Virtual Teams, Real Communication: Techniques for Successful Remote Work

by Shabbir Ehram | Corporate Trainer

The world has experienced a massive shift in the way we work and communicate, accelerated by the rise of globalization, freelancing, digital nomad lifestyle, and COVID-19 pandemic. Remote work and virtual teams have become the norm, and it is highly likely that this trend will continue in the future. While virtual teams offer various benefits, including flexibility and accessibility, effective communication remains a critical challenge. According to surveys conducted by Owl Labs and Buffer, a majority of remote workers report communication-related issues as their biggest challenge.

In this globalized, digital nomad landscape, it is essential to adopt effective communication strategies that are tailored to virtual teams. With team members spread across different locations, communication barriers such as time zones, language, and technology can hinder effective communication. In this blog, we will explore some effective strategies for communication in virtual teams that can help overcome these challenges and achieve project goals.

Virtual teams are becoming increasingly common, with team members working from different parts of the world, different time zones, and different cultures. The digital nomad lifestyle, enabled by the internet and globalization, has made it possible for people to work from anywhere and collaborate with colleagues from around the world. While this trend has brought many benefits, it also presents challenges for effective communication in virtual teams.

According to a survey conducted by Owl Labs, 84% of remote workers experience communication-related issues. These issues include difficulty in keeping track of information, lack of face-to-face interaction, and cultural differences. Similarly, a survey conducted by Buffer found that 20% of remote workers listed communication as their biggest challenge. These challenges can lead to decreased productivity, miscommunication, and misunderstandings, which can impact the success of virtual teams.

Corporate examples of effective communication strategies for virtual teams:

Buffer, a social media management platform, has implemented a “remote-first” approach to communication. This means that all communication is done through virtual channels, such as Slack or Zoom, even for employees who work in the same physical location. This approach ensures that all team members have access to the same information and fosters a culture of inclusivity.

Automattic, the parent company of WordPress, has a “Meetup” program where team members from different locations can come together in person for a week of collaboration and bonding. This program helps to build relationships and trust among team members, leading to more effective communication in virtual settings.

Zapier, a web automation platform, has implemented a “remote work guide” that outlines best practices for effective communication in virtual teams. The guide includes tips such as using video for important meetings, using a common project management tool, and setting clear expectations for response times.

InVision, a digital product design platform, has a “virtual watercooler” program where employees can gather online for non-work-related conversations. This helps to build relationships and foster a sense of community among team members, leading to more effective communication in virtual settings.

GitLab, a software development platform, has a “handbook” that outlines all company policies and procedures, including communication guidelines for virtual teams. This handbook ensures that all team members are on the same page and have a clear understanding of how to communicate effectively in a virtual environment.

In virtual teams, communication is critical for collaboration, productivity, and project success. With team members spread across different locations, communication barriers such as time zones, language, and technology can hinder effective communication. In this blog, we will explore some effective strategies for communication in virtual teams to overcome these challenges and achieve project goals.

Remote Workers’ Challenges

1. Choose the right communication tools: The right communication tools can make a significant difference in virtual teams. From email to instant messaging, video conferencing, and project management software, selecting the right tool is essential for smooth communication. It is essential to choose tools that align with the team’s goals and requirements. For example, if the team needs to collaborate on documents, a cloud-based document management system, such as Google Docs or Microsoft Teams, would be ideal.
2. Establish communication norms: Clear communication norms can help overcome communication challenges in virtual teams. Communication norms set expectations and rules on how and when team members communicate. Norms can include responding to emails within a certain timeframe, using a specific communication tool for specific messages, or scheduling regular check-ins with team members.
3. Schedule regular check-ins: Regular check-ins are crucial in virtual teams to ensure that everyone is on the same page. Depending on the project’s nature and team availability, check-ins can be scheduled daily, weekly, or monthly. Video calls, phone calls, or instant messaging can be used for check-ins.

