Communicating Effectively While Working Remotely
Communication is the foundation of good remote work. Preferably, we would all be doing our communication in person. But, that isn’t the case. With the Movement Control Order in Malaysia, companies are forced to work remotely from home so businesses can continue to run while ensuring the safety and health of their workers. It is no easy task to create a workplace that promotes an engaged and productive environment while being in the comfort of their homes.
The best teams are made up of many different personalities and skills. Many of us employees rely on in-person interactions to get the job done. When the team is far apart, it can be difficult to continue working effectively as these differences can cause a communication breakdown. Although it isn’t an easy task, the good news is that teams can learn how to work together efficiently!
Here are a few tips to communicate effectively while working remotely:
1. Keep your writing clear and concise
As most communication will be via text or email, be more direct and straight to the point while avoiding using redundant words or phrases. This is to avoid unnecessary confusion or miscommunication.
2. Learn, adapt and improvise
We all have different preferences when it comes to communication. Learn about your colleagues' preferences and try to accommodate where possible. We have to be sensitive to the needs of our team as when our co-workers feel like they’re being heard, it will lead to a happier team.
3. Designate tools specific for communications
This is to create a more organised work environment. For example:
Quick interactions, questions, and side convos on work chat via Slack.
Formal requests on email.
Urgent matters on a phone call or personal chat apps like Whatsapp.
Interviews, live training sessions and conference calls on video chat.
Also, be sure to keep track and record everything discussed in meetings. This is to ensure that everyone is on the same page and up to date with what is going on.
4. Be mindful and proactive with your team
Without seeing your colleagues daily, it’s easy to take normal communication for granted. It is important to make sure no one feels left out. Seemingly small gestures like checking in with your team on what’s going on in their life from time to time can go a long way.
Try to adapt your communication to who you’re speaking with. Remember, there is no use in blaming anyone if miscommunication occurs while working remotely. Ask for help or feedback if you’re unsure of something.
5. Have casual interactions
It’s scientifically proven that small talk improves productivity levels, whether it’s a lunch break or bumping into colleagues around the office.
Therefore, whilst working remotely, a team should have a separate chat room that’s open 24/7 for team members to simply chat during their breaks. To avoid distractions, you can set some ground rules.
The purpose of the room is for the team to have the necessary small talk, get help, ask questions or just blow off some steam.
