Effective communication among team members is vital in any business and is key to optimizing business performance as well as reaching organizational goals. Up until the outbreak of Covid-19 in 2020, conversations could easily take place by walking up to a colleague’s desk; however, remote work completely erased this possibility. Now, most discussions have to be scheduled, which can cause slowdowns and trigger a domino effect of missed deadlines and high turnover rates.
After two years, it is now clear that working arrangements will not go back to the traditional in-person anytime soon for many companies. With many businesses testing out the hybrid-model of working and flexible arrangements, it is of utmost importance that employers and business leaders figure out effective ways to bring their team members together, despite the limitations imposed by distance.
Here are a few creative strategies for fostering communication in this remote work era.
Define clear goals
Having a clear understanding of each team member’s function and role is imperative so managers can coordinate teams effectively. Mapping out clearly defined goals will help your people feel empowered and valued and will remind them that they are part of a collective. A feeling that is often lost in a remote work setting.
Another important resource for remote teams is project management tools. These tools enlist the different project leaders, along with an overview of the main goals, the deadlines, and the key performance indicators (KPIs), allowing managers to track the project’s lifecycle. Giving team members access to this information helps solve communication issues and dispels any uncertainties in a timely manner, avoiding delays.
This method becomes even more effective in a work-from-home regime. Technology allows us to collaborate and achieve goals together previously thought impossible in remote teams. For example, if a group of remote team members wants to evaluate a marketing campaign, it is essential to rely on project management tools like the one The Ambitious Assistant uses – Teamwork. Modern tools help us track, maintain, and execute clearly defined goals, which is important now, more than ever, for remote teams.
Work with shared files for document control
Every project has a leader, and usually, several contributors, who need to have a clear idea of how the work is proceeding on all fronts to ensure the project’s success. In remote settings, document control is more vital than ever.
Sending files back and forth via email, waiting for everyone to complete their part of the deliverable, is likely to cause hindrances and time-delays in the workflow. It also prevents people from making real-time alterations to their work and incorporating feedback. Even if your company handles sensitive information, confidential documents can be safely stored in a protected cloud. Managers should consider embracing new advances in technology and automation by working with shared files to streamline the communication between teams.
Rely on instant messaging tools
When you send an email, there’s just no way to guarantee that the recipient will in fact open it, much less respond to it. When it comes to time-sensitive matters, email just isn’t an effective strategy. Often, all we need is a quick answer, so the ideal solution is to use an instant messaging tool, such as Microsoft Teams or Slack.
Current tools like Slack, Clubhouse, and Discord provide communication benefits that outweigh the capabilities of email. For example, team members that harness the Slack app, as does The Ambitious Assistant, can send instant messages, share documents and files, as well as integrate their CRM and project management tools.
Value the importance of water cooler discussions
The term communication can have several meanings and doesn’t necessarily need to be related to work in order to be constructive and enhance productivity. There have been several developments and changes in team member’s behavior during the pandemic. A recent study noticed that employees who transitioned from in-office to remote working situations suffered from high levels of poor sleep quality, anxiety, and depression after one year of working remotely.
These effects mainly stem from the sense of social isolation caused by work and home becoming the same place. Aside from the mental health implications, this dynamic can also cause a decrease in the team member’s sense of belonging and damage the overall team morale.
Even though being coworkers doesn’t necessarily mean being friends, it is undeniable that informal talk in the workplace helps colleagues’ bond as well as face the day with a positive attitude. We suggest giving your team members room to express themselves on a personal and social level, by scheduling short virtual coffee breaks.
These virtual coffee breaks should focus entirely on discussions about everyday life and not work-related projects and deadlines. Try to steer away from any work-related topics during these short sessions and aim to help team members get the energy boost that typically originates from social interactions.
Tailor solutions to different personalities
Due mainly to the popularity of group video calls, one-to-one encounters have become rare in a remote work setting. However, personalities vary widely when it comes to engaging while in group sessions. While some team members are more eager to talk and share the issues they’re facing, many are more reserved.
In those cases, empathy becomes the key element to making sure all your team members have the opportunity to express themselves. This can be done by scheduling regular, short one-on-one meetings, making it easier for the more reserved among your team to feel comfortable, opening up without fear of judgement.
Avoid the “remote control” risk
A recent study conducted by Stanford University detected a 13% increase in productivity when team members were given the opportunity to work remotely at least one day per week. This fully debunks the common misconception that people who work from home are somehow less productive.
In a traditional office environment, team members are not constantly monitored, so there is no reason to change this when working in a remote situation. Managers need to remember that team members are responsible professionals that they trusted enough to hire, and that micromanagement leads to frustration, which can turn to demotivation, lower moral, and lack of productivity.
Managers should focus primarily on whether or not goals have been achieved rather than on controlling the actual working time. In the long run, trust will be rewarded with higher productivity levels.
With remote work becoming the new normal, The Ambitious Assistant can be your strategic business partner in managing your team. Schedule a FREE 30-minute Discovery Call here!
