Communication can be challenging, and in the context of remote work, the difficulties are amplified.
Throughout my two decades of work experience, I have had the opportunity to collaborate with remote teams in every company I have been a part of. Whether it was a multinational corporation or a small startup, the dynamics of remote work have been consistently present in my professional journey. This firsthand experience has allowed me to witness the various challenges and successes of remote team collaboration.
While there is an abundance of evidence showcasing the advantages of remote work for both employers and employees, it is also important to acknowledge that it doesn't always work seamlessly. However, I'm not here to debate whether remote work is good or bad. The topic of working remotely correctly is multifaceted and cannot be covered in a single article. It encompasses various aspects related to the company, such as its values and culture, as well as the leadership's mindset and their approach to remote work. It also involves managers who set goals and expectations, and individual contributors who need to communicate effectively, manage expectations, and align their efforts.
In essence, the tips I discussed in my previous articles, such as "Be Simple and Clear," "Know Your Audience," "Allow Uninterrupted Expression," "Withhold Unsolicited Advice," "Respect Different Perspectives," "Practice Empathy," "Avoid Interruptions," "Avoid Making Assumptions," "Build Rapport," and "Show Appreciation and Support," are not only applicable in a remote setting but are even more important than in an in-person setting.
Therefore, my original plan was to discuss successful communication in a remote setting once I covered all the fundamentals of communication. However, since there are readers who specifically want me to address this aspect, I will share four quick tips for improving communication in remote video meetings, which you can immediately apply in a remote setting.
1. Be Present:
In this article, I talked about how many individuals, including myself, have fallen into the trap of perceiving listening as simply waiting for our turn to speak, which means we may not pay attention when others speak. This tendency can be amplified in video meetings, where there are more distractions at home and the temptation to multitask on your computer can make it even more challenging to concentrate when others are speaking. It is crucial to resist the temptation to multitask and make a conscious effort to be fully present in meetings.
Research has shown that our brain is not designed to handle multiple tasks simultaneously with equal efficiency. While multitasking may give us the illusion of increased productivity, it often leads to decreased performance, more errors, and reduced overall efficiency. To combat this, we must focus on actively listening to what others are saying, taking notes, and fully engaging in the meeting.
2. Join Meetings Early:
Arriving a bit early to meetings can be incredibly beneficial. My personal rule is to join one minute before the scheduled time. This extra time allows for a quick chat with colleagues, providing an opportunity to connect on a personal level. People love to talk about themselves, so engaging in small talk about their interests or experiences can help build relationships. For example, you can ask your colleague about their recent vacation or how their family is doing. By showing genuine interest, you not only foster connections but also create a positive and collaborative atmosphere. Additionally, developing the habit of joining meetings a bit earlier ensures that you are never late, which demonstrates professionalism.
3. Ask for Clarity:
Have you ever found yourself feeling lost during a video meeting, unsure of what your boss just said? You scan the little windows on the video conference software and notice that others seem equally puzzled, yet no one asks questions or says a word. You hesitate to speak up, fearing that others might think you're not smart enough to understand. However, the question continues to occupy your mind. Sound familiar?
Now, imagine the same situation, but this time, one of your colleagues finds the courage to ask, "Excuse me, boss, can you repeat what you just said?" In that moment, you feel relieved, and you can't help but admire the courage of that colleague. You thank them wholeheartedly, and you notice that other team members look relieved as well. And that colleague becomes the hero of that instance.
When you find yourself not fully understanding what someone said, chances are, someone else feels the same way. It's perfectly acceptable to ask for clarification instead of worrying about how others perceive you. By seeking clarity, you not only address your own confusion but also improve the understanding of the entire team. You never know what crucial information you may have missed and how it can impact your work.
4. Recap:
Recapping is a powerful tool for making any meeting more effective, and it becomes even more important in a remote setting. Have you ever been in a situation where you left a meeting unsure of what was discussed or the decisions made? Or maybe you assumed someone else would follow up, only to realize later that there was confusion. To avoid this, it's crucial to recap the meeting.
For longer meetings with multiple decisions and action items, sending a recap email is the best approach. It ensures everyone is on the same page and provides a written record. In shorter meetings with simpler decisions, a quick verbal recap at the end or a summary in a group chat will do the job. Overcommunication is key in remote work, so feel free to recap in multiple ways like an email, verbal summary, or group chat.
By taking the initiative to recap at the end of the meeting, sending a recap email, and sharing it in the group chat, you become the recap champion of the meeting. You ensure that everyone is informed, aligned, and empowered to move forward. So, embrace the role of the recap champion and make it a habit. Your team will appreciate your clarity and proactive approach, and you'll contribute to a culture of effective communication in the remote workplace.
Conclusion:
Effective communication in a remote work environment requires intentional effort and the mindful application of fundamental communication principles. Video meetings are one of the most common activities in remote work. By being fully present in meetings, joining early to foster personal connections, asking for clarity when needed, and providing recaps to ensure understanding and accountability, we can enhance communication effectiveness within remote teams.
Remote work offers endless possibilities and benefits, but it also presents unique challenges. However, with a proactive approach and a commitment to effective communication, we can overcome these challenges and create a collaborative and productive remote work environment. Remember, good communication is vital for any team, and by nurturing it in remote video meetings, we can achieve great results and build strong connections, even when we are physically apart. Let's embrace these tips and elevate our communication skills to thrive in the world of remote work. Stay tuned for more insights and practical tips on improving workplace communication.
References:
Rosen, C. (2008). The Myth of Multitasking. The New Atlantis, 20, 105–110. http://www.jstor.org/stable/43152412
Mark, G., González, V.M., & Harris, J. (2005). No task left behind?: examining the nature of fragmented work. Proceedings of the SIGCHI Conference on Human Factors in Computing Systems. https://ics.uci.edu/~gmark/CHI2005.pdf