Communication – Manage Remote Teams
Since I have a tendency to worry, my 27-year-old son and I have developed communication rules. I send all messages to his personal rather than business email. Email is considered non-urgent on weekends. If either of us need an immediate response, we text. We agree to always respond to texts ASAP or we assume the other person is dead.
This was our solution for communication ground rules. We are different generations with contrasting communication styles. When setting up protocols consider and discuss communication preferences. This will help the team keep on track, be productive, and stay engaged.
Gallup and the Bureau of Labor statistics states that 22% of Americans work from home, while nearly 50% are involved with remote or virtual teamwork. New skills are needed to deal with the new reality. The following guidelines demonstrate how to become an exceptional communicator.
Set Expectations
Discuss Employee Remote Work Responsibilities
Be proactive, transparent, and set clear expectations with teams.
Decide which responsibilities will stop, continue, change, or add new ones.
Provide communication technology options to remote workers.
For many employees this will be the first time to work remotely. If you have ever worked from home, you understand the challenges. Lack of access to information; loss of face-to-face; disconnection from employees; unplugging after work; social isolation; and distractions at home to name only a few. A good leader will make the expectations transparent and clear. And, ensure that everyone has the technology to work remotely.
Determine Employee Evaluation Process
Evaluate employees on work product, not on the amount of time spent.
Develop standards for accountability. Set monthly, quarterly, and yearly performance goals.
Establish consistent schedule to meet remote workers face-to-face.
Managers can’t control what people do at home. Trust employees and focus on results, not the process. Make clear to each team member that evaluations are measured by the same metrics.
Establish Communication Ground Rules
Provide Communication Protocol
Determine each team members preferred communication.
Decide what technology - email, text, video conferencing, Slack, Google Docs, Google hangouts and meet, Zoom, Voice chat, etc.
Prioritize video calls and invest in good video conferencing technology.
To maintain high levels of productivity, leaders need to explore new forms of communication and incorporate all available technology to approximate face-to-face interactions. Video conferencing is the best replacement for a face-to-face meeting that connects everyone, creating better intimacy, and relationships.
Develop Technology Use Norms
Communicate in a clear and concise manner.
Determine if recipient desires a formal or informal response.
Decide which communication technology is most appropriate to use:
Weekly team meetings - video conferencing.
One-on-one virtual formal/informal meetings – video or voice call.
Informal employee discussions – email, text, instant message, voice call, video.
Set guidelines for expected response times for emails, texts, and voice calls.
Establish consistent schedule (same time every week) for weekly team meetings and individual check-ins.
I have discovered that highly effective emails are clear, concise, with perfect grammar - which takes time. In my experience, there are times when developing the perfect email makes sense. However, sometimes success is best achieved through a phone call. Consider your audience and determine the best way to approach them.
Set Virtual Meeting Rules
Define virtual meeting protocol - don’t go on mute and leave the room; no multi-tasking; no responding to emails; and make pre-reads mandatory.
Before meeting – send agenda and pre-read.
During meeting - introduce and connect people; reserve first 5-10 minutes to discuss personal and professional updates; encourage collaborative problem solving; and allow everyone to participate by rotating different meeting tasks among team members.
After meeting - follow up with email of action items and reinforce communication.
Virtual meeting success requires being present and respectful of all team members. Sending the agenda and pre-read allows everyone to plan ahead with comments and results.
Support Remote Employees
Educate and Empower Managers on how to Lead Virtual Teams
Keep the team up-to-date on corporate activities, clients, and target goals.
Don’t micromanage your team – trust them.
Provide virtual training sessions to employees.
The goal is to keep remote workers engaged, focused, motivated, connected, and included. When leaders foster trust and cooperative employees’ relationship the result is enhanced loyalty and retention.
Create opportunity for remote social interaction
Begin all calls/video conferences with 5-10 minutes to discuss weekend events --- kids, pets, milestones, etc.
Set up virtual celebrations, birthdays, baby showers, happy hours, lunches, coffee, etc.
Acknowledge the work of employees so they don’t seem invisible.
Set one-hour town hall meeting once a month/quarter to share.
Keep office culture alive, even at home.
Team building is vital to the remote worker. It builds trust, empathy, and a sense of community. Managers need to encourage instant messages between team members. Impromptu conversations are essential.
Offer encouragement and emotional support
Establish agreed-upon set schedule for regular virtual check-ins.
Set Zoom office hours – 1-2 times per week, maybe 2-4pm.
Encourage the use of Zoom hangouts or some type of running video chat so teammates can talk business or socialize.
Coming soon – Working Remotely Part 3 on Networking – how to sustain and develop new networking opportunities. Please feel free to email me with questions/comments.