Benefits of Virtual Teams

1. Use video conferencing for important meetings: Video conferencing is essential for important meetings, such as project kick-off meetings or status update meetings. Video conferencing enables team members to see each other’s facial expressions and body language, leading to better engagement and rapport. Video conferencing also ensures everyone has a clear understanding of the project’s goals and objectives.
2. Be clear and concise: Clear and concise communication is essential in virtual teams. Avoid using jargon or ambiguous language that team members may not understand. Use direct, simple language, and be specific about what you need or expect from others. Summarize key points at the end of messages or meetings to ensure everyone is on the same page.
3. Practice active listening: Active listening is critical for effective communication in virtual teams. When someone is speaking, avoid multitasking or interrupting and give them your full attention. Ask questions to clarify any points that are unclear, and restate what you’ve heard to ensure understanding. Practicing active listening can build trust and foster better communication within the team.

Online meetings have become an essential part of virtual teams, but they can sometimes feel impersonal or disconnected. However, there are several strategies you can use to win hearts in online meetings and build positive relationships with your colleagues.

1. Be Present and Engaged: The first step to winning hearts in online meetings is to be present and engaged. Show up on time, be attentive, and actively participate in the meeting. Make sure your camera and microphone are working correctly, and avoid multitasking or getting distracted during the meeting. By being present and engaged, you show that you value your colleagues’ time and contributions.
2. Use Visual Aids: Visual aids such as slides, graphs, or diagrams can help to make your presentation more engaging and memorable. They also help to break up the monotony of staring at a screen and keep your colleagues’ attention focused. Use visual aids strategically to highlight key points or to illustrate complex ideas.
3. Show Empathy and Understanding: In virtual meetings, it can be easy to misinterpret tone or body language, leading to misunderstandings and conflict. To win hearts in online meetings, show empathy and understanding towards your colleagues. Listen actively, ask questions, and acknowledge different viewpoints. If you disagree with a colleague, do so respectfully and without attacking or dismissing their perspective.
4. Be Positive and Enthusiastic: Positivity and enthusiasm can be infectious, even in virtual meetings. By bringing a positive attitude and energy to the meeting, you can inspire and motivate your colleagues. Use humor, praise, and encouragement to build rapport and create a positive meeting environment.
5. Follow Up and Follow Through: To win hearts in online meetings, it’s essential to follow up and follow through on your commitments. If you promised to send an email or provide additional information, make sure you do so promptly. Following up and following through shows that you are reliable and dependable, which can help to build trust and respect among your colleagues.

Why people may struggle with online meetings?

1. Technical Difficulties: Technical issues such as poor internet connection, audio or video problems, or software glitches can make it difficult to participate in online meetings effectively. When people are struggling with technology, they may appear distracted, unengaged, or even rude, which can create a negative impression on their colleagues.
2. Lack of Preparation: Without the structure of an in-person meeting, it’s essential to be prepared for online meetings. Lack of preparation can result in disorganized and rambling presentations or discussions, which can waste time and cause frustration among colleagues.
3. Multitasking: Online meetings can be tempting to multitask, but it can hinder effective communication and engagement. Multitasking can make it difficult to follow the conversation, and it can also come across as disrespectful or uninterested in what others are saying.
4. Poor Communication Skills: Online meetings require different communication skills than in-person meetings. It’s essential to be clear, concise, and engaging when communicating online. Poor communication skills can result in misunderstandings, confusion, or boredom among colleagues.
5. Lack of Engagement: Online meetings can be less engaging than in-person meetings, and it can be easy to lose focus or disengage from the conversation. Lack of engagement can create a negative impression on colleagues, as it can come across as disinterest or lack of commitment to the team’s goals.

