How do you communicate with remote team members?

Remember, each team and individual might have unique preferences and styles, so staying flexible and adaptable is crucial. Your choice and tool usage should align with the culture you want to create. - Email for non-urgent, detailed, and formal communication. - Instant messaging apps like Slack for quick, casual, and less formal communication. - Video conferencing tools like Zoom or Google Meet for meetings, brainstorming sessions, or when complex topics need to be discussed. - Project management tools like Trello or Jira to keep track of tasks, set deadlines, and maintain transparency. - File sharing and collaboration platforms like Google Workspace or Dropbox for collaborating on documents, spreadsheets, and presentations.

In today's remote work world, talking clearly is super important. Why? If we don't, we risk forgetting our team members. From my experience, here's what works: - Talk about feelings first: Always ask how someone is doing before diving into work. - Show your face: I always turn my video on during Zoom calls. It feels like a real chat and gets others to do the same. - Have fun online: I set up online get-togethers and team games. It makes everyone feel closer. - Ask many questions: This helps me understand what's on someone's mind. - Use the right tool: There are many ways to chat online. I pick the best one for each talk and see what each person likes.

I always found that video or in person meetings are needed, but after reviewing the information with the global teams, a follow up email with everything that was covered is needed. For many that speak the second language,they are not fluent and are busy translating what you are saying so many of the finer details are missed. Having the documentation as a follow up or before the meeting is beneficial.

Communicating with remote team members effectively is crucial for the team dynamics and for productivity. Here are some strategies you can adapt: * Choose a communication tool (one or many) that works for your team (Eg: email, Slack, Microsoft Teams, Zoom, Google Meet) * Agree on the communication guidelines ie preferred channels for different types of messages, response times, and availability. * Always provide context/ background * Switch on video * Screen share documents, presentations, and visuals * Account for time zone differences (if any) * Setup a cadence for check-Ins and to provide updates * Make time to celebrate achievements. * Get to know the team members better * Keep an open feedback loop * Adapt & refine your approach

One way I have increased collaboration and productivity while working remotely is to open joint working sessions via videoconference. For a remote and distributed team, it captures the energy of working in person. To do this, I would send a videoconference invite to a select group of team members who are working on the same project with the purpose of working together in a focused manner while being in the same "room." There is no expectation that team members need to talk. Instead, the team often works quietly, speaking up only to ask questions or provide insights. One or more people will share their screen during this time. Usually this is the person who is working on the final output (e.g. Board presentation, investor deck, etc.).

To successfully communicate with remote teams, it's imperative to set explicit expectations and guidelines. Define team member roles, goals and responsibilities. Lay out communication norms, covering aspects like message frequency, timing, tone, and format. Establish protocols for resolving conflicts and handling project changes. Properly set guidelines can prevent misunderstandings, ensure consistency, and enhance collaboration.

I managed a purchasing team that was spread out around the globe, America, China, London, Hong Kong, Budapest, Mexico and Germany. We developed a system that clearly let our buyers know what parts were required, we used email, but I always found it best to pick up the phone and call if for any reason I felt that there was any uncertainty...

One practice that I’ve found surprisingly underutilised is the now ancient art of picking up the phone. So many of us manage communication asynchronously now by sending emails, texts, chats, or voice memos. Nothing beats the efficiency of a real-time conversation. Especially when there is confusion to be cleared up or a looming deadline and the matter is urgent. Don’t forget to pick up the phone and speak to your colleagues. You’ll likely get the problem resolved much faster than sending each other a series of asynchronous messages. And speaking with someone can be a refreshing break from a day filled with faceless emails and chat messages.

Here's my take on it: Expectations & Guidelines 1. Purpose: Tie everything back to your goals. 2. Roles: Clearly define and document them. 3. Norms: ▪ Frequency: Establish a steady rhythm. ▪ Timing: Be mindful of different time zones. ▪ Format: Mix it up - chat, email, video, you name it. ▪ Tone: Keep the vibes positive. 4. Meetings: Always have an agenda. Start and end on time. Don't forget the follow-up. 5. Feedback: Make it constructive, timely, and specific. 6. Conflict: Recognise it, listen, negotiate, and document. 7. Change: Stay ahead of it, communicate, and adapt.

Internal and external communications need a cadence, a beat, to cultivate the habit of, and comfort with, engagement. Building a remote team is like organizing a symphony, one with slight latency compared to in-person organizations.

To foster effective communication in remote teams, it's crucial to have regular check-ins, ensuring everyone's progress is monitored and feedback is provided. Utilizing clear and respectful language across various modes, like verbal, written, and visual, enhances understanding. It's also important to avoid jargon, provide context when necessary and employ multiple communication channels for clarity.

On my regular check-ins with my team, I always start by asking them “what’s on your mind?”. This allows them to jumpstart the agenda for the call with the matters most pressing for them.

In this context, Slack can be an effective tool for scheduling regular check-ins and updates. Specific channels can be created for different projects or teams, allowing for targeted and organized communication. Integration with tools like Google Calendar can automate reminders for meetings or deadlines. On Discord, voice channels can facilitate quick verbal updates or brainstorming sessions, promoting a more conversational and engaging approach. Discord's screen-sharing feature could be used for visual presentations, ensuring a shared understanding of complex topics. Utilizing Slack and Discord in these ways aligns with the need for clear, multi-modal communication, fostering a connected and informed remote team.

