Remote Work Misinterpretations: Lack of Non-Verbal Cues

Without our knowing, non-verbal cues play a pivotal part in our day-to-day lives, whether we are in the office or at home. For example, imagine we are communicating with our partner or a family member to help us with something. As we speak, we can demonstrate our clear intent through our eyes and also keep looking at the wall clock to show that we are in a hurry. What we did here was convey a message through non-verbal cues as we spoke.

Non-verbal communication means conveying information without words. Some of the most common non-verbal cues are:

• Facial expressions
• Gestures / body language
• Eye-contact
• Paralinguistics (such as the tone of the voice)
• Appearance (such as the outfit)

The emotional expressions presented by faces are not simply reflexive, but also have a communicative component. For example, empathic expressions of pain are not simply a reflexive response to the sight of pain in another, since they are exaggerated when the empathizer knows he or she is being observed. It seems that we want people to know that we are empathic.

https://royalsocietypublishing.org/doi/10.1098/rstb.2009.0142

When we are in front of other people, such as surrounded by our co-workers, it is easy to read these non-verbal cues. We are very good at reading those non-verbal cues without even pausing to think. Now the tricky bit is that when we are working remotely, we are on our own and not surrounded by our co-workers. The only interaction we have with our co-workers is through chat/email or through a video/audio call. While we have all the flexibility in the world with remote work, we tend to lack the ability to read others’ non-verbal cues and convey our non-verbal cues to others.

When it comes to remote working, we don’t physically see our co-worker to give a tap on the shoulder or thumbs up 👍 to show admiration for a job well done moment or shake hands to build trust. However, if we think carefully, we can implement some strategies to overcome this hurdle.

Turn on your camera during meetings

When you turn on your camera, it allows your colleagues to read your facial expressions, making communication more natural and engaging. A simple smile can set a positive tone, while a furrowed brow might indicate confusion, prompting others to provide clarification. Similarly, when others turn on their cameras, you can pick up on their expressions, ensuring your message is received as intended.

Use hand gestures to reinforce your message

Hand gestures are a great way to enhance your communication and clarify your points. For example, widening or spreading your arms when describing a large concept, bringing your hands closer together to indicate something small or specific, giving a thumbs-up to show agreement or acknowledgement, or using numbered finger gestures (e.g., holding up three fingers when listing three key points) make it easier for others to visualise what you mean, reducing the chances of misinterpretation. Avoid excessive or distracting movements—keep gestures purposeful and aligned with your message.

Use objects around you to make conversations more engaging

In a physical office, we often use objects to explain ideas, and you can do the same in virtual meetings. For example, holding up a pen while listing items, using a book to illustrate a report or a document, pointing at a calendar behind you when discussing deadlines, and so on. This not only makes the conversation more interactive but also keeps others engaged. If you have a whiteboard behind you, use it to quickly sketch out ideas while speaking—it can act as a visual aid.

Maintain virtual eye contact by looking at the camera

Looking directly at the camera when speaking creates the illusion of eye contact, making the conversation feel more personal. It signals attentiveness and engagement. However, don’t force yourself to stare at the camera the entire time—looking away occasionally while thinking is natural and helps avoid appearing robotic. If you find it awkward, place a small sticky note next to your webcam as a reminder to look at the camera when speaking.

Encourage a “virtual coffee” before meetings

In an office setting, casual conversations often happen while grabbing a coffee or tea. Bringing this informal habit into remote meetings can help create a relaxed atmosphere and encourage open discussions. It also gives participants a moment to connect on a personal level before diving into work-related topics. Schedule a 5-minute “coffee chat” before important meetings to allow team members to warm up and ease into the discussion.

Use gestures and emojis to show appreciation

Since verbal acknowledgement can sometimes feel impersonal in virtual settings, use simple gestures like giving a thumbs-up when you agree with someone, clapping hands to celebrate achievements, tapping your own shoulder to express appreciation for someone’s effort, and so on to keep your audience engaged. Many video conferencing tools also offer emoji reactions, which can be used to give instant feedback without interrupting the speaker. If your team is hesitant to use gestures, lead by example—start using them yourself, and others may follow.

Avoid replacing your face with an avatar

While avatars and profile pictures can be fun, they don’t convey emotions the same way a real face does. Our brains process human faces differently from static images, so seeing a person’s actual expressions leads to better engagement and understanding. If you’re in a situation where you can’t be on camera (e.g., low bandwidth or distractions in your background), consider using a blurred background instead of turning off the camera entirely.

There are both differences and similarities in the patterns of brain responses to humans and avatars, depending on the expressions shown. While amygdalar and cortical responses in ventral temporal regions do not differ in response to fearful human and avatar expressions, dorsal temporal and inferior frontal regions sensitive to dynamic facial information exhibit distinct responses. 

https://pmc.ncbi.nlm.nih.gov/articles/PMC7235958/#sec22

Use a virtual whiteboard to draw your ideas

Words alone can sometimes be ambiguous, but visuals make concepts clearer. A virtual whiteboard allows you to sketch diagrams, flowcharts, or mind maps while explaining your ideas, making it easier for others to follow along. This is especially useful for breaking down complex processes, drawing relationships between different ideas, mapping out workflows, strategies, brainstorming sessions, and so on. Most video conferencing platforms, such as Zoom, Microsoft Teams, and Miro, offer built-in whiteboarding tools that allow participants to collaborate in real time. If your platform doesn’t have a built-in whiteboard, you can use tools like Miro, MURAL, or Draw.io and share your screen.

Dress nicely and professionally for remote meetings

What you wear affects how you feel and how others perceive you. Dressing well—even in a remote setting—can boost your confidence and professionalism, help you get into a “work mode” mindset, and create a positive impression on your colleagues or clients. A good rule of thumb is to dress in a way that makes you feel comfortable yet professional. If you don’t feel confident facing yourself in the mirror, you might not project confidence on camera either. Even if you’re working from home, avoid overly casual attire like pyjamas or wrinkled clothes. A simple, well-fitted shirt or blouse can make a big difference in how you present yourself.

In a Nutshell

Non-verbal cues play an important role in our daily interactions. Without a lack of non-verbal cues, the chances of missing important facts such as urgency, specific details, intention, and attention are relatively high. When we don’t have sufficient evidence to gather from others about their intentions, that’s where misunderstanding or misinformation creeps in. However, by following the steps above, you can bridge this gap and make remote work much more fun and interactive.

As a team leader or manager, you must frequently check on your team members without micromanaging to ensure that they are not heading in the wrong direction. As an individual, don’t let a lack of verbal cues hinder your growth when working in a remote setup. Therefore, it is important to ask questions when you don’t understand something. Don’t be shy to ask questions.

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