When communication takes place early and often, your staff transforms from simply a bunch of people working at different locations into a cohesive team. With the proper tools and guidelines for communication practices, remote employees can bridge the distance and effectively problem-solve, collaborate, and produce amazing results.
Developing a plan is as easy as ABC—Always Be Communicating.
Improve communication practices among your remote team by evaluating how well you fare in the following five areas:
1. Standard Procedures
What is an acceptable response time for an email? What does EOD (end of day) mean when workers live in different time zones? How can subject lines be used to convey degree of urgency?
Arriving at company-wide guidelines for these and other pertinent questions puts everyone on the same page and resolves many communication mistakes. Consider setting up a wiki for easily accessible reference and as-needed additions.
Discover a better way to recruit remote talent
Founded in 2007, FlexJobs is the most experienced remote & hybrid hiring platform.
- Unlimited job posts
- Low, flat membership fee
- Access top-level remote advice
- Unlimited resume searches
- Reach the right candidates
- And so much more!
2. Communication Method Selection
Email often acts as the default, but other means of getting in touch sometimes can be more effective. Encourage staff members to think about the nature of the contact before selecting a method.
Delivering a quick update? Try an instant message. Discussing a sensitive or emotional issue? Phone or Skype to get a better read on feelings. Need input from many people? Go back and forth on a chat channel.
3. Collaboration
Remote colleagues don’t have the option of stopping by a cubicle, but technology provides an abundance of ways to work together. Set up a centralized calendar that notes meetings, deadlines, and each person’s availability.
Share documents through platforms that allow multiple people to contribute and edit. Perhaps even consider establishing a “water cooler” chat platform that enables telecommuters to connect casually.
4. Routine Check-Ins
Managers often report that regularly scheduled one-to-one conversations improve communication immensely. Employees can ask questions during this session without fear of “bothering” their boss, leaders can provide feedback, and both sides can address concerns. The time also can be used for some informal chatting, which promotes bonding.
5. Respect
Finally, everyone needs to be aware that sometimes people make mistakes, misunderstand, or inadvertently let something slip through the cracks. This is true both in physical offices and remote ones. Until proven otherwise, assume all team members have the best intentions and are committed to common goals.
Politely ask for clarification when you have any qualms, and be understanding when others request further explanation from you. After presenting information, encourage questions or simply ask, “Does this make sense?” Remember, remaining professional speaks volumes!
Photo Credit: bigstockphoto.com
Don't forget to share this article with colleagues!