Borrowing from Agile methodology, the team can have “daily standups.” These are daily short meetings, no longer than 10 minutes, to discuss progress and identify blockers. While these meetings are short and virtual, it allows the team to build a cadence so the work moves along. Having everyone on camera helps with building connections.

Connection is key. Although it is more difficult to connect at a human level through a monitor, it is possible. The first step is to learn more about each other. A simple method is to go around the call with a prompt or a few giving equal time and attention to vocal members as well as the quiet introverts. Keep cameras and mics on to maximize listening. Encourage clarifying and supportive questions. Seek common ground and shared passions and experiences. Humans naturally connect. It just takes a little more deliberate effort online.

Avoiding multi-tasking is key to driving a listening first culture. It’s not possible to be effectively listening while typing an email on another topic. Also it’s not respectful to the persons on the call who are listening and driving the conversation. Either take the call and be present for your colleagues or finish the other work, but doing both jobs simultaneously is doing half the job for each one.

Slack is a versatile tool that can be used to build rapport and trust within remote teams. By utilizing channels and direct messages, you can maintain both professional and informal communication. You can create channels dedicated to celebrating achievements, where team members can acknowledge and praise each other's accomplishments. Virtual coffee breaks or social hours can be organized within Slack using video call integrations, enabling casual conversations that go beyond work topics. Custom emojis, gifs, or reactions can add a personal touch and lighten the conversation. Polls or icebreaker questions can be used to encourage engagement and fun interactions.

Building Rapport & Trust Remotely Appreciation: 1. Acknowledgement: Let's cheer for everyone's contributions. 2. Interest: Dive into their personal narratives and victories. Support: 1. Encouragement: Boost their morale. 2. Assistance: Stand by their side when they seek advice. Connection: 1. Socials: Organize virtual coffee catch-ups and game nights. 2. Informals: Use fun icebreakers to create a relaxed atmosphere.

Remember that not all colleagues are equally comfortable speaking up in group calls. Sometimes it can be an effective way to bring a more passive person into the conversation by referring to something that person has said and paying them a compliment. “That reminds me of something Swati told me recently about client X who raised a similar objection and how she was able to overcome that. Swati, do you want to share what you told me about your conversation with client X?”

Embrace Diversity: 1. Learn: Get to know the cultures and backgrounds of your team. 2. Adjust: Fine-tune your communication to prevent misunderstandings. Feedback: 1. Seek: Regularly ask for ways to improve. 2. Give: Provide constructive guidance for shared growth. Remember, diversity is our superpower, and feedback is our secret weapon. Both are key to enhancing and elevating remote teamwork.

Weekly 1:1 Meeting with your Manager. - This is critical. Use the time to catch up, this is your time to talk about anything and vice versa. - Cover off on your project list, give visibility to what your working towards, and challenges you’re facing and ask for guidance and direction. Working remote, if you don’t bring it up how is your Manager to know what your facing. - Turn on your camera and talk face to face with your colleagues. Stay connected with people. Grab coffee time on Teams. These things helped me and continue to help. I hope this gives you an idea or two.

When a conflict or point of confusion arises, pause before reacting and focus on two mindset shifts: Assume the best intent. If you approach the situation assuming that the team member did not intend to harm you, the conversations go much smoother. Rather than feeling attacked, they will feel respected, getting you to the root of the issue more quickly. Approach with curiosity. Ask the team member about their thought process or the motivating factors that led to their decision or action. This approach opens up communication and may reveal new information that could be helpful to the whole team. It also breeds trust rather than defensiveness.

We tend to make everything so much more complicated than it needs to be. We don't need a complex set of tools in order to communicate. Just DO IT! Pick up the phone instead of send an email. If parts of your team are off shore, call them when they are working. You would be surprised how much that shows your are committed to their success when you are calling someone at 3 am your time.

Lead by Example: If you want to foster a culture of open communication, you must be open yourself. This means being transparent about company updates, openly sharing your thoughts and ideas, acknowledging your mistakes, and actively seeking feedback. For instance, after a project completion, you might say, "I appreciate everyone's hard work on this project. I think there were a few hiccups with our coordination this time. I take responsibility for not setting clearer expectations at the beginning. I welcome your thoughts on how we can improve our project management process for future campaigns." This not only shows your willingness to improve but also invites others to share their perspectives.

Use Clear and Concise Language: Instead of saying, "Can someone look into the recent customer feedback?" you might say, "Can Sarah from the customer success team compile and analyze the customer feedback received in July and present key findings in our next team meeting on August 15th?" The second version makes it clear who is responsible for what task and by when, reducing the chance of misunderstandings.

Expressing to the team "What does done look like?" Is also important to alleviate the frustration of multiple iterations of a project or task. Thank you Brene Brown for that tip. It has been extremely helpful as I lead my remote teams. (or really any team)

Manage Conflict effectively: It is inevitable that conflicts will arise in CFTs due to the diverse nature of the teams involved. Cross-functional Teams will go through the stages of forming, storming, norming, performing and adjournment. In the storming stage, conflicts are most likely to occur due to limited clarity on scope or scale of work involved, as each team asserts its dominance over the others. For Managers, it is hence important to adopt a situational leadership paradigm and manage such conflicts using any of the strategies involved - mediation, collaboration, compromise or accommodation - as per the situation. Effective and smooth resolution of conflicts is hence critical to iron out differences and enable smooth working of CFTs.