Making Communications Work in a Global, Virtual Office

September 8, 2017

In today’s business world, you never really know where your employees are working. Years ago, I started working for a software company after four years at a traditional health care company. When I was given my laptop and instructions on how to log in virtually, I thought, “This is great! I can work from anywhere!” Flash forward a few months, and my tone changed a bit. “Great…now I’m expected to work from anywhere at any time.”

But eventually, I got used to it – and I started to see the benefits of access from anywhere at any time. As an internal communications team member, I experienced first-hand the challenges of the virtual workplace. Working from a distance, adjusting for time zones, having team members scattered around the world – these were all factors that made communications difficult, if not impossible at times.

Communication between colleagues happens primarily via email and conference call. Face-to-face team meetings are quickly becoming a rare occurrence. Because of this lack of personal interaction, messages can be misunderstood, projects can be delayed, and your inbox explodes.

There are ways to manage these issues, but it takes planning, scheduling and sometimes, restraint. Schedule team meetings on a regular basis, and whether by conference call or conference room, be sure to solicit feedback from everyone on the team. Think about the content of your message – sure, an email may be the fastest route to blast information to everyone, but is it the most effective? Is there an employee portal that can be used for regular updates and non-urgent messages? Can that same portal track project status and allow team members to access information, rather than getting 20 emails about the project?

For critical issues, don’t rely on email as your main form of communication. Whenever possible, set up a face to face meeting, or use your company’s virtual technology (like Skype, WebEx or alike), or pick up the phone. The most powerful communication (read: connection) you can make is with your voice, so use it.

The communications challenges of the business world are not going to change. There will always be time zone differences, there will always be someone traveling, there will be language barriers…and there will be email. Lots and lots of email. It’s up to the communications team to find the best way to get the message out without it getting lost in an inbox.

Author: Robin Imbesi

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Eight Work-From-Home Etiquette Tips

Eight Work-From-Home Etiquette Tips

Whether telecommuting is old hat or something you’ve been forced into as part of the COVID-19 shutdown, here are a few tips to make the experience run smoothly for both employers and employees.

Managing expectations

Successful work-from-home strategies always begin with clearly communicated expectations. Make sure your employees have any necessary equipment, tools and resources. Will they need to track their time? Participate in regularly scheduled meetings? Be available at certain times of day? For employees, know what you’re accountable for and clearly communicate any challenges you’re having.

Constant communication

Keep the lines of communication open and be accessible. Check in with employees regularly through apps like Slack, Microsoft Teams, Google Hangouts and Skype, or even an old-fashioned email or phone call. Be genuinely interested in how they’re doing but don’t overdo it. Foster a feeling of trust by not micromanaging.

Nine to five…ish

While having a daily schedule is ideal, it may not always be practical right now. Make sure your people know when you need them to be available and try to offer flexibility at other times. They may be juggling school schedules as well as work schedules and working at “off-shift” times may be necessary. Be mindful of employees in different time zones as well.

For employees, try to work when you’re at your best, and not when you’re exhausted by kindergarten playtime and fourth grade math. Make sure people know if you will be unavailable at certain times.

Taking a break

Getting up and moving clears the head and helps with creativity and problem-solving. Whether it’s a walk around the block or a break for lunch, make time to get away from your desk throughout the day.

Signing off

Working from home does not mean being available 24/7. Set an actual end to the workday if possible. Don’t send and respond to messages at all hours. Sign out of messaging apps and close work programs. Understand and respect these boundaries.

Location, location, location

When setting up a home office, think about where you will have the fewest distractions – for yourself and for those who may be seeing you and your background on a video conferencing platform. Try to avoid busy spots that may include semi-clad people walking behind you, barking dogs and kids vying for your attention.

Conferencing and calls

Be clear about whether you expect people to turn on their cameras during meetings. If so, be clear about how they should be dressed. During calls, mute your phone when you’re not talking to avoid background noise. Headphones can also help with call quality. When speaking, pause frequently so others can participate in the conversation.

Social engagement

It’s ok for managers and employees to have some down time together, which may help ward off feelings of isolation. Keep up your normal level of interaction, perhaps with a virtual coffee break or happy hour. Managers should set the tone for how casual to be. Let employees choose what they would like to share, and never pry into areas that were off-limits before.

Author: Erin Alderfer