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Maybe it was the everyday use of mobile texting and instant messaging that made us think it would be easy – but the reality for many of us is that workplace communication since COVID restrictions were put into effect is really difficult. It’s not because we’re not used to digital tools. Rather, it’s the total absence of physical contact that has made online communication challenging.
Some of us may have disliked cubicles and in-person meetings, but now that so much of our communication is online, it’s obvious that there were positive aspects to being in a physical office. Maybe the annoying co-worker that used to pop their head over the cubicle to ask questions is not so annoying anymore. Perhaps you miss your manager checking in multiple times a day because, at the very least, someone cared about what you were doing.
Let’s start off by accepting that we’re humans and communicate on multiple physical and emotional levels that just don’t translate well online. In that sense, “going digital” is only part of the process of shifting our communications on the digital plane. The other part is making sure we use techniques to ensure our message is timely, correctly interpreted, and organized so we can follow up.
Virtual communication needs a different strategy
Unlike the digital world, being physically present in the office was a form of communication on its own. Showing up each day, completing work, and attending meetings was a way to show our competence and commitment to our job. Much of that is lost online because without a constant presence or flow of communication, it’s like a person doesn’t even exist.
With that said, we recently posted on social media asking followers to give us some tips for virtual communication they wish they knew prior to COVID. The following list combines their answers with expert communication tips from our podcasts. Used together, you can start putting some of that advice into place today to make sure communications across your team flow smoothly in the digital environment.
Tip #1: Make every meeting count
Is all virtual communication productive? According to a survey conducted by Wrike (an online collaboration and project management company), nearly half of people surveyed believe some of the meetings they attended were a waste of time. That’s not good.
And it gets worse. According to the survey, only 54 percent of respondents knew what action to take following the meeting. And more meetings doesn’t necessarily mean better – 35 percent of people attending more than six meetings a week hate their jobs.
Hate is a strong word. That’s why you should limit attendees to those that would clearly benefit from the meeting. While it’s clear some people hate meetings, others love digital meetings because they are crucial to getting their work done. So with that said, meetings are essential provided you invite the right people.
But most people aren’t clear on how to lead an effective virtual meeting. In addition, make sure to clearly state the purpose of the meeting, communicate that purpose to participants in advance, and have an agenda ready to go before it starts. That way, people will be prepared to ask about actions they can take once the meeting is over.
Tip #2: Choose the right collaboration tools
At best, collaboration tools can help organize projects and delegate tasks. At their worst, they can be confusing, complex, and overcomplicated. On top of that, many have notifications that can stress your team out and cause mental blockages that hamper productivity.
With that said, less is more when it comes to online collaboration tools. Keep your suite of tools lean and use what you already have to cover any needs before buying new software. Also, keep in mind that every collaboration tool has a specific way of organizing workflows. Run a culture fit for your software before you deploy it for everyone.
Tip #3: Mix up your communication mediums
Meetings aren’t always the best way to get a message across – there are many ways to communicate a message, such as chat applications, workflow tools, emails, newsletters, and podcasts.
As both Nancy Duarte and Lindsay Tjepkema suggest, leaders need to be very comfortable with multiple forms of media.
Consider using different options according to the purpose of the communication. If it’s a short series of messages, use a channel in a tool like Slack. Long announcements that don’t require feedback are suitable for email. If the communication has a lot of text that needs to be read, consider a shared document platform where users can add comments. If all you need to do is share a long personalized message, try recording a video and posting it to your workflow tool. If that message doesn’t require video, proceed to #4.
Tip #4: Create a podcast
Podcasts are awesome! They can be easily recorded and distributed through DIY software, and employees can consume them anywhere at any time.
Podcasts are also versatile. You can create episodes for your company on a wide range of topics like workplace announcements, success stories, innovations in your industry, and more. Employees can listen to them on commutes, while stretching during a break, or on the treadmill.
Podcasts are easier to produce than most people think. Since it’s a workplace podcast, there is no need to worry about ownership or monetization (in most cases), so a platform like Anchor is the ideal way to record and distribute your podcast (for free).
Tip #5: Get personal
The digital environment has no cubicles, no lunchroom, and no water cooler. Since we’re humans, we need to find ways to connect on a deeper level for our mental and emotional wellbeing. Here are some ideas to add a human touch to virtual communication that will bring your team together:
- Suggest that everyone turn off “self view” on video apps like Zoom (from Josh Allan Dykstra)
- Bring back “water cooler” chat with digital tools
- Use ice-breaker questions before every meeting to help people shake off extra stress and feel more comfortable
- Hold virtual lunches and breakfasts where people are free to chat about whatever comes to mind
- Use a chat application that lets employees communicate privately
- Ask everyone to use video for every call to increase connectivity (courtesy of Caleb Wright via LinkedIn)
Effective virtual communication is possible on the digital landscape
Communication in the digital workplace will never be the same as in a physical office. That doesn’t have to be good or bad – it’s just different. You can have effective virtual communication that ensures everyone stays connected by leveling up your meeting strategy, choosing the right tools, mixing up your mediums, and adding a human element to every interaction.
Interested in learning more about managing your remote team? If so, then check out a special episode featuring Sahin Boydas – a veteran remote team builder at RemoteTeam.com – on The Digital Workplace Podcast.
