How to drive clear and efficient remote team communication

The hybrid workplace has become the dominant work model across Australian businesses, creating new opportunities and challenges for team communication. Success in this environment depends on more than just having the latest collaboration tools—it requires a well-coordinated system of communication across all levels, supported by cloud-based document management and intelligent process automation that keeps distributed teams connected and productive.

A business can sport innovative products, the best talent and even the best-fit technology, but without clear and fluid communication across all levels, hybrid working will cause more challenges than wins for an organisation. According to Gallup's latest research, hybrid employees now comprise approximately 60% of remote-capable workers, making effective communication strategies more critical than ever.

Modern platforms enable better communication

While good communication has always been essential for organisational success, it can be easily compromised by demanding deadlines and heavy workloads. Research shows that ineffective workplace communication significantly impacts productivity and costs organisations substantially each year. Studies from multiple sources indicate that 77% of workers say digital communication tools have improved their productivity, demonstrating the clear value of modern collaboration platforms.

The complexities of communication have increased now that face-to-face interactions are no longer the default for the working day. Technology—the right technology—needs to enable engaging and easy-to-use communication channels. However, people also need to proactively adapt their behaviours to ensure effective hybrid team communication.

The number of tools available to companies is vast, ranging from group video calls and instant messaging to online webinars and collaborative document platforms. Virtual meetings can connect leaders across regions, reducing the need for excessive travel; instant messaging can resolve questions in seconds; and modern applications help teams plan and organise work whilst reducing unnecessary emails. Kyocera Digital Workplace Solutions provide integrated communication and document collaboration capabilities, creating a unified platform where teams can access, share and work on documents seamlessly regardless of location.

The strategic value of video communication

When working in hybrid models, maintaining face-to-face contact with colleagues helps keep people engaged and reduces feelings of isolation. Research from Owl Labs shows that 49% of employers now provide training on conducting effective hybrid meetings, recognising the importance of this communication mode. Employee engagement directly correlates with higher levels of productivity and better business outcomes.

Scheduled video calls with defined start and end times encourage participants to communicate clearly and succinctly, delivering important messages in an easily understood manner. One well-run call with a summary email should suffice for most work to be completed as required. However, as Microsoft's research indicates, about 72% of meetings still face tech issues causing delays, highlighting the need for robust managed IT services to support hybrid communication infrastructure.

According to the Owl Labs 2024 State of Hybrid Work, 90% of hybrid workers report being just as or more productive when working in a hybrid format, demonstrating that with the right communication tools and practices, distributed teams can thrive.

Establishing new communication norms

To succeed in hybrid environments, businesses need to create clear norms that establish clarity in team communication. Research from Harvard Business Review details how companies create acronyms for their digital communications that bring predictability and certainty to virtual conversations. For example, establishing expectations around response times, meeting etiquette and asynchronous communication helps teams coordinate effectively.

The mix of technology makes hybrid team communication varied, effective and engaging. Project management and collaboration tools enable teams to plan individual workloads and group projects by organising tasks efficiently. These platforms provide complete transparency, allowing managers to track progress, identify bottlenecks and address problem areas promptly.

These technologies encourage more efficient and effective communication, just as we've learned the importance of transmitting clear messages through video calls and instant chats. The tools exist to make us more efficient, more productive and more satisfied in our work—and teams are adapting their behaviours accordingly.

Integrated workplace solutions

Modern communication challenges require integrated solutions. Kyocera Digital Workplace Solutions bring together document management, secure mobile printing and collaborative workflows in a unified platform. This integration means teams can access documents, print securely from any location and maintain seamless communication without switching between disconnected systems.

For organisations seeking to optimise their hybrid communication infrastructure, comprehensive managed IT services provide the foundation. Professional IT management ensures communication tools remain secure, updated and properly integrated, whilst network security solutions protect sensitive business communications across distributed teams.

The future of hybrid work communication

The way we communicate continues to evolve rapidly. Hybrid working provides employees the freedom and autonomy to achieve their potential whilst maintaining work-life balance, but only when the right technologies, strategies and habits are in place. According to Gallup's 2025 data, regularly scheduled team check-in meetings (used by 67% of successful hybrid teams) and clear guidelines for availability (used by 62%) are among the most effective practices for maintaining strong communication.

Effective communication remains, as it always has been, the foundation of organisational success. While technology enables stronger communication between dispersed workforces, our habits and behaviours must also adapt. Research shows that 49% of employees received training on hybrid meetings in 2024, and 47% on mixed communication methods, demonstrating that leading organisations invest in both technology and people development.

Building a resilient and productive hybrid work environment requires the right combination of hardware, software and processes. Explore how Kyocera's cloud-powered solutions can help your organisation implement an effective hybrid communication strategy that keeps your teams connected, engaged and productive regardless of where they work.

Kyocera Document Solutions provides innovative products, software and ICT services for hybrid work environments, enabling businesses to implement smart workplace solutions that drive business transformation and resilience.