The first step is to select the appropriate communication tools for your team. Depending on your needs, you may use video conferencing, instant messaging, email, phone calls, or collaboration platforms. However, you should not rely on one tool alone, as different situations may require different modes of communication. For example, video conferencing is great for building rapport and conveying emotions, but it can also be exhausting and disruptive. Instant messaging is convenient and fast, but it can also be misinterpreted and distracting. Email is formal and clear, but it can also be delayed and impersonal. Phone calls are direct and personal, but they can also be intrusive and noisy. Collaboration platforms are helpful and organized, but they can also be overwhelming and confusing. Therefore, you should balance the use of various tools and establish clear expectations and guidelines for their use.
Zoom Fatigue is real. Not just with Zoom but other video conference platforms. It is a great sign of empathy to not require your teams to be on video and respect the good and bad days we all have with video conferencing. Many meetings could have been addressed with a simple email or chat. Putting Urgent or Action Needed in the subject or in front of the chat message can help highlight priority messages. Showing respect for your teams time is quality lacking in many remote leaders today.
Five Rules for Remote Team Communication 1. Everything doesn’t have to be a Zoom call. 2. A quick voice call can cover a lot of ground. 3. Unless it’s urgent, let your team member reach out to you when there’s a break in the action, rather than you interrupting their flow. 4. If there’s emotional content in a message you want to deliver, do it synchronously. 5. Unless it’s a life or death issue, don’t reach out to remote employee after hours. Like all of us, they need a separation between home and work.
🛠️1️⃣ Selecting the right communication tools is key to managing remote teams. Over my 20+ years in leadership, I've learned it's essential to utilize multiple tools based on their strengths. 🎥2️⃣ Video conferencing: Ideal for complex discussions, though potentially tiring. Use it for team meetings and important one-on-ones. 📱3️⃣ Instant messaging: Best for quick updates. Keep the conversation light and professional. 📧4️⃣ Email: Suitable for formal communication and documentation. Avoid critical feedback over email, it can often be misinterpreted. 📞5️⃣ Phone calls: Perfect for urgent or sensitive discussions. 🔗6️⃣ Collaboration platforms: Use for project management and document sharing.
As a PM in construction, I sought an innovative approach to enhance communication with my remote team. I introduced the use of virtual reality (VR) technology for immersive collaboration. Through VR headsets, team members could virtually walk through the construction site, examine 3D models, and discuss design details in real-time. This interactive experience fostered greater engagement, improved clarity, and reduced miscommunication. Additionally, we utilized augmented reality (AR) tools to overlay digital information onto physical blueprints, enhancing on-site communication and reducing errors. This innovative use of VR and AR revolutionized our communication dynamics, enabling seamless collaboration and boosting project productivity.
With the paradigm shift to 'remote is the new onsite', there are a variety of tools that are available and need to be incorporated. The goal remains uniform though, watertight interaction and persistence in efforts and outputs. There has to be a ''structured way'' of saving and retrieving information. Remote Work Tools should be classified in 3 categories: Collaborating Tools: (Document sharing/editing, Emails, Shared task boards) Communication Tools: (Chats, IMs, Videoconference, Virtual Offices) Meeting Tools: (Icebreakers, Broadcasting, MoMs, Periodic Standups)
The second step is to communicate frequently and consistently with your remote or hybrid team. You should not assume that your team members know what you are thinking or doing, or that they are on the same page as you. You should also not wait for problems or issues to arise before reaching out to them. Instead, you should proactively communicate with your team on a regular basis, and keep them updated on the goals, progress, and challenges of the project or task. You should also create a consistent communication rhythm and schedule, such as daily check-ins, weekly meetings, monthly reviews, or quarterly feedback sessions. This way, you can maintain a sense of connection and alignment with your team, and avoid misunderstandings and gaps in information.
When it comes to the frequency of check-in’s with remote employees, let employees take the lead. Some people might want to check in with you every day or every other day, and others might want a more structured check-in meeting every two weeks. You are there to support them in their progress, rather than to stick to a rigid, arbitrary schedule.
