if we can't meet everyone's expectations? 👉 What if it is inviting conflict? I say: 👉 These discussions can actually PREVENT destructive conflict down the road. 👉 It's important to reframe thinking- if expectations ARE too high, these conversation become a valuable opportunity to negotiate realistic goals, understand each other's perspectives, and find a middle ground. 💡 You could also look at the concept of expectations from another perspective....i.e. unconscious silent expectations. People often THINK their expectations are just about pay and working structure. Then something happens to make them realize they expected more all along. But by then...the damage has been done. Every person benefits from thinking about what they want BEYOND pay and working structure....and considering the intangibles as well as the tangibles: the learning opportunities; the workload; how the organization recognizes good work; how they will be communicated with. And so these discussions are not reserved for the hiring stage only. Every manager needs to ask from time to time because expectations change...and avoiding expectations creates a gap that gets filled with assumption, frustration, and mistrust. Clarity upfront may feel uncomfortable, but it prevents much bigger discomfort later. Basic coaching skills like learning how to structure conversations, ask questions and actively listen can really help managers here. And so can developing their emotional intelligence. 🙋♀️ I can help with that if you like Ps what else would you add to the list of (often) silent expectations below?

When I first started leading a team, it was revealing. It was a fairly sizeable team, and until then, from that team I had only ever worked closely with one person. Within a few weeks, it became clear: Something wasn’t working. The signs were subtle at first: ⚠️ Side conversations started happening more often ⚠️ Some team members stopped asking me questions directly ⚠️ Feedback in retros was vague but pointed such as “we don’t know why we’re doing this” ⚠️ I felt energy in meetings drop — more silence, less ownership And then it hit me, they didn’t think I was being upfront and transparent enough. They questioned my motives behind decisions. In consulting, a team of 3+ already feels big. Each consultant carries their own journey, their own anxieties, and the mix of project intensity + pressure of the next evaluation cycle can break anyone. That’s when I learned my first big leadership lesson: Transparency is not a “nice-to-have.” It’s the glue that holds the team together. Transparency isn’t about sharing everything. It’s about: 🔑 Making your decision-making process visible 🔑 Explaining the “why” behind your choices 🔑 Letting people know where they stand, even when it’s uncomfortable 🔑 Showing that fairness, not favoritism, drives your calls You won’t have the same relationship with everyone. But you can still earn everyone’s trust, by being consistently clear. Because in a high-pressure environment, lack of transparency is not neutral. It breeds doubt, then disengagement, and eventually, a broken team. When leading a team, transparency is the difference between being a manager of tasks and a leader of people. #Leadership #Mindset #Team #Culture ------------------- I write regularly on People | Leadership | Transformation | Sustainability. Follow Surya Sharma.

While most of us have an Aadhaar card, have used UPI, have heard of AA, might have heard of OCEN or NDHM - there is one new DPI (Digital Public Infrastructure) which is quickly gaining traction: During Digital India Week 2022, PM Modi inaugurated Mission Bhashini - the National Language Translation Mission. Here are 2 interesting facts: (a) India has the 2nd highest number of recognized languages (780) per the People's Linguistic Survey (b) If two random Indians meet, there is only a 36% chance that they can talk to and understand each other (per HT in 2011, prior to translation apps) 😅It is strange that all bleed blue but our ability to build a bond with our fellow countrymen is limited by the different languages we speak. Enter Bhashini.  (1) 🌟The Objective: Provide a DPI which makes language translation as simple as an API call for all use cases: Bolo→ “Speak” (voice-to-text translation) Suno→ “Hear” (text-to-voice translation) Likho→ Type text (static web text translation) Padho→ Read text (text-to-text translation) Dekho → Watch video (video-to-{X} translation) (2) Progress to date 📊 - Bhashini App: 500K+ downloads; 4.3* average rating - The framework for the ULCA (Unified Language Contribution) API has been laid down - 20K+ unique contributions for translations have been made by the public  - 20+ entities have already signed up for various use-cases (3) How do you get involved? 🤔 - BhashaDaan → crowdsourcing effort for data on language(s) & translation; you can download the Bhashini app - Sahayogi → Use the ULCA API as an enterprise for translation use-cases - Translation Service Provider → Work with orgs on the Bhashini use-cases (including customization) 💡UPI is the DPI which we use the most (at max a few times per day). But, we use language MUCH more than we use payments. Bhashini can be be used even more than UPI if it is successfully adopted across consumer (B2C) and business (B2B) use-cases ➡️ The implications of Bhashini are profound #india

