Can you share advice for building trust and rapport with remote colleagues? What helped you build stronger relationships virtually? We asked 13 business leaders, and they shared practical tips for fostering strong connections in a virtual environment.
- Schedule Regular Personal Catch-Ups
- Always Follow Through on Commitments
- Celebrate Wins in Weekly Meetings
- Introduce a Virtual Open-Door Policy
- Create Digital Watercooler Moments
- Turn On Camera for Video Calls
- Implement Monthly Transparency Hour
- Prioritize Accessibility and Approachability
- Be Fully Engaged Without Distraction
- Use Modular Workflows for Structure
- Connect Regularly with Colleagues
- Show Vulnerability to Build Trust
- Practice Radical Transparency
Tips to Build Trust Remotely from Experts
Schedule Regular Personal Catch-Ups
After years of building and running DistantJob and working with remote teams across continents, I’ve learned that consistent, intentional one-on-one conversations are the most powerful way to build trust in remote teams.
Not just about work—I’m talking about dedicated time to really understand each person’s world. I schedule regular personal catch-ups with my team members where we deliberately avoid work talk for the first 10-15 minutes. We discuss their weekend, their families, their hobbies, and their struggles with remote work. When someone mentions their kid has a big school event coming up, I make a note and ask about it later.
This might sound simple, but here’s why it works: In an office, these personal connections happen naturally by the coffee machine or during lunch breaks. In remote work, we need to create these moments deliberately. These conversations aren’t just chit-chat—they’re the foundation of trust and psychological safety. When people know you care about them as humans, not just workers, they’re more likely to be honest about challenges, share innovative ideas, and go the extra mile.
Remember: Trust isn’t built through company-wide virtual happy hours. It’s built one genuine conversation at a time.
Sharon Koifman
Founder and Remote President at Distantjob, DistantJob
Always Follow Through on Commitments
One piece of advice for building trust with remote colleagues is to always follow through on commitments. In my field, clear and reliable communication is critical, especially when working virtually. For example, during a recent remote project, I made it a point to acknowledge emails promptly, update my team on my progress, and meet all deadlines. Over time, this consistency helped colleagues feel confident in my reliability.
One specific method that’s helped me build stronger relationships virtually is scheduling short, informal check-ins. These aren’t just about work—it’s a chance to ask how someone’s doing or share something personal. Recently, I started a call by casually asking about a coworker’s weekend with their kids. It led to a better conversation and helped us connect on a human level, which strengthened our working relationship. Small efforts like this build rapport and make teams feel more cohesive, no matter the distance.
Elisa Branda
Founder & CEO, NuvolediBellezza
Celebrate Wins in Weekly Meetings
One effective strategy for building trust with remote colleagues has been consistently recognizing individual and team achievements. We make it a point to celebrate wins, big or small, during our weekly all-hands meetings. This practice started when I noticed a drop in morale after the team shifted to remote work. I decided to spotlight various achievements in our virtual meetings, which immediately boosted my spirits and fostered a sense of accomplishment. Recognizing contributions regularly has increased engagement and strengthened the bonds among team members, showing that appreciation is a powerful connector in the virtual workplace.
Sahil Kakkar
CEO & Founder, RankWatch
Introduce a Virtual Open-Door Policy
Creating trust in a remote environment hinges significantly on transparent communication. Early in the transition to remote work, we introduced a virtual “open-door” policy where team members could schedule informal video calls with anyone in the company, including myself, for any reason. This initiative was born from a personal lesson learned during my early remote days when I felt isolated from my peers. These open conversations have helped us maintain a sense of community, ensuring team members feel connected and valued. By actively engaging in regular, informal interactions, we’ve seen a marked improvement in team cohesion and overall job satisfaction, proving that openness leads to trust.
Victor Julio Coupé
Partnerships Manager, Digital Web Solutions
Create Digital Watercooler Moments
After coaching hundreds of executives through remote leadership transitions, I’ve learned that trust in virtual environments is built through intentional micro-moments of connection. The most successful leaders create what I call “digital watercooler moments”—deliberately setting aside the first few minutes of meetings for personal check-ins, sharing vulnerabilities, and acknowledging the human side of work. It’s about making virtual spaces feel more human by being consistently present, actively listening, and showing genuine curiosity about people’s lives beyond their roles.
I advise leaders (and all people managers) to schedule brief, regular one-on-ones that aren’t just about tasks, but about understanding each team member’s unique challenges and celebrations. Remember: in the virtual world, trust isn’t built through grand gestures—it’s cultivated through small, consistent acts of authentic connection.
Joshua Miller
Master Certified Executive Leadership Coach, JHM Executive Coaching
Turn On Camera for Video Calls
When the only live interaction you have with your colleagues is on a video call, it’s important to make the most of it! Start by turning on the camera. This helps your colleagues connect with you as a real person. I always default the camera on unless I’m in a distracting environment.
Additionally, I try to avoid artificial virtual backgrounds, preferring to share an authentic view into my workspace. I’ve intentionally decorated my work area to be an extension of who I am, my interests, hobbies, etc. I’ve had incredible opportunities to learn about colleagues just by asking about a piece of art in their background. Be willing to share yourself with your team, and be curious about who they are.
Lance Robbins
Remote Workplace Experience Advisor, lancehrobbins.com
Implement Monthly Transparency Hour
Building trust with remote colleagues starts with clear, consistent communication. One approach that has helped our team strengthen relationships virtually is the “Transparency Hour.” Every month, we schedule a dedicated session where employees from different locations share updates on both professional and personal milestones. This initiative has created an open environment where colleagues feel comfortable communicating challenges, successes, and ideas.
