Unexpectedly finding yourself working remotely? Not exactly sure how to smoothly make that transition?

Fear not. It can be done.

Though on the surface it seems like business analysis consulting and working remotely are opposing forces, it is very possible to combine the two and thrive. While working remotely as a BA consultant certainly presents a unique set of challenges, you can be just as effective in your work by employing some of the following strategies.

Prioritize Setting Expectations Early

The idea of remote consulting is probably also new to your clients, so don’t be surprised when there is some initial resistance to the new remote working arrangement. The concept defies the traditional definition of consulting and may be confusing and even threatening to clients who have not yet gone through such an experience.

To ease the transition, focus on setting expectations early in the process, writes Lonnie Ayers, president of SAP BW Consulting. In partnership with your clients, determine items such as a detailed communications plan and a timeline for meeting certain milestones. Once everyone understands the expectations on all sides, the hard part becomes managing them.

To keep client expectations in check, be sure everyone has access to task lists so there are no questions about responsibilities. Be transparent with all news whether it is good or bad, and ask questions, writes Brett Harned, director of education at Team Gantt and founder of Digital PM Summit. “When you get an answer, don't always take it at face value. Think about how it might impact your project—and follow up with more questions if needed,” he adds.

When everyone’s expectations are aligned and properly managed, anxiety is reduced and working relationships are more productive.

Prepare to Communicate Constantly

Conversation is an important part of effective business analysis, and can be stilted by distance. This only amplifies the importance of clear communication when working remotely.

“Communication solves all problems,” writes John Doherty, CEO of Credo, a company that helps businesses find reputable online marketing providers. The more you communicate with your clients, especially when working remotely, the less likely you are to run into any serious issues that might derail progress.

In a remote setting, you are going to have to employ different types of communication to effectively relay messages with your clients. Emails, text messages, video calls, web-based meetings and other digital communications channels are available in addition to phone calls. You will need to employ a mix to ensure all of your messages reach their intended audience.

An equally important part of communication is active listening. The distance created when consulting remotely makes it nearly impossible to use conversational skills, such as non-verbal cues and body language, to communicate. That’s why it is vital to actively listen. To do so effectively requires you to not talk over others and really take note of what the speaker is saying, writes Brian Laehn, senior business analyst, scrum master, and project manager at Skyline Technologies.

Create Detailed Communications Plans

To ensure adequate, clear and consistent communication, you will need to develop a detailed communications plan to follow with each of your clients. A good communications plan outlines a structure and schedule for all anticipated communications with details such as the information to be communicated, the appropriate audiences, the best way to deliver that information and when to deliver it.

Before you can create a communications plan, you must take the time to understand the different communication styles of the group and how best to meet those needs.

“Identifying and finding the best way to communicate with your audience will be the key to your successful implementation of your plans,” writes business strategist Richard Lannon. Also, information such as time zone differences and technological capabilities of everyone in the group are essential elements to include in the plan to ensure each receives information in a timely manner.

The most important of the plan is to follow through on it, writes the team at ProjectConnections.com. If you don’t commit to prioritizing communication and following the plan as everyone expects you to, your productivity will suffer. Remember to update the plan regularly to accommodate changes.

Get Comfortable With Hosting Videoconferences

The inability to gather together in the same room means you are going to have to host meetings virtually.

While this can be done with or without video, conducting video conferences is the best way to create unity and encourage collaboration as you work through your projects remotely. That’s because video conferences mirror face-to-face interactions, allowing you to not only hear the tone and pitch of voices but also observe non-verbal cues like facial expressions and body language, writes Brad Curtright, owner of business consulting services provider, OVRdrive Solutions.

Running productive virtual meetings isn’t as simple as signing on and starting a conversation. There is work to be done to ensure your meetings are collaborative and productive. Choosing the right software, determining the purpose of a meeting, sending out invitations with video links, encouraging participation, sharing files and taking notes are just some aspects of virtual meetings that you, as host, will need to undertake.

Though video conferencing requires extra effort, when done correctly, the meetings can be useful for conducting brainstorming sessions and focus groups, video observations and virtual interviews and workshops. While they can’t fully replace the value of in-person meetings, it’s important to become comfortable and competent with hosting video conferences to ensure high-quality meetings, writes Deloitte’s business futures senior manager Patrick Gray.

Find Ways to Employ Soft Skills Virtually

Soft skills, such as body language analysis, empathy and trust-building tactics, are an important part of a business analyst’s ability to do their job effectively. In order to use those skills, however, consultants need to be in the room with clients. When that isn’t an option, you may need to get creative in finding ways to employ them.

Video conferencing is going to play a big part, as it makes the conversational experience more personal and gives you access to non-verbal cues, notes business consultant Terry Rice. However, not every conversation has to be through video in order for you to use those soft skills. While you can’t judge non-verbal cues on phone calls, you can still analyze tone of voice and context clues to help you read between the lines. This will help you gain empathy for your clients’ challenges and needs.

You can communicate that empathy and build trust with clients too, which is just as important, writes small business consultant and customer experience coach John Formica. In written communications, for example, try matching your response tone to that used in the client’s initial email.

Remember that the more you communicate with your clients in different formats, the more opportunities you will have to use your soft skills to gain implicit insights into their expectations.

Employ Tools That Make it Easier to Operate Remotely

Working efficiently and successfully as a remote BA consultant requires the right tools. In fact, it can be more efficient than working at your client’s site if you have access to everything you need, says healthcare IT consultant Kelly Jordan.

So what do you need? A lot of that depends on your work processes, but there are some standard tools that you don’t need when working together at a physical location that you might want to consider when operating remotely.

Aside from the obvious hardware like a computer, headset and wifi hotspot, the other standard tools you need are a shareable calendar, a team chat app, a video-conferencing tool and a remote desktop access tool. These are the essential ones, but there are a host of others that could make you more efficient as a remote consultant. The team at workplace automation company Zapier has compiled an extensive list of recommended tools for working remotely.

As you choose those you will employ, consider the accessibility and useability of them for clients. You will want only those tools that make it easier to work remotely, not more challenging.

Be Intentional About Being Organized

Organization is going to be a critical part of your remote consultation work. The key to staying organized is preparation, says Laurel Farrer, CEO at Distribute Consulting and founder of Remote Work Association. “Organized people are perceived as such because they are able to complete tasks quickly and easily due to adequate prior preparation.”

Anyone can get organized in order to be successful in a remote work environment: You just have to be intentional about it. Make sure you have a dedicated work space that is not your bed, for example, is important for putting you in the right frame of mind about “going to work.” Set working hours and stick to a routine. Once you have decided on the tools you will adopt, use them to stay organized and on task.

Your calendar, task list, meeting schedule and overall workflow are all aspects that require your constant attention, especially when working remotely. Figure out what works best for you and you will be able to stay organized and productive, writes Jill Duffy at PC Magazine.

Remote BA consulting is a big shift from the traditional way of working and requires business analysts to rethink the way they work. With the right mindset, preparation and tools, you can be successful in accomplishing not only your client goals, but your own.

How Business Analyst Consultants Can Thrive When Working Remotely