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Top 10 Virtual Communication Skills: A Smart Guide

Why Improving Your Communication Skills Will Help You Land Your Dream Remote Job As A Virtual Assistant

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Virtual communication skills refer to the abilities required to effectively convey and exchange information in a remote or digital environment. As more businesses and individuals rely on virtual platforms for collaboration and interaction, these skills have become increasingly vital.

Here are the top 10 key virtual communication skills:

  1. Clarity in Writing
  2. Active Listening
  3. Effective Use of Technology
  4. Non-verbal Cues
  5. Adaptability
  6. Feedback Skills
  7. Time Management
  8. Empathy
  9. Netiquette
  10. Presentation Skills

Let’s discover each one of this powerful communication skills for a remote work enviroment.


1. Clarity in Writing

Clarity in writing refers to the ability to convey messages in a straightforward and unambiguous manner. It’s about ensuring that the recipient understands the message without any confusion or misinterpretation.

Importance: In virtual communication, there’s often no immediate opportunity to clarify doubts or ask questions as in face-to-face interactions. Clear writing prevents misunderstandings, reduces the need for back-and-forth clarifications, and ensures efficient communication.

Suggestions for Improvement:

  • Practice concise writing; avoid jargon and complex vocabulary.
  • Use tools like Grammarly or Hemingway Editor to check for clarity.
  • Re-read messages before sending and consider the perspective of the recipient.
  • Seek feedback on your written communication and be open to making improvements.

2. Active Listening

Active listening involves fully concentrating, understanding, and responding to what the other person is saying during a conversation.

Importance: In virtual settings, distractions are numerous. Active listening ensures that you don’t miss out on crucial details, fosters better understanding, and makes the speaker feel valued and heard.

Suggestions for Improvement:

  • Minimize distractions during virtual calls or meetings.
  • Take notes to retain and process information.
  • Paraphrase or summarize what you’ve heard to confirm understanding.
  • Ask open-ended questions to encourage elaboration.

3. Effective Use of Technology

This skill pertains to the proficient use of various virtual communication tools and platforms, ensuring that technology enhances rather than hinders communication.

Importance: Virtual communication heavily relies on technology. Being adept with tools ensures smooth communication, reduces technical glitches, and enhances overall productivity.

Suggestions for Improvement:

  • Regularly update and familiarize yourself with the latest features of the tools you use.
  • Attend training sessions or webinars related to popular communication platforms.
  • Practice using tools in non-critical situations to gain confidence.
  • Seek feedback from peers on your technological proficiency and areas of improvement.

4. Non-verbal Cues

Non-verbal cues encompass all the non-word-based communication methods, such as facial expressions, body language, and tone of voice.

Importance: Especially in video calls, non-verbal cues can convey emotions, reactions, and attitudes. They add depth to the spoken word and can either reinforce or contradict verbal messages.

Suggestions for Improvement:

  • Be conscious of your facial expressions and posture during video calls.
  • Pay attention to the non-verbal cues of others to gauge their reactions.
  • Practice active listening and respond to non-verbal cues appropriately.
  • Record and review your video interactions to become more aware of your non-verbal communication.

5. Adaptability

Adaptability in virtual communication refers to the ability to adjust one’s communication style based on the medium and the audience.

Importance: Different virtual platforms and audiences require varied communication approaches. Being adaptable ensures that the message is always tailored for maximum impact and understanding.

Suggestions for Improvement:

  • Familiarize yourself with the nuances of different communication platforms.
  • Seek feedback on your communication style and be open to making adjustments.
  • Stay updated with communication trends and best practices.
  • Practice communicating with diverse groups to enhance adaptability.

6. Feedback Skills

Feedback skills involve the ability to provide constructive criticism or praise and also the openness to receive and act upon feedback from others.

Importance: Feedback is crucial for continuous improvement in any professional setting. In virtual communication, it ensures that all parties understand and meet expectations, leading to better collaboration and outcomes.

