How to Keep Your Team in the Loop When They’re Not at a Desk
When people talk about transparency at work, they often picture an office setting or “desk job” full of built-in ways to stay connected: emails, chat notifications, and casual hallway conversations.
But transparency looks different for teams on the go who are working in hospitals, warehouses, shop floors, construction sites, or on the frontlines of customer service.
For deskless teams, challenges arise when changes show up without context or updates are shared in places employees can rarely check. The result is often a feeling of disconnection or confusion.
Leaders in the deskless space can overcome these systemic challenges to meet the needs of employees and keep teams aligned. It starts with building small habits into the way you lead every day. Because ultimately, a lack of transparency isn’t a tech problem, it’s a human connection problem.
1. Start with the Why (Not Just the What)
If you're asking someone to change their process, stay late, or cover a shift, take a moment to share why it matters. People are far more open to accepting change when they understand the reason behind it.
“We’re adjusting the schedule because customer traffic has been unpredictable.”
“We’re adding this step to prevent rework and save time long-term.”
2. Give Choice Where You Can
People are also more open to change when things happen with them rather than to them. While choice isn’t always possible, small moments of flexibility can help people feel seen and respected.
“We’re adjusting the schedule because customer traffic has been unpredictable. Would you prefer the early or late shift?”
“We’re adding this step to prevent rework and save time long-term. How do you want to implement it?”
3. Close the Loop
If someone asks a question, raises a concern, or gives feedback, follow up. Even if the answer is "we're still working on it." Unanswered questions can leave people feeling unheard (even when that’s not the intention) whereas closing the loop signals respect.
“I checked with leadership; here's what I know.”
“We don’t have a solution yet, but it’s on my radar, and I’ll keep you posted.”
4. Share Updates in Practical Places
The best communication happens where people already are. Meet your team in their daily flow, whether that’s a start-of-shift huddle, signage in common areas, a quick walk around the floor, or a text or call when needed.
Being intentional about where and how you communicate ensures people aren’t left guessing.
5. Repeat Yourself
It’s not redundant to repeat your message; it’s kind. In fast-moving environments, it’s completely understandable that someone might miss an email, text, or announcement.
Repeating important updates and sharing them in more than one way gives people multiple chances to stay in the loop. It shows respect for their time and attention and reinforces that the message is valuable.
Transparency with deskless teams is built through small, consistent moments of connection. When leaders share openly, listen carefully, and meet people where they are, they create workplaces where everyone feels informed and valued. And that keeps teams moving forward together, even when they're apart.