Communication is key in leading a hybrid team. To keep people connected, it might make sense to have a daily or weekly team check-in, where everyone can share their to-dos of the day. From a less operational standpoint, a dedicated "fun" team meeting once in a while can foster and strengthen team spirit. What is everyone's favourite TV show? What are folks currently reading? Have your team share less work-connected facts about themselves, and your team will be happier! Visibility is also crucial: All the stakeholders should be able to have visibility on what is planned, what is happening, what is the status on a project at all times (if their role requires them to know). You need to plan your team's workflows accordingly.
To establish a consistent communication rhythm, consider implementing regular check-ins, team meetings, reviews, or feedback sessions. Daily check-ins can help maintain real-time collaboration and address any immediate concerns. Weekly meetings allow for broader discussions and progress updates. Monthly or quarterly reviews can provide opportunities for reflecting on accomplishments, addressing challenges, and setting new goals. Ensure that the schedule aligns with the needs of your team and project.
Making time to build a connection with remote team members is critical to set the foundation for effective communication. It might be through one-on-one check-ins or Instant Messaging quickly between meetings. Remote work can be so efficient. It is important to be intentional and make space to have meaningful conversations.
🔄1️⃣ In my 20+ years leading teams, frequent and consistent communication has been crucial for remote work. 🔔2️⃣ Don't assume - instead, proactively share thoughts, updates, and feedback. Transparency fosters trust. 📆3️⃣ Establish a regular communication schedule: Daily check-ins 🌞: Quick touchpoints to discuss urgent matters Weekly meetings 🗓️: Discuss overall progress and next week's goals Monthly reviews 📊: Reflect on performance, adjust strategies Quarterly feedback sessions 🎯: Discuss performance and improvement areas This ensures everyone is on the same page, fostering connection and alignment in the team. What's your communication rhythm like?
The third step is to communicate clearly and respectfully with your remote or hybrid team. You should not assume that your team members understand your message or intention, or that they share your perspective or style. You should also not use vague or ambiguous language, jargon, or slang, or make jokes or sarcasm that may offend or confuse them. Instead, you should communicate with your team in a clear and concise manner, using simple and direct words, sentences, and paragraphs. You should also use visual aids, such as images, charts, graphs, or screenshots, to illustrate your points and provide context. You should also communicate with your team in a respectful and polite manner, using positive and constructive tone, expressions, and feedback. You should also acknowledge and appreciate their contributions and efforts, and show empathy and support for their challenges and concerns.
1. Each meeting needs to have a purpose, set agenda, and a concrete outcome. 2. Response times and mile stones need to established and communicated clearly. 3. Both synchronous and asynchronous communications styles need to be established. 4. Transparency needs to advocated and practiced from Top Down! 5. Servant leadership to be considered and applied in providing feedback and setting goals. 6. Promoting happiness and enjoyment while people work from their remote cocoons!
There is no panacea for clear communication. But there are three tips that will help. 1 - Really know your audience: Learn about your team members cultures communication styles and encourage your teams to do the same. 2 - Radical Candor: Learn about how to provide messages in a timely, actionable, and appropriate way. You can use it beyond the world of feedback. 3 - Use lists: They’re simple, concise and easily scannable. After those 3 points it’s all about using multiple channels. Text, Audio, Video, Email, Instant Message. Cover as many methods as you can, keep it short, and allow people to consume information in a way to suit them. It’s about your audience, not your convenience.
Lead by example: As a leader, demonstrate effective communication practices yourself. Be responsive, respectful, and approachable in your interactions. Show that you value communication by actively listening, being present in discussions, and addressing any concerns or issues raised by team members.
Bear in mind that in communicating over, eg something like zoom, we actually lose a lot of non-verbal micro clues we would normally recieve in a person to person interaction and that tell us how our message is being received. This makes the need to ask explicit questions as to people's reactions to what is being said is even more important in remote communications. ..... and hope that sufficient trust has been built up with the team that you get honest answers!
When communicating with remote or hybrid teams, clarity and respect are crucial. Avoid assuming understanding or shared perspectives. Refrain from using vague language, jargon, slang, or potentially offensive humor. Instead, communicate in a clear and concise manner using simple language. Utilize visual aids to enhance understanding. Maintain a respectful tone, offering positive and constructive feedback. Acknowledge and appreciate team contributions and demonstrate empathy and support for their challenges. By communicating with clarity and respect, you foster effective and positive interactions with your team.