In addition, this practice helps maintain alignment on company goals and encourages team members to connect beyond just work tasks. It has significantly enhanced our internal collaboration, ensuring that everyone feels heard and valued, regardless of their location. The result has been improved team cohesion, greater productivity, and a stronger sense of belonging, which directly impacts the quality of our work and relationships. This consistent engagement is an example of how investing in simple yet meaningful practices can make a big difference in building trust and rapport within a remote work culture.
Vrutika Patel
Chief Marketing Officer, Cambay Tiger
Prioritize Accessibility and Approachability
One advice I would share for building trust and rapport with remote colleagues is prioritizing accessibility. Building strong relationships in a remote environment requires more effort, as the physical distance can make genuine connections challenging.
Reaching out proactively and being accessible plays a significant role in fostering approachability and bridging the virtual gap. While it’s acceptable to indicate that certain matters will be addressed during office hours unless urgent, maintaining an open and responsive demeanor shows commitment and reliability.
Moreover, I don’t limit conversations to business during meetings or interactions. Engaging in small talk and showing genuine interest in colleagues helps create personal connections that go beyond work. This rapport-building approach encourages smoother communication and greater understanding when challenges arise.
When building new relationships, I often take the initiative to ensure the other person feels at ease, since not everyone may be naturally extroverted. This proactive effort helps to build a foundation of trust and camaraderie that enhances collaboration in the long run.
Sapna Jayaram
Digital Marketing Specialist
Be Fully Engaged Without Distraction
Remote communication is a world in itself that requires different protocols for building trust. With working with both colleagues and clients, here are some trust builders that I’ve found most helpful:
Be fully engaged without distraction. Whenever a person isn’t paying attention, such as looking at messages, emails, chats, or texts, the other person can be offended and often doesn’t feel valued. And if they are distracted, ask if they have a pressing matter that needs tending to. Many misunderstandings begin by divided attention.
Observe the nonverbal body language cues such as pitch and tone of voice, facial expressions, or body posture. These are great indicators and can assist you in knowing when the person on the other end is present and your impact on them. Being responsive and mirroring them accurately builds rapport.
Regardless of the relationship and the purpose of the virtual meeting or get-together, promptness, respect, kindness, and good listening habits are foundational.
Jennifer Williams
Executive Coach & Eq Leadership Trainer, Heartmanity
Use Modular Workflows for Structure
Creating trust and rapport remotely often hinges on structure and flexibility. Modular workflows can be powerful in this scenario. These workflows act like building blocks, adaptable for different projects while maintaining consistency. This ensures everyone involved knows what’s expected and feels secure in predictable patterns. It’s not just about tasks getting done efficiently—it’s about the shared understanding and reliable processes that bring a team together.
A practical method is to use collaborative tools that allow teams to piece together different workflow modules. When someone starts a process, they aren’t beginning from scratch—they pick a module that fits their project needs. This fosters collaboration without the chaos of miscommunication since everyone operates within a tried-and-true framework. Consistent workflows enhance transparency, so tasks and updates are visible to all, reducing misunderstandings and keeping everyone on the same page. It indirectly builds rapport when everyone feels like they’re on a unified path, making contributions more meaningful.
Will Yang
Head of Growth & Marketing, Instrumentl
Connect Regularly with Colleagues
After working multiple remote jobs, I think that connecting with your colleagues on a regular basis is the most important way to build rapport. I also believe remote work requires a different set of communication skills than working in an office, mainly due to the lack of social cues provided by a remote work experience.
On Zoom meetings, you can not see the person’s surroundings or most of their body, cutting off body language and environmental cues which may influence their attention or behavior. On a phone call, you have even less, relying just on spoken word and tone of voice. Lastly, using instant messaging, you only have written words, which can be easily misinterpreted.
I think all of these scenarios require different communication styles, with a higher need for clarity when less cues are present. It is also important to know which type is appropriate for each interaction, be willing to go up a level for certain scenarios, and know how to effectively clarify and address confusion in these communication mediums.
I think meeting on a regular basis and taking 1-5 minutes to catch up can help replace what is lost in the traditional workplace setting. Asking questions about their life and remembering details can help you establish more trusting relationships with your colleagues.
The key takeaway is that to have good relationships in a remote setting, you should be clearer than you think you need to be, and then be ready to address and handle confusion without emotionally reacting or making assumptions about the other person. With a little effort and development of these skills, I believe remote work can be just as effective at maintaining working relationships.
Olivia Chiavegato
Founder, CMO, Head Writer, The Vitallist
Show Vulnerability to Build Trust
One surprising tip is to be intentional about showing vulnerability—it breaks down walls quickly. Share a personal anecdote, admit when you’re struggling, or ask for advice on something-it humanizes you and invites others to do the same. Trust builds faster when people see you’re not just a coworker but a real, imperfect human being.
A simple yet powerful tool has been handwritten notes or surprise care packages sent to team members. In a world of endless emails and chats, receiving something tangible creates a lasting impression of thoughtfulness. It’s a small effort that leaves a big impact on virtual relationships.
Alari Aho
CEO and Founder, Toggl Inc
Practice Radical Transparency
One powerful way to build trust and rapport with remote colleagues is through radical transparency. In remote environments, it’s easy for people to feel disconnected, so you need to over-communicate, share information proactively, and let people in on both successes and struggles. One practice that’s helped us build stronger virtual relationships is starting meetings with a quick “personal headline”—just a 30-second share of what’s going on in each person’s life. It’s amazing how much trust grows when we see each other as real humans, not just names on a screen.
Chris Dyer
Keynote Speaker On Culture, Leadership Speaker