DOs:

1. Test your technology: Make sure your internet connection, microphone, and webcam are working correctly before the meeting. Check the meeting link and software beforehand to avoid any technical difficulties.
2. Be on time: Just like in-person meetings, punctuality is essential in online meetings. Make sure you log in on time and are ready to participate when the meeting starts.
3. Be prepared: Prepare for the meeting by reviewing the agenda, taking notes, and having any necessary documents or materials ready to share.
4. Engage actively: Listen carefully, ask questions, and provide feedback to actively engage in the meeting. This shows that you’re interested and invested in the discussion.
5. Be respectful: Treat others in the meeting with respect by avoiding interruptions, being courteous, and listening actively. This will foster a positive and productive meeting environment.

DON’Ts:

1. Don’t multitask: Avoid checking emails or browsing the internet during the meeting. This shows disengagement and can distract others in the meeting.
2. Don’t interrupt: Allow others to speak without interrupting, and take your turn to speak when appropriate. Interrupting can disrupt the flow of the meeting and cause frustration among colleagues.
3. Don’t speak over others: Speaking over others can come across as rude and disrespectful. Wait for others to finish speaking before contributing to the conversation.
4. Don’t be unprepared: Failing to prepare for the meeting can lead to disorganization, confusion, and wasted time. Make sure to review the agenda and have any necessary materials ready beforehand.
5. Don’t get distracted: Stay focused on the meeting and avoid distractions such as background noise, phone calls, or other interruptions. This shows respect for your colleagues and helps to keep the meeting productive.

Misunderstandings and Delays Due to Poor Communication

Acme Technologies, a software development company, has been operating remotely since the pandemic. Despite the initial challenges, the company successfully adapted to the remote work model. However, poor communication practices have led to several misunderstandings and delays in recent months.

For instance, the product development team was working on a new feature for a software product. The project manager assigned tasks to team members through email but failed to follow up on their progress regularly. One team member misinterpreted the instructions and worked on the wrong aspect of the feature, causing delays in the project timeline.

In another instance, the HR department sent out an email regarding changes in employee benefits, but the email was not read by several employees due to the overwhelming number of emails in their inbox. As a result, some employees missed out on the updates, causing confusion and frustration.

Acme Technologies needs to establish better communication channels and protocols to prevent further miscommunication. The company could implement regular check-ins, status updates, and follow-up meetings to ensure that everyone is on the same page. Additionally, the company could explore the use of collaboration tools such as project management software, instant messaging, and video conferencing to improve communication among teams.

Unprofessional Behavior in Video Conferences

Bright Futures, a non-profit organization, has been operating remotely since the pandemic. The organization has successfully adapted to the remote work model, but there have been instances of unprofessional behavior during video conferences, causing disruptions and loss of productivity.

During a recent team meeting, one employee repeatedly interrupted and talked over their colleagues, causing frustration and anger among the team members. Additionally, several employees have been multitasking during meetings, such as checking emails or browsing social media, causing distractions and loss of focus.

To address these issues, Bright Futures needs to establish clear guidelines for video conferencing etiquette. The company could provide training on how to speak and listen respectfully, eliminate distractions, and participate effectively in meetings. Additionally, the company could implement measures such as recording meetings or conducting post-meeting surveys to monitor employee behavior and improve communication practices.

To promote a positive remote work culture, Bright Futures could also organize virtual team-building activities and social events to improve employee engagement and collaboration. By doing so, the organization can establish effective communication practices and maintain a productive remote work environment.

In conclusion, effective communication is essential for virtual teams to thrive in remote work settings. By following the strategies we’ve discussed in this blog, virtual teams may overcome the challenges of remote work and achieve success.

Remember, communication is a two-way street, and it requires effort and dedication from all team members to make it work. By implementing these strategies, you can build a strong foundation for effective communication in your virtual team, and ensure that everyone is on the same page, even when working from different locations.

If you have any questions or feedback on this topic, feel free to reach out to me at shabbir.ehram@gmail.com. I’m always happy to hear from readers and discuss ways to improve communication in virtual teams. Thank you for reading!