Elevate your remote communication game with the SCRAP formula

It’s been seven years since I first wrote about the SCRAP formula—nothing groundbreaking or revolutionary, just a simple framework that’s stood the test of time. And yet, that little post continues to be one of the most visited pieces on this site. It even found its way into some business communication courses, and I’ve had colleagues tell me they’ve adopted it into their daily workflow after reading about it on this blog. Honestly, that’s pretty awesome, so it feels like the right time for a revisit.

Fast forward to now, where remote work isn’t just a trend, it’s the reality for a dramatically growing number of people. If there was ever a time to take a good communication formula and adapt it for the remote world, this is it.

I’ve spent nine of the last eleven years in remote-first companies, and one thing I’ve learned is that “excellent communication skills”—that line everyone sprinkles on their CV—only truly comes with experience. Lucky for us, the SCRAP formula can be your secret weapon in the world of Zoom meetings, Slack messages, and endless emails.

First, a quick refresher: What’s SCRAP?

SCRAP is a simple, structured approach to communication that helps you deliver a message with clarity and purpose. Here’s how it breaks down:

• Situation: Provide the context. What’s going on?
• Complication: Outline the challenges or problems.
• Resolution: Offer up solutions.
• Action: What needs to happen next?
• Politeness: Wrap things up with positivity—because nobody wants to read a cold, sterile message.

It’s designed for business emails but works just as well for texts, internal memos, or even a quick post in a team chat. It’s the kind of structure that keeps you from writing those epic walls of text that go nowhere or hosting dreaded meetings with zero agenda.

SCRAP in the remote world

Let’s face it, remote work comes with its own set of challenges. No one’s stopping by your desk to ask for a quick update, and the organic office banter that helps smooth over communication gaps is… well, gone. Internal emails are often out the window, too, replaced by everything from posts on dedicated employee communication platforms such as Viva Engage. It’s efficient, but it means we need to be even more deliberate in how we communicate.

Let me show you how I use SCRAP in a remote setting, whether it’s for writing internal posts or running virtual meetings.

1. Situation: set the virtual stage

In a remote-first world, the Situation step is about getting everyone on the same page, fast. Here, you’ll provide the context, link to necessary files or diagrams, and make sure everyone understands why they’re in this conversation. Clarity is everything—no one should be sitting in a meeting or reading a post wondering, Why am I here?

Pro tip: Always include links to collaborative tools (think Figma, Miro, Asana). You want people to have the information at their fingertips, not five Slack messages deep.

Example 1: Kick off a virtual meeting with a high-level overview of ongoing projects. Mention key milestones and upcoming deadlines, and then open the floor for updates.

Example 2: Start an internal post with the current state of affairs—what’s happening, what’s changed, and what’s next. Drop those links to any relevant documentation, charts, or designs.

2. Complication: call out the challenges

Remote work has a way of amplifying certain problems—communication gaps, misaligned priorities, and too many cooks in the kitchen. This is the phase where you call out those challenges. Maybe it’s a deadline that’s creeping up too fast, or a project that’s stalled. Either way, lay it out.

Example 1: In a meeting, encourage your team to share the roadblocks they’re facing. Not only does it open the door to collaborative problem-solving, but it also keeps everyone aligned on potential hurdles.

Example 2: In your internal post, highlight the specific problem you’re tackling. Whether it’s an issue you need help solving or a problem you’ve noticed in a cross-collaborative effort, bring it to light here.

3. Resolution: time for solutions

This is where the magic happens. After pinpointing the problems, shift the focus to solving them. In a remote team, this often means using tools like shared docs, virtual whiteboards, or collaborative platforms to brainstorm and build on each other’s ideas in real time.

Example 1: Use a virtual whiteboard during your meeting or share a document that the team can edit together, contributing their own solutions and suggestions.

Example 2: In your internal post, link to a shared document where team members can throw in their ideas for tackling the complications you’ve outlined.

4. Action: make it happen

Now that the problems have been identified and solutions have been discussed, it’s time to get to work. The Action step is about accountability—who’s doing what, and by when? If you don’t assign clear next steps, the whole conversation risks becoming just that—conversation.

Example 1: At the end of your meeting, schedule a follow-up session or check-in to track progress on the action items. Assign tasks, set deadlines, and make sure everyone knows their role.

Example 2: In your post, list out the actionable items, who’s responsible for what, and when they need to be done by. No ambiguity.

5. Politeness: keep it cool, keep it positive

Digital communication can be cold, and without the nuances of face-to-face interactions, things can get lost—or worse, come off wrong. That’s why this final step is crucial. Always close with a tone that’s polite, encouraging, and positive. Give kudos, express gratitude, and make people feel seen.

Example 1: In your meeting, make space to acknowledge people’s hard work. A little recognition goes a long way.

Example 2: In your post, call out anyone who’s been instrumental in moving things forward. It’s not just about being nice—it’s about creating a remote culture where people feel valued.

In this new era of remote work, communication is your most valuable tool, and the SCRAP formula is your cheat code for making it all flow. It brings structure to chaos, making sure your message not only gets delivered but also lands. So, whether you’re prepping for that next virtual meeting or drafting an internal post, keep SCRAP in your back pocket. Your team will thank you.