Photo by LinkedIn Sales Solutions on Unsplash
Maybe it was the everyday use of mobile texting and instant messaging that made us think it would be easy – but the reality for many of us is that workplace communication since COVID restrictions were put into effect is really difficult. It’s not because we’re not used to digital tools. Rather, it’s the total absence of physical contact that has made online communication challenging.
Some of us may have disliked cubicles and in-person meetings, but now that so much of our communication is online, it’s obvious that there were positive aspects to being in a physical office. Maybe the annoying co-worker that used to pop their head over the cubicle to ask questions is not so annoying anymore. Perhaps you miss your manager checking in multiple times a day because, at the very least, someone cared about what you were doing.
Let’s start off by accepting that we’re humans and communicate on multiple physical and emotional levels that just don’t translate well online. In that sense, “going digital” is only part of the process of shifting our communications on the digital plane. The other part is making sure we use techniques to ensure our message is timely, correctly interpreted, and organized so we can follow up.
Virtual communication needs a different strategy
Unlike the digital world, being physically present in the office was a form of communication on its own. Showing up each day, completing work, and attending meetings was a way to show our competence and commitment to our job. Much of that is lost online because without a constant presence or flow of communication, it’s like a person doesn’t even exist.
With that said, we recently posted on social media asking followers to give us some tips for virtual communication they wish they knew prior to COVID. The following list combines their answers with expert communication tips from our podcasts. Used together, you can start putting some of that advice into place today to make sure communications across your team flow smoothly in the digital environment.
Tip #1: Make every meeting count
Is all virtual communication productive? According to a survey conducted by Wrike (an online collaboration and project management company), nearly half of people surveyed believe some of the meetings they attended were a waste of time. That’s not good.
And it gets worse. According to the survey, only 54 percent of respondents knew what action to take following the meeting. And more meetings doesn’t necessarily mean better – 35 percent of people attending more than six meetings a week hate their jobs.
Hate is a strong word. That’s why you should limit attendees to those that would clearly benefit from the meeting. While it’s clear some people hate meetings, others love digital meetings because they are crucial to getting their work done. So with that said, meetings are essential provided you invite the right people.
But most people aren’t clear on how to lead an effective virtual meeting. In addition, make sure to clearly state the purpose of the meeting, communicate that purpose to participants in advance, and have an agenda ready to go before it starts. That way, people will be prepared to ask about actions they can take once the meeting is over.
Tip #2: Choose the right collaboration tools
At best, collaboration tools can help organize projects and delegate tasks. At their worst, they can be confusing, complex, and overcomplicated. On top of that, many have notifications that can stress your team out and cause mental blockages that hamper productivity.
With that said, less is more when it comes to online collaboration tools. Keep your suite of tools lean and use what you already have to cover any needs before buying new software. Also, keep in mind that every collaboration tool has a specific way of organizing workflows. Run a culture fit for your software before you deploy it for everyone.
Tip #3: Mix up your communication mediums
Meetings aren’t always the best way to get a message across – there are many ways to communicate a message, such as chat applications, workflow tools, emails, newsletters, and podcasts.
As both Nancy Duarte and Lindsay Tjepkema suggest, leaders need to be very comfortable with multiple forms of media.
Consider using different options according to the purpose of the communication. If it’s a short series of messages, use a channel in a tool like Slack. Long announcements that don’t require feedback are suitable for email. If the communication has a lot of text that needs to be read, consider a shared document platform where users can add comments. If all you need to do is share a long personalized message, try recording a video and posting it to your workflow tool. If that message doesn’t require video, proceed to #4.
Tip #4: Create a podcast
Podcasts are awesome! They can be easily recorded and distributed through DIY software, and employees can consume them anywhere at any time.
Podcasts are also versatile. You can create episodes for your company on a wide range of topics like workplace announcements, success stories, innovations in your industry, and more. Employees can listen to them on commutes, while stretching during a break, or on the treadmill.
Podcasts are easier to produce than most people think. Since it’s a workplace podcast, there is no need to worry about ownership or monetization (in most cases), so a platform like Anchor is the ideal way to record and distribute your podcast (for free).
Tip #5: Get personal
The digital environment has no cubicles, no lunchroom, and no water cooler. Since we’re humans, we need to find ways to connect on a deeper level for our mental and emotional wellbeing. Here are some ideas to add a human touch to virtual communication that will bring your team together:
- Suggest that everyone turn off “self view” on video apps like Zoom (from Josh Allan Dykstra)
- Bring back “water cooler” chat with digital tools
- Use ice-breaker questions before every meeting to help people shake off extra stress and feel more comfortable
- Hold virtual lunches and breakfasts where people are free to chat about whatever comes to mind
- Use a chat application that lets employees communicate privately
- Ask everyone to use video for every call to increase connectivity (courtesy of Caleb Wright via LinkedIn)
Effective virtual communication is possible on the digital landscape
Communication in the digital workplace will never be the same as in a physical office. That doesn’t have to be good or bad – it’s just different. You can have effective virtual communication that ensures everyone stays connected by leveling up your meeting strategy, choosing the right tools, mixing up your mediums, and adding a human element to every interaction.
Interested in learning more about managing your remote team? If so, then check out a special episode featuring Sahin Boydas – a veteran remote team builder at RemoteTeam.com – on The Digital Workplace Podcast.
Photo by LinkedIn Sales Solutions on Unsplash
