The increase in virtual teams is becoming the norm for many industries. We no longer have the luxury of assuming we can build our team relationships by meeting up in the hallways and water coolers of our offices. Or grabbing lunch on the go. This means communication among team members has been significantly affected.
But it’s not all bad news on the communication front. Teams around the world have stepped up to the challenge and figured out how to effectively improve virtual team communication. The results are quite exciting.
Here, we explore the top ways to improve communication which will improve overall processes and increase collaboration efforts across your full organization. And the best news is that these strategies can happen today. No huge rollouts are needed. Simply begin with one of the strategies below.
Choose your tools and define when to use them
The #1 priority when improving communication in a team is to choose specific communication tools and define when to use them. It’s best to limit the number of tools used so that there is less confusion. Each person on the team will have their favorite tool, but the team must follow communication expectations for the good of the whole.
The team at brianroland.com created “rules of engagement” for communication tools and clearly defined when to use each one. It’s brilliant and straightforward. And because it is clear, it is easy for everyone to know what to expect from the other team members. I recommend downloading their free template and making it your own.
Here are the specific rules of engagement for the team at brianroland.com:
- #1: Email – No internal emails.
- #2: Chat – Chat is fun, fast, and functional.
- #3: Audio / Video Conferencing – Video tires people out, so use it sparingly
- #4: Phone – Encourages an opportunity to walk and talk
- #5: Text Messaging – Emergency only
- #6: Task / Project Management – Related to specific work
- #7: Social Media – Never use for work
Respect work patterns and times
When a team wants to improve virtual team communication, one quick way to kill it is to expect everyone to be on call at all times. It’s unrealistic and unfair to people and their families or their other responsibilities. Do everything you can to discourage an “always-on” culture. It is not sustainable and will propel your team to burn out faster than you can even imagine.
In your communication channels, ask everyone to turn off notifications during their non-work times and mark themselves as “away.” Team members around the globe will know that they can expect a response in a few hours instead of a few minutes.
In times of “deep work,” each person turns off notifications, which show up on each communication platform. Create response time expectations for the full team, so no one is left hanging or one person is not the bottleneck for the team.
For example, if I have notifications silenced to complete work, my team will know that I will check in every 90 minutes for messages from them to keep their work moving forward. If those messages are in the agreed-upon channel, it’s quick and easy for me to check in periodically, answer messages, and then move back into deep work mode.
Be clear when communicating deadlines and scope
Like respecting work patterns and times, knowing how much each team member is already working is key. Find a work management tool that will show you each team member’s workload before giving more work or specific deadlines. Asana has an invaluable tool in its business tier that shows a view of each individual’s workload at any point in time.
Nothing is more frustrating for a team than misunderstandings about how much work is possible in a certain period of time. These misunderstandings can lead to overwork and burnout for the assigned teammate. Or frustration when work deadlines are missed. Most of the time, this can be solved with effective communication from the start. Know what your team is working on, when it is due, and when they are free to take on more work.
Celebrate wins as a team
One surefire way to improve virtual team communication is to have a good time together. When you share an office “in person,” this happens naturally as you give a high five or stop by a team member’s office for a quick check-in or hello. But hanging out together online is a bit different. You have to be more intentional in your celebrations and touchpoints.
If you use Slack, create fun channels to keep communication open. One team created a channel to give shout-outs to others on the team who they witnessed showing the values of the organization. Open another channel where you share all birthdays, work anniversaries, or other personal accomplishments. For people who consistently work together to meet goals, this becomes a great way to cheer each other on.
In Asana, team members can show “appreciation” for a task shared by team members. Simply add an appreciation in the comments of any task for all to enjoy. It’s a fun and easy way to cheer on your team.
Streamline and centralize information
Make it easy for your team to get to work. One key frustration that many workers face is spending way too much time trying to find the documents they need to do their work. According to the Anatomy of Work Index, knowledge workers spend over 60% of their time on this work about work. Frustrating for sure!
One key way to do this is to be clear in your assignment of work. Anticipate the questions you will get and create a project brief or at least an action-oriented assigning system in your work management tool. Attach or link any documents needed to complete the work right there within the project or task. Create a video so there are fewer questions from the beginning.
Many teams create a knowledge base to answer frequently asked questions. It’s important to keep this knowledge base updated as more questions arise from the team. House the knowledge base in your work management platform, making sure it is searchable and accessible to all.
Give helpful feedback
Feedback is a gift to the recipient. But the best feedback is given at the right time and in the right way. Give feedback in a quick comment on your project management tool. Feedback that encompasses a larger project may need a different delivery.
Perhaps a quick video conference call will help you see feedback specifics on screen that will help communicate better. Using an audio call helps you hear the tone of voice in which the feedback is given.
When giving feedback, err on the side of over-communicating rather than leaving doubt about meaning or intention. Take great care in communicating exactly what you want to say. It will go a long way to improve virtual team communication in the long run.
So there you have it. Simple strategies to improve team communication. Each of these strategies can be executed immediately and without much instruction. So pick one and start improving. Better communication produces higher productivity and in turn, higher profitability for the organization.
Want to learn how to use Asana as your work management platform? Try out the first module of the Asana Simplified course for small business absolutely free!
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About the Author
Paula Holsberry is the founder of Tessera Virtual Business Solutions, specializing in optimizing work processes for remote teams. With experience in both start-ups and larger companies, she helps teams maximize productivity through efficient Asana training and consulting.