Suggestions for Improvement:

  • Use the “sandwich” method: start with a positive, add the critique, and end with another positive.
  • Be specific and objective when giving feedback.
  • Create a safe environment for feedback by being open and non-defensive.
  • Regularly seek feedback on your performance and communication skills.

7. Time Management

Time management refers to the ability to use one’s time effectively, ensuring that tasks and communications are handled efficiently.

Importance: In a virtual setting, where distractions can be numerous and there’s often flexibility in work hours, managing time well ensures that communication is timely and that tasks are completed as scheduled.

Suggestions for Improvement:

  • Use tools like calendars or task management apps to schedule and prioritize.
  • Set specific times for checking emails and messages to avoid constant interruptions.
  • Break tasks into smaller chunks and use techniques like the Pomodoro Technique.
  • Reflect on your daily activities and identify areas where time can be better managed.

8. Empathy

Empathy is the ability to understand and share the feelings of another, putting oneself in their shoes.

Importance: Virtual communication lacks the physical presence that often conveys emotions. Being empathetic ensures that you can connect with others on a deeper level, fostering trust and understanding.

Suggestions for Improvement:

  • Practice active listening to fully grasp the emotions behind words.
  • Ask open-ended questions to understand others’ perspectives better.
  • Reflect on your interactions and consider how you’d feel in the other person’s position.
  • Engage in activities that promote empathy, like reading or group discussions.

9. Netiquette

Netiquette, or internet etiquette, involves the set of conventions governing behavior when communicating online.

Importance: Proper netiquette ensures respectful and effective virtual communication, preventing misunderstandings and fostering a positive online environment.

Suggestions for Improvement:

  • Be aware of the tone in written communication; avoid using all caps or excessive punctuation.
  • Respect others’ time zones and availability.
  • Avoid sharing sensitive or confidential information unless necessary and secure.
  • Familiarize yourself with the unwritten rules of any online platform or community you join.

10. Presentation Skills

Presentation skills encompass the ability to convey information effectively, whether verbally or visually, especially in virtual meetings or webinars.

Importance: Virtual presentations are a common way to share information, pitch ideas, or train teams. Effective presentation skills ensure that the message is clear, engaging, and memorable.

Suggestions for Improvement:

  • Practice your presentation multiple times to ensure smooth delivery.
  • Use visuals effectively, but avoid cluttering slides.
  • Engage the audience with questions or interactive elements.
  • Seek feedback on your presentations and continuously refine your approach.


Why Communication Matters as a Virtual Assistant

As a virtual assistant, both written and verbal communication are key to your success. Because your business never takes place in person, you must learn how to communicate via email, phone calls, video calls, and other messaging platforms. Your ability to speak and write clearly will help mitigate issues and will create a positive experience for those with whom you work. At times, written communication can be difficult, as people may interpret things differently than you meant them, so it is crucial to be clear, or even follow up with a call when necessary.

The Interview

Your ability to execute verbal communication effectively during an interview will be your bread and butter. When searching for virtual remote jobs, you will be a more desirable hire to the interviewer if you can listen well, know your audience, and effectively articulate your skillset. The better you are at effective verbal communication, the greater your chances for success in virtual assistant work.

Building Relationships

As a virtual assistant, your job is to make a client’s  easier. You will offer technical, administrative, and other business support services to business owners, companies, and organizations.

The ability to effectively deliver and receive communication regarding expectations, needs, and challenges is the foundation of building a healthy professional relationship. Strong professional relationships improve not only the work experience but can also lead to more business. For example, when you successfully resolve a customer service need on behalf of a client, the client has then gained a happy returning customer they may not have otherwise had time to secure.