The fourth step is to communicate interactively and inclusively with your remote or hybrid team. You should not dominate or interrupt the conversation, or ignore or exclude some team members. You should also not rely on one-way or passive communication, such as sending emails or memos, or giving lectures or presentations. Instead, you should communicate with your team in an interactive and inclusive manner, using open-ended questions, comments, and suggestions, to invite their input and feedback. You should also encourage and facilitate active participation and collaboration among your team members, using breakout rooms, polls, quizzes, or games, to stimulate their engagement and creativity. You should also recognize and respect the diversity and differences of your team members, such as their backgrounds, cultures, preferences, and personalities, and adapt your communication style and approach accordingly.
For effective communication with your team, you also need to learn about their motivators and explore some of the challenges that are holding them from being productive and efficient. When a leader shows up relatability, connection, inclusiveness and empathy, he blossoms the relationship with his team and empower them to increase their connection and belongingness with the Vision. Expressing curiosity, open mind and empathy in my opinion can unlock authenticity in members of the team and when humans lead with authenticity, they can do unthinkable and become huge assets to the organisation.
🗣️1️⃣ In my two decades of leading teams, fostering interactive and inclusive communication has been key to success. 🙋♀️2️⃣ Strive for dialogue, not monologue. Use open-ended questions and invite input - it's about the "we," not the "me." 🧑💻3️⃣ Encourage active participation with digital tools like breakout rooms, polls, and games. They're not just fun; they stimulate creativity and engagement! 🌍4️⃣ Respect the diversity of your team. Recognize different backgrounds, cultures, and personalities, and adapt your communication style accordingly. 🔄5️⃣ Make sure everyone has a voice. Inclusion leads to better decision-making and team dynamics.
Transparency is key in building trust within remote or hybrid teams. Share information openly, communicate decisions clearly, and involve team members in the decision-making process whenever possible. Inclusivity is also important, so ensure that everyone has equal access to information, opportunities, and resources.
Include a weekly walking meeting- they can be done virtually! Getting movement in will make individuals to be more creative and headphones allow for good, clear communication.
I don't have anything to contribute by way of answers. I do have a question and perhaps the community can chime in. I recognize and respect different communication styles. However, as a leader, I'm not sure that I can send every message to the team in multiple ways. That would eat up a ton of time and also split the discussion into different channels, so not everyone sees every message. I don't want to lose anyone though. How do others handle this puzzle?
The fifth step is to communicate transparently and authentically with your remote or hybrid team. You should not hide or withhold information, or lie or exaggerate about the situation. You should also not pretend or fake your emotions, or act inconsistently or unpredictably. Instead, you should communicate with your team in a transparent and authentic manner, sharing relevant and accurate information, as well as your opinions and feelings. You should also be honest and humble about your strengths and weaknesses, successes and failures, and challenges and opportunities. You should also be consistent and reliable in your actions and behaviors, and follow through on your promises and commitments. This way, you can build trust and credibility with your team, and foster a culture of openness and accountability.
Important reminder that "clear is kind," and being able to be clear is important when you're communicating in a virtual environment (or period for that matter)
Can’t emphasize this point enough. In Remote work settings, team building/bonding requires going the extra mile with regards to communication. Say what you mean, and mean what you say. People know when they’re being sold to.
When communicating with remote or hybrid teams, transparency and authenticity are vital. Avoid hiding information or being dishonest. Be open and genuine, sharing relevant and accurate details along with your thoughts and emotions. Admit your strengths and weaknesses, successes and failures, challenges and opportunities. Consistency and reliability in your actions and commitments are important. By fostering transparency and authenticity, you build trust, credibility, and a culture of openness and accountability within your team.
💡1️⃣ Over my 20+ years of journaling workplace practices, I've realized how essential transparency and authenticity are in leadership, especially with remote or hybrid teams. 📬2️⃣ Share relevant, accurate information with your team consistently. It's crucial not to hide or exaggerate the facts. 🎭3️⃣ Authenticity goes a long way - express your genuine emotions. Faking or pretending doesn't do anyone any good. 🏳️4️⃣ Be open about your strengths, weaknesses, and challenges. This honesty fosters trust and models behavior for your team. 🔄5️⃣ Be consistent, follow through on your commitments. This is the bedrock of trust and credibility.
