How to Handle Sensitive Conversations Remotely Without Losing the Human Touch

Remote work has changed how we communicate, especially when the discussion is emotional, personal, or potentially difficult. Whether you’re addressing a conflict, delivering tough feedback, or speaking about sensitive topics like harassment, assault, or trauma, doing so over video call or the phone adds new layers of complexity.

Without in-person cues like body language or eye contact, it’s easier for intentions to be misunderstood. And for the person on the receiving end, it may feel isolating.

However, with the right approach and harassment and discrimination prevention training online, remote discussions can still be respectful, compassionate, and productive.

Here are best practices to help you facilitate sensitive conversations remotely—and do so with care.

person taking sexual assault prevention training online

1. Start With Preparation

Preparation matters in any conversation, but especially in sensitive ones. Before the meeting, take time to clarify your purpose and gather any important information you’ll need. You don’t need a script, but having a basic structure helps the conversation stay focused.

Choose a platform that both parties are familiar with, whether it’s a video call or the phone, and ensure it is secure and private.

If possible, schedule the conversation with some notice. Let the person know the general topic so they aren’t caught off guard. Even a simple “I’d like to connect about interpersonal behavior, something important to you and the team” can go a long way.

2. Create a Safe and Respectful Space

Right at the start, establish a tone of empathy. Acknowledge that these topics can be difficult and that your goal is to approach the conversation thoughtfully.

Being fully present is critical. Silence distractions. Close your email. Look into the camera. This signals that the person has your full attention—something that can be especially reassuring in a virtual setting.

Encourage open dialogue by setting expectations: “I want to hear your perspective, and I appreciate your honesty.” Remind them that the space is judgment-free and that their experience matters.

3. Pay Attention to Subtle Cues

Remote settings don’t give us the same nonverbal feedback as in-person conversations, but there are still signals you can pick up on. Does the person seem unusually quiet? Are they avoiding eye contact? Do they sound anxious or withdrawn?

If something feels off, gently name it. You might say, “I noticed you paused before answering. Is there anything you’d like to say that you’re unsure how to express?” That kind of question gives permission for honesty and may open the door to a more productive exchange.

Repeat or rephrase key points to confirm understanding. Something as simple as “Just to make sure I understood…” helps avoid miscommunication and reinforces that you’re listening.

4. End Thoughtfully and Follow Up

Before wrapping up, summarize what was discussed, especially if there are next steps, actions, or available resources. Ask if they have any questions or thoughts they want to share before closing.

After the meeting, follow up. A short message like “Thanks again for talking with me. I’m here if you need anything else” can help the person feel supported. If relevant, offer additional resources such as HR contacts or professional support services.

It’s also wise to check in again after a few days. It reinforces that the conversation wasn’t just a box to check; it was part of a continued commitment to care and support.

Why Training Matters Beyond the Conversation

Reading tips is helpful, but practicing these skills makes a bigger impact. Sexual harassment prevention and similar training goes beyond theory, offering real-world scenarios and guided tools to help you communicate with clarity, empathy, and confidence.

Whether you’re addressing harassment, supporting a colleague, or leading a difficult discussion, training helps you build the awareness and language needed to respond effectively—not just in the moment, but in the long term.

sexual assault prevention training online and in-person

Looking to Learn More? Book Our Training Online

Catharsis Productions offers expert-led training on sensitive topics like Title IX, sexual harassment, cultural issues, and sexual assault prevention. Available both virtually and in person, our programs are designed for workplaces, campuses, and military environments.

If you’re ready to create safer spaces—online and off—contact us today and find the right program for your team.

Catharsis Productions

Catharsis Productions' mission is to change the world by producing innovative, accessible and  research-supported programming that challenges oppressive attitudes and shifts behavior.