Top 5 Remote Communication Mistakes

A Quick Guide How To Avoid Remote Work Communication Mistakes

The joy of working from home (WFH) is something many contractors have come to appreciate – from skipping the commute to choosing your own work environment, it's easy to see why remote work has become the norm post-Covid. But while flexibility is a huge perk, remote working isn't without its pitfalls – especially when it comes to communication.

Since the pandemic, remote work has transformed the contracting landscape, particularly in fields like IT, digital, design and consultancy.

Yet with the rise of virtual teams and “Zoom everything”, communication slip-ups can affect far more than project timelines. They can impact productivity, morale, stakeholder confidence and—crucially—a contractor’s professional reputation. When being seen as a “safe pair of hands” matters (especially under IR35), miscommunication is something you simply can’t afford.

In this article, IR35 Rules experts explore five common remote communication mistakes and how contractors can avoid them.

Relying Too Heavily on One Channel

Email is still the most widely used communication tool in business, but depending on it alone can cause missed messages, confusion and tone issues. For contractors, choosing the right channel is often as important as the message itself.

If you need to explain something in detail, a video call is usually more effective than a long email. When you need written confirmation, send a short follow-up summary. If something is urgent, a quick message on Teams or Slack often saves time and avoids escalating issues.

Tip: Match the message to the medium. Don’t force every conversation into email just because it feels familiar.

Ignoring Non-Verbal Cues

Communication is more than the words you type. Tone, facial expressions and body language play a huge part in how a message is received—but they can disappear entirely in remote work.

Email tone can be misread, messages can come across sharper than intended, and misunderstandings spread quickly. For contractors, visibility matters. Turning your camera on when it’s appropriate helps build rapport, allows you to read reactions and shows you’re engaged.

A strong virtual presence is especially beneficial for those working outside IR35, where professionalism and independence are often assessed through behaviour as well as deliverables.

Tip: Use video for project kick-offs, complex discussions and any situations where building trust matters.

Sending Vague or Unclear Messages

When you’re remote, you can’t quickly pop over to someone’s desk to check what they meant. That’s why unclear instructions or vague expectations can lead to missed deadlines or work being redone.

Be precise in both written and verbal communication. Summarise decisions, confirm deadlines and ask clarifying questions. This keeps everyone aligned and, from an IR35 perspective, helps reinforce what is and isn’t part of the agreed scope.

Ambiguity creates friction—and can weaken your position if a dispute arises.

Tip: Use bullet points, short sentences and specific next steps. If something feels unclear, ask early.

Forgetting to Book Regular Check-Ins

One challenge of remote contracting is the sense of disconnection. Many homeworkers report feeling isolated, and “radio silence” from clients can make progress harder to gauge on both sides.

Regular check-ins—weekly stand-ups, monthly reports, or short informal catch-ups—keep communication flowing and ensure expectations stay aligned. They also give you a platform to raise risks early, share wins and remain visible in the wider project team.

This visibility is invaluable when contracts are up for renewal.

Tip: Be proactive in scheduling catch-ups. It shows initiative and helps build trust.

Overlooking Time Zone Differences

More UK contractors now work with overseas clients, which opens the door to more opportunities—but also to the risk of sending messages at inconvenient times.

One late-night or early-morning message won’t break a relationship, but a pattern of poorly timed communication can frustrate teams and suggest a lack of awareness. Meeting invites can also be declined repeatedly if they fall outside reasonable working hours.

Tip: Check overlapping hours via shared calendars and, when sending out-of-hours messages, add a note such as “no action needed until your morning”. It shows respect for others’ time.

Keeping Remote Work – and Your Contract – on Track

Remote work gives contractors huge advantages: flexibility, autonomy, independence and, for many, a measurable boost in productivity. But none of that works without strong communication. It’s the glue that holds virtual collaboration together, and if it slips, projects can unravel quickly.

Good communication helps contractors build trust, avoid misunderstandings, and maintain a strong professional reputation. It can be the difference between winning a contract extension or missing out entirely. It also plays a part in securing better rates, managing expectations, and stepping into leadership roles within a project team.

Poor communication does the opposite. It creates confusion, delays, unnecessary conflict and, in the worst cases, puts contracts at risk of ending early.

Think back to important moments in your contracting career—negotiating your day rate, pitching for new work, or presenting a project update. In each of those situations, the way you communicated played a role in the outcome.

IR35 FAQ for Contractors

What are communication skills and why are they important for contractors?

Communication skills include your ability to express ideas clearly, listen actively and build strong working relationships. As a contractor, this directly affects how you negotiate terms, manage stakeholders, handle issues, and present yourself as a reliable professional.

What are examples of good communication skills for contractors?

Examples include active listening, writing clear and concise emails, confident speaking during calls and meetings, effective body language, giving constructive feedback and adapting your communication style depending on the client or situation.

What makes communication skills “effective” in the contracting world?

Effective communication means your message lands first time. It involves being clear about expectations, asking questions when something isn’t defined, handling challenging conversations calmly and using verbal and non-verbal cues to defuse tension before it escalates.

How can contractors improve communication skills?

Progress comes from regular practice. Useful approaches include joining public speaking groups such as Toastmasters, recording yourself to refine tone and pace, reading more to strengthen written accuracy, asking for feedback from colleagues, and practising tricky conversations in advance.

What’s the difference between verbal and written communication for contractors?

Verbal communication covers everything spoken—meetings, calls, workshops and interviews. It’s about clarity, tone and the ability to simplify technical language. Written communication applies to emails, proposals, CVs and reports, where accuracy, structure and professionalism matter most.

How can I show excellent communication skills on my contractor CV?

Focus on real examples that demonstrate competence, such as delivering clear updates to senior stakeholders, managing client expectations with consistent reporting or negotiating project amendments that increased value.

What types of communication skills should contractors develop?

Key areas include verbal clarity, written accuracy, active listening, presentation ability, negotiation techniques, interpersonal relationship-building and conflict resolution. Strengthening these areas leads to smoother collaboration and better outcomes for both you and your clients.

How do good communication skills lead to better client service?

Good communicators set clear expectations, prevent misunderstandings and keep clients informed at every stage. This creates trust, reduces friction and increases the likelihood of repeat business, referrals and stronger long-term relationships.

I’m confident in my communication skills — how do I take them further?

Advanced training can help you level up. This might include persuasive communication workshops, developing your storytelling skills for presentations or learning how to communicate effectively under pressure during crises or high-stakes negotiations.

How can I demonstrate high-level communication skills during client meetings or pitches?

Preparation is key. Listen carefully, ask thoughtful questions and present information clearly without jargon (unless needed). Keep your tone aligned with the client’s style and focus on showing how you deliver value rather than simply listing skills.