Every company needs a unique communication strategy to boost the productivity of employees working from home. Team communication is the foundation of workplace success. Now that remote work is mainstream, it is important to keep your teams engaged and in sync.
For instance, a PDF editor can save remote teams the stress of working with multiple documents. Multiple teammates can work on the same document simultaneously.
Asides from collaborative software, we’ll identify other strategies for effective communication within remote teams.
Choose the right tools
With the right software, it is possible to coordinate workflow and personnel from different locations. You need to select technology tools for file sharing, video conferencing, and project management.
Similarly, invest in tools that make communication within remote teams. Your preferred software should enhance team productivity, visibility, and collaboration.
Team-oriented software like Microsoft Teams can help you put everyone on the same page. A PDF editing tool like Lumin PDF syncs and shares files safely on the cloud.
Set guidelines for online communication
Apart from having the right communication tools, you should also set guidelines for how workers use these tools for distance work. The adopted strategy should enhance communication when workers know how to apply them.
To this effect, you need to establish whether communication would be synchronous or asynchronous. Also, take note of time zone differences when creating rosters or schedules.
Remote teams should also know the response time limit to deter slow communication. When the rules are clear, everyone will be on the same page, with minimal confusion.
Be mindful of your virtual body language
Effective communication is all about verbal cues, tone, and body language. You should adopt proper body language to function in a virtual workspace.
Poor body language can indicate a lack of receptiveness and hinder our ability to connect with others. Sharing ideas, tasks, and strategies is easier when teammates are more present during meetings.
So, always look straight into the camera, sit straight, and respond when necessary. And always wear professional clothing and choose a spot in your home without distraction.
Consider individual communication preferences
One way to boost workflow automation is to determine what tools teammates prefer. You may be dealing with staff familiar with remote work, so develop a framework that accommodates their preferred channels.
Some team members prefer email messaging to specialized tools like Slack. Your staff may demand a PDF tool that guarantees cloud collaboration. Just ensure everyone feels included in the communication loop.
Additionally, you need to identify each person’s preferred communication style and consider it. You can also show your employees that you respect their differences by collecting feedback about your office’s remote communication mode.
Cut back on video meetings
With more people experiencing Zoom fatigue than ever, there’s a need to reduce the constant video calls. You can host some meetings on-site (if possible) because it stimulates renewed interest in communication.
If on-site events are not feasible, keep the video meetings brief and engaging. No one enjoys spending hours staring at a screen without contributing to the conversation.
Also, schedule meetings at an hour most convenient for everyone on the team. If there will be an emergency conference call, update the team at least one hour before time.
Have open conversations
Don’t restrict communication to email, group chats, or virtual workspaces. Instead, you should create an atmosphere that allows workers to have open conversations online.
Use communication tools that enable users to interact in their preferred manner on the platform. Your remote staff should be able to create private chats and huddles at their convenience.
You also need to foster an environment where every team member’s opinion, recommendation, request, or question is respected. People will trust others when they feel safe communicating with them.
Keep your writing brief and clear
Clear writing is void of redundant phrases and filler words. When you write to your colleagues, you should proofread your message before sending it. Use instant messaging tools to send brief and complete messages so others can quickly respond. You can shift that conversation to email if it’s a long text.
Instant virtual communication maximizes productivity and limits distractions. Remember that non-verbal communication might look easy but can be harder to comprehend than in person.
Establish deadlines and expectations
Managing employees is more challenging when handling a remote or hybrid workforce. Since you cannot physically monitor their commitments, you must find ways to stay in control.
Start by assigning deadlines to tasks and holding workers responsible for their targets. Using the right communication tools, you can establish your expectations for every member of staff.
It’s no fun when you have to keep looking over your shoulders because you keep a remote team. Setting clear deadlines and expectations will make holding workers accountable for their performance easier.
Avoid incessant communication
A remote work environment can grow toxic when staff feels like you are hounding them with messages while working from home. Let your remote workers breathe – don’t bombard them with too many messages.
Note that unnecessary messages from work channels can lead to distraction. If your members constantly reply to chats, they won’t find time to work.
You can limit chat, audio, and video meetings to one hour and only send messages where necessary. Managers can still supervise remote teams without becoming an impediment to office operations.
Grow personal connections with fun
Personal connections are harder to develop when you don’t see your teammates regularly. But it doesn’t have to be so. Video meetings create room to discuss non-work-related issues and build relationships.
Another way for remote employees to relate with one another is by hosting team-building events occasionally. Virtual coffee dates, happy hour, or trivia nights are some tactics to build social relations.
Transitioning to remote work environments may be a learning curve for your staff, especially if they’re not tech-inclined. You can make the process less tedious by expressing empathy for all employees.
Applaud your staff as they progress with the transition, and encourage them to celebrate their wins. This will relieve the lonesome burden of long-distance work and make them feel valued.
Remember that anyone can make mistakes, but you can show empathy by assuring them of technical and human support while working from home.
Remote work is here to stay, so you should seek better ways to navigate this growing work culture. Managers need to focus on a workflow strategy that works, especially with remote team communication.
Equip your staff with the right collaboration software to manage, store, and process information within themselves. Keep the video meetings timed, and make sure everyone follows the rules for workplace communication.
Also, hold your workers accountable by setting deadlines and clear expectations. Above all, show empathy as you help workers navigate this drastic change.