Working with remote colleagues presents unique challenges that can strain even the strongest professional relationships. The reality is that remote work arrangements have become permanent features of modern organizations. Whether you're managing remote employees, partnering with colleagues in different offices, or working remotely yourself, your success depends on mastering the art of distance collaboration. The key isn't trying to replicate in-person interactions—instead, it's about developing new approaches that acknowledge and work with the unique dynamics of remote relationships.

Karen Dillon understands these challenges intimately, having experienced both sides of remote collaboration throughout her career. In the HBR Guide to Managing Up and Across, she shares insights into the extra effort that is required to build connections just as strong as those with colleagues in the next cubicle. When you master these approaches, you'll discover that geographic distance doesn't have to mean professional distance. In fact, some of your most valuable workplace allies might be people you rarely see in person.

The foundation of successful remote relationships lies in opening discussing the challenges as both sides experience them. Too often, remote working arrangements fail not because of the distance itself, but because neither party articulates their concerns, assumptions, or needs. Here are some practical guidelines:

• Frankly discuss the challenges: Be honest and direct about the unique difficulties of remote work—such as time zone differences, communication gaps, or feelings of isolation—so that misunderstandings can be addressed early.
• Share both sides of the challenge: Encourage open dialogue where both you and your remote colleague explain your perspectives and concerns about working at a distance to build mutual understanding.
• Clarify expectations up front: Clearly define what each person needs and what success looks like in a remote context from the beginning to prevent confusion and misaligned efforts.

Here's how such a clarifying conversation might unfold between a manager and their remote team member:

• Victoria: Jessica, I've noticed you're responding to emails at midnight my time. That's 9 PM for you on the West Coast. Are you feeling pressure to be available 24/7?
• Jessica: Well, yes. I thought you needed immediate responses since I'm not in the office. I don't want you to think I'm slacking because I'm remote.
• Victoria: Oh no, that's not what I need at all! I'd rather you spend that time building relationships with West Coast clients and identifying market opportunities there.
• Jessica: Really? But what if you email me something urgent and I don't respond until the next morning?
• Victoria: Unless I specifically mark something as urgent, next morning is perfectly fine. Your value isn't in being constantly available—it's in bringing West Coast perspectives and connections that we can't get from headquarters.
• Jessica: This is such a relief! I've been exhausted trying to cover both time zones fully. So you're saying I should focus more on strategic contributions than response time?
• Victoria: Exactly. I want you mining your region for ideas and opportunities, not chained to your desk waiting for emails. Let's set up bi-weekly check-ins where you can share what you're discovering out there.

This dialogue illustrates how a single conversation can transform a remote working relationship from one based on misunderstood expectations to one focused on genuine value creation. Notice how Victoria explicitly gives permission for Jessica to have boundaries while clarifying what success actually looks like in her role.

Successful remote collaboration requires a level of deliberate overcommunication that goes far beyond what feels necessary in co-located teams. One best practice is to set up regular check-ins to create the structure remote relationships need to thrive. While these formal check-ins are scheduled, you must also ensure remote colleagues know they can reach out whenever issues arise between scheduled calls.

The art of overcommunication extends beyond scheduled conversations to encompass information sharing that might seem redundant but proves essential. Maintaining running lists of things to share with remote colleagues becomes a vital practice, as you cannot assume they're copied on important announcements about your company or division. The information that would naturally flow through office hallways must be deliberately communicated to remote workers to maintain their connection to the organizational culture.

Equally important is making a commitment to follow whatever communication protocol you and your remote colleagues mutually agree is best. Sticking to agreed-upon methods and response times helps everyone know what to expect, reduces anxiety about being left out or overlooked, and ensures that important information doesn’t fall through the cracks. When everyone honors the chosen protocol, remote relationships become smoother and more predictable, allowing the team to focus on meaningful work rather than chasing down updates.

Technology has fundamentally transformed remote collaboration from a series of compromises into an opportunity for genuinely effective teamwork. The key lies not in simply using basic tools, but in embracing platforms and practices that create genuine presence and connection. Key considerations of using these technology applications effectively include:

• Video Meetings: Simulate face-to-face communication and real-time collaboration.
• File Sharing: Allow multiple team members to contribute simultaneously and efficiently.
• Instant Messaging: Quickly and informally keep everyone in the loop throughout the workday.

The table below describes some popular technology tools to support remote work teams.

In the upcoming practice sessions, you'll have the opportunity to practice these remote collaboration techniques in realistic scenarios. These interactive exercises will help you build strong relationships regardless of where your colleagues are located, transforming geographic distribution from a challenge into a competitive advantage for your team.