As a leader of a remote or hybrid team, you encounter a critical issue impacting project timelines. Instead of concealing the problem, you choose to communicate transparently and authentically. You openly share the issue, its potential impact, and involve the team in brainstorming solutions. By fostering a culture of honesty and accountability, you empower your team to collaborate, adapt, and work together to overcome the challenge, ultimately delivering the project successfully.
The sixth step is to communicate strategically and effectively with your remote or hybrid team. You should not communicate randomly or reactively, or overload or overwhelm your team with information. You should also not communicate without a clear purpose or goal, or without considering the impact or outcome of your communication. Instead, you should communicate with your team in a strategic and effective manner, planning and prioritizing your communication activities, and aligning them with your objectives and expectations. You should also communicate with your team in a relevant and timely manner, delivering the right message to the right audience at the right time and through the right channel. You should also communicate with your team in a measurable and adaptable manner, monitoring and evaluating the results and feedback of your communication, and adjusting and improving your communication methods and practices as needed.
Two softwares have been phenomenal in my experience to such an extent that I had them implemented in my recent clients' global companies. Loom and ClickUp. Loom is the go to for almost all remote communications that involve varying timezones. It's a video messaging tool that incorporates both camera and screen recording to make it infinitely easier to send your message across. Utilise this technology! ClickUp is where all the business effectively functions. It is a cloud-based collaboration and project management tool. It is feature-rich and covers almost everything needed to manage a global workforce. Manage your timelines with it too!
💼1️⃣ After journaling 20+ years of workplace practices, I've found strategic, effective communication is crucial for leading remote or hybrid teams. 🧩2️⃣ Don't communicate just for the sake of it. Instead, plan your communications aligning them with your goals and expectations. ⏰3️⃣ Timing is crucial. Deliver the right message to the right audience at the right time through the right channel. 🔬4️⃣ Monitor and evaluate the results of your communication. Your team's feedback can be instrumental in improving your communication strategy. 🔄5️⃣ Be ready to adapt. If something isn't working, change your approach. Strategic, flexible communication enhances team collaboration.
To ensure effectiveness, adopt a measurable and adaptable approach. Monitor and evaluate the results and feedback of your communication efforts. Assess the impact and outcome of your messages, and seek input from your team to gauge their understanding and engagement. Based on this feedback, be willing to adjust and improve your communication methods and practices as needed.
Through much of my career, I worked remotely and "in the field" so I was not physically near my manager or the team. For me, that was the norm. I quickly realized that communication is multi-directional and we were jointly responsible. I developed ways to check in with my manager and the others. That included the casual meet-ups to say hello, the reports about project status, asking for advice, sharing about my wins, celebrating the team's wins, etc. Leading communication is a requirement for each team member, whether you are in person, remote or hybrid.
💡 Throughout my journey of journaling workplace practices for over 20 years, one overarching theme emerged: the power of empathy in leadership. 🤝 Empathy bridges gaps, fosters connection, and creates a supportive environment where individuals thrive. 💬 By understanding and valuing the perspectives, experiences, and emotions of team members, leaders can cultivate a culture of empathy. 🔁 Active listening, understanding diverse needs, and offering genuine support are key elements to foster empathy in leadership. 🌍 So, I invite you to reflect on a time when empathy made a difference in your leadership journey. How did it impact your team's dynamics and overall success?
Commit to some set times when all members can be together in community with one another. Presence matters for building teams in person and remotely. A book suggestion is, “75+Team Building Activities for Remote Teams: Simple Ways to Build Trust, Strengthen Communications, and Laugh Together from Afar” by Christopher Littlefield.
To communicate effectively with remote or hybrid teams as a leader, utilize various strategies. Maintain regular and transparent communication through video conferences, chat platforms, and email. Set clear expectations for response times and availability. Foster a sense of connection by organizing virtual team-building activities. Encourage active participation and engagement during virtual meetings. Be mindful of communication challenges and cultural differences, promoting inclusivity and understanding. Provide regular updates and feedback to keep the team informed and connected to organizational goals.
One of the most essential skills to transition to a remote leader is to measure accountability in new ways beyond what the perceived work might be. You measure end goals not the process and your best friend is the calendar. I use it to remind me when to check in with certain team members. I use it to remind others of deadlines and checkpoints. But most importantly, I use it to schedule informal time for fun team building and connecting. If you use your calendar effectively, everyone will be on the same page.