Communication issues at work can derail even the most talented teams, especially when they happen in a remote environment where Slack, Teams, or email are the main lifelines. If one employee consistently stays silent, collaboration slows down, and managers are left wondering whether the issue is disengagement, discomfort, or something deeper. In this Q&A With Jane, we look at how to handle an unresponsive employee who never replies to Slack messages, even when asked direct questions. Jane Harper breaks down the steps managers can take to encourage better communication, set clear expectations, and foster stronger remote team engagement without turning into a micromanager.
A reader writes:
Dear Jane,
I manage a small remote team of eight, and overall, communication flows well—except with one employee. On Slack, this person never responds to group discussions or threads. They read everything but don’t react or reply, even when I tag them directly with a question. At first, I thought they were just quiet, but it’s becoming a real roadblock for collaboration. Other team members are starting to notice and complain, and I’m spending extra time following up individually just to get answers.
I don’t want to come across as overly critical, but I also can’t let this silence continue. Clear communication is critical for our deadlines, and it feels unfair when the rest of the team contributes actively. How do I handle an employee who refuses to engage on Slack without discouraging them further?
Start With Curiosity, Not Assumptions
It’s tempting to assume silence means disinterest, but often it’s something else entirely. Some employees are naturally reserved or struggle with digital communication. Others may feel overwhelmed by Slack’s constant notifications or worry that their input isn’t valuable. Start by having a private, one-on-one conversation. Frame it as curiosity, not confrontation: “I’ve noticed you’re quieter in Slack conversations. Is there anything getting in the way of you participating?” This approach opens the door for honesty without putting them on the defensive.
Set Clear Communication Expectations
While empathy matters, so does clarity. Employees need to understand what’s required of them. Make communication expectations part of team norms. For example: responding within a business day when tagged, acknowledging group updates with a quick emoji, or contributing to weekly check-ins. Setting these standards ensures fairness across the team and helps prevent resentment from more vocal colleagues.
Offer Alternatives Without Excuses
Not everyone thrives in the same communication format. If Slack feels overwhelming, offer structure: fewer channels, agreed check-in times, or even a daily roundup message. You might also encourage them to pair Slack replies with short voice notes or scheduled calls if that feels more natural. The key is flexibility with accountability. Silence shouldn’t be an option, but adaptation can help them find a rhythm that works.
Highlight the Team Impact
Sometimes employees don’t realize how their silence affects others. In your one-on-one, explain the ripple effect: teammates waiting on answers, deadlines stalling, and morale dipping when contributions feel uneven. Framing the issue as a team-wide challenge rather than a personal flaw makes it easier for the employee to understand why engagement matters.
Lead by Example
If you want your team to be responsive, model that behavior. Use clear, concise Slack messages. React with emojis to show acknowledgment. Celebrate small wins openly. When managers set the tone for communication, employees are more likely to mirror it.
Follow Up and Stay Consistent
After your initial conversation, monitor progress. If the employee improves, acknowledge it; positive reinforcement goes a long way. If they continue ignoring messages, it’s time to escalate. Tie communication directly to performance expectations. Make it clear that participation is not optional; it’s part of the job.
Handling an unresponsive employee isn’t just about chasing replies, it’s about fostering a culture where communication is seen as shared responsibility. By balancing empathy with clear expectations, you can transform “silent readers” into active contributors and strengthen overall remote team engagement.
Are you facing a tricky workplace dilemma? Write to Jane Harper with your questions on workplace conflict, policy issues or people management problems. Your situation could be featured (anonymously) in a future column.
Don’t let the changing world of work derail your hiring instincts. Send in your HR queries with the subject line ‘Ask JANE HARPER’ at info@thehrdigest.com.
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