Most people blow their Zoom first impression in the first 5 seconds without even realizing. Here are 4 common mistakes (and how to fix them): 1. Camera off = trust off ❌ Mistake: Keeping your camera off for most or all of the call. It makes you forgettable and signals that you don't care. ✅ The Fix: Even if you're camera-fatigued, turn it on at least for the first few seconds. After that, if you REALLY want to turn it off, say: “Hey, I've got a bit of Zoom fatigue, hope it's OK if I turn my camera off after we kick things off.” You're still signalling presence without ghosting the group. ____ 2. The Awkward opening ❌ Mistake: “Can you see me?” “Can you hear me?” “Oh, hi there…” Your first impression happens the moment you turn the camera on, not when you start talking. If the first thing people see is you fumbling with audio or fixing your hair, that's the impression they remember. ✅ The Fix: Fix your audio and technical issues before you “Join.” Open with a greeting and wave. But, better yet, come prepared with an anecdote: “Hey, morning. I just found the best breakfast taco in Austin. Ever had one?” It breaks the ice and gives the call momentum. ____ 3. Virtual backgrounds ❌ The Mistake: Using blur effects or virtual backgrounds Harvard research found that fake backgrounds distract people and make you less authentic. ✅ The Fix: Build your background with conversation starter cues: • Books you actually read • Art or something quirky that reflects your personality  • Hobbies or artifacts that invite connection  ____ 4. Bad camera angles ❌ The Mistake: Camera too close (under 3 feet) or looking off to the side  If you're watching people's faces but your own camera's off to the side or too low, you look checked out. ✅ The Fix: • Position your camera exactly 3 feet from your nose (yes, I literally measure this) • Angle your body towards the camera • Get your face as close to the camera lens as possible on screen • Research shows even partial eye contact through a screen builds oxytocin (the trust hormone). So, aim for 50% eye contact with the camera, 50% with their face It only takes a few tweaks to go from “just another Zoom tile” to someone who leaves a positive impression.

📅 2025 resolution: cut back on meetings and increase "deep work" time. We stumble into our calendars at the start of each day, and end our weeks frustrated: collaboration feels broken, and we have no focus time for deep work. You can get #meetings under control, build better #collaboration patterns and improve #focus time, but it takes sustained effort and investment. Too often leaders just throw up their hands and say "this is just how it is." 💪 It's time for change. Start with understanding the benefits of #asynchronous communication -- reducing meetings requires building new muscles. Then you can build better practices (which I'll get to in Part 2). 👉 A great place to start is Phil Kirschner's recent column "9 Ways Asynchronous Communication Can Improve Team #Productivity" 🧰 Go deeper: I regularly hear misconceptions: collaboration is only done in meetings, or worse yet collaboration is only in-person. People also assume that asynchronous communication is only written, and one-way. 🔆 Collaboration doesn't mean just meetings or in-person time. Effective teams blend live conversations with "asynch" collaboration. Sharing a written proposal or creating a video-based demo of a concept takes time. Doing so and giving people the time to fully digest and respond thoughtfully can get richer feedback from a range of people. 🔆 Asynchronous doesn't mean written, and isn't just one-way communication. Sharing video (or audio) can be a great way to convey information, especially info that's meant to engage your audience and help them get aligned, not just informed. Documentation is better when you're trying to work through a problem or issue, before a decision gets made (for example). 🔎 Looking for more? 🔗 Links to Phil Kirschner's column in comments, along with Future Forum pieces on asynchronous work and non-linear workdays with generous contributions by Darren Murph, and related work by Atlassian and Dropbox! ⏭️ In Part 2, I'll share thoughts about an even bigger challenge: how to build better practices, and scale them in your organization! ❓ Let me know: is this a problem in your organization? What have you tried, and (better yet) what practices have worked for you? #DeepWork #FocusTime #Leadership #Management #TimeManagement