How Strong Written Communication Skills Serves You

Strong written communication skills will serve you beyond your role in a remote job. When verbal and non-verbal communication are eliminated, it is easy to lose context. You’ve likely received a text message and thought someone was angry at you only to find out they weren’t. Maybe you’ve sent an email to your boss and thought it was clear, but you had to follow up with a phone call to clarify. If not done thoughtfully, writing can portray an undesired tone or leave out important pieces of information. Professionally, it can also lead to additional unwanted follow-up.

Writing has the power to communicate a brand to an audience and outline professional goals, needs, and expectations. It is important to develop this skill professionally and personally.

How to Effectively Communicate Virtually

There are a few different virtual platforms you’ll need to know how to communicate on as a virtual assistant. From video calls to Slack, you can grow your professional career if you can effectively communicate virtually.

Zoom Calls

When participating in a Zoom meeting be sure to use headphones or mute your microphone when you aren’t speaking to limit distracting sounds. Instead of making direct eye contact, consider looking into your webcam when you speak. If you reference a particular link or resource, you can send it to the meeting participants in the Zoom chat.


First, ask yourself if what you are emailing is necessary. If so, keep it as brief as possible while still including important information. Many people’s inboxes are flooded with information, so it’s best to keep things brief and to the point. Choose a clear subject line to communicate the contents of the email. Always remember to maintain a polite and professional tone. Before you send it, always proofread for mistakes.

Project Management Tools

Project management tools like Infinity, Asana, Trello, and ProofHub allow you to delegate and manage projects effectively. Each is a one-stop-shop to assign roles, share files, track progress, manage deadlines, and outline meeting agendas. Communicating with your team of collaborators using a project management tool can help streamline the process and effectively execute your projects.

Communication Software

Messaging platforms, such as Slack, notify users with every message, so it’s best to send out fewer – yet longer – messages whenever possible. To make longer messages more legible and easier to digest, format them with bullet points to highlight the most important information. Consider replacing short responses to other messages with an emoji reaction to reduce the number of notifications to fellow users.

7 Need-to-Know Communication Tips for Virtual Assistants

As a virtual assistant, there are essential communication skills you must practice daily to succeed in remote assistant jobs. Here are the top seven tips for advancing your virtual assistant career.

1. Ask Questions:

If you are unsure of something, ask questions. It is better to ask for clarity than be confused and execute a project incorrectly. Asking questions is an essential part of effective communication. If a message is delivered, but not received, it has not been communicated effectively.

2. Check Your Inbox:

In remote work, important information is communicated every day to your email and other inboxes. Check your inbox so you can stay on top of your tasks, stay privy to any changes, maintain your relationships, and respond in a timely manner.

3. Offer Feedback:

Making observations and sharing them can help improve the business. If a client is open to feedback and you’ve noticed something that can be improved, communicate your observations.

4. Listen Carefully:

Stay present and take notes if you need to. Listening carefully enhances your ability to comprehend and deliver the task at hand. When a client knows you are listening to them, this develops trust and builds a stronger relationship.

5. Focus:

Working from home can be distracting. Children, TV, social media, and neighborhood events can all pull your focus and distract you from communication efforts. Turn off certain notifications, put in noise-canceling headphones when able, and focus.

6. Organize:

Staying on top of tasks, organizing deadlines, schedules, clients, and projects will be crucial. Keep yourself organized by writing notes to yourself, setting reminder alerts, and logging completed tasks as they get done.

7. Designate a Workspace:

Setting up a designated workspace at work sets a clear boundary between home and work for yourself. It can also limit distractions and noises so you can be more present and effective.

How to Begin Your Career as a Virtual Assistant

Prepare your resume and credentials, search for work that best suits your skills and job experience, and apply. Salaries and benefits may vary, so be sure to do your research before applying.

If you’re ready to work your dream remote job, research the skills you need to jumpstart your career as a virtual assistant. Virtual Assistant jobs are available globally. If you’re looking for an opportunity in Latin America, contact Virtual Latinos.

Apply for your dream remote job in Latin America as a virtual assistant with Virtual Latinos today.

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