Be Attentive and Flexible
When it comes to effective remote communication, a kind attitude goes a long way.
Here are a couple of examples of best practices to make everyone’s lives easier:
Show empathy and consider other people’s feelings.
Ask open-ended questions, accept that some people will think differently than you. Encourage them to share how they formulated their opinion on any given topic.
When speaking, take time to ask if anyone has any questions about what you’ve said, and if so, give your listeners a few minutes to think things through.
A good trick is to repeat the word “elephant” five times in your head to give the person you’re speaking to adequate time to think.
Try to pay attention to non-verbal communication: silences, sighs, nervous movement, or a lack of response.
If necessary, reformulate a request using the SMART method to check understanding.
E.g., “If I understand correctly, you’d like me to (…) before the (…) in order to (…) for our client, is that right?”
How is this specific to remote working? Everything you’ve said is true in general, isn’t it?
Yes, of course! And all the more so when you’re working remotely and not all in the same office.
Through a Screen or on the Phone
You may struggle to hold the attention of your colleagues or clients for as long as you would in person, or even find it hard to stay focused yourself. Maybe you’re not seeing the spontaneous elements of communication: a smile, a furrowed brow, a look of disapproval, etc. You miss out on all of this if you’re not paying attention.
If you’re presenting something visual, before, you would have done this from the office with a big screen or a projector, and your audience would have been able to see everything clearly. Distance makes this harder, as you’re not in charge of everyone else’s visual tools. Some may be using a very small screen or, in the worst-case scenario, following the meeting from their phones.
What can I do about this?
Check your equipment beforehand, if possible.
Disable notifications, especially if you’re sharing your screen.
Work to establish rapport with the other people in your meeting.
Smile! You look fantastic when you smile!
Keep it brief and use simple, direct language.
Speak a little more slowly than usual.
Take notes. You’ll be less tempted to look at your phone.
Don’t speak over someone else.
Flag when you want to say something in the chat, or raise your hand.
In Writing
Remote working can often lead to a marked increase in email communication and much longer messages, leaving everyone lost in a sea of updates. This leads to an overloaded inbox that is harder and harder to keep on top of. Remote working calls for concise written communication to ensure you’re being understood.
So how should I be writing my emails, then?
Select an Appropriate Subject
Start by pinpointing the desired action: it could be an invitation, getting something approved, or sharing information. Only flag as urgent any emails that truly are. Keep your subject line short (five to seven words) and concise. It could be the name of a project or a client.
Word Your Message Carefully
Go straight to the point with precise facts and short sentences, putting the key information in bold. This way, your readers will be able to rapidly scan the content and only read it in detail if they need to. Again, the SMART method will help you here.
Be Courteous
Retain polite greetings and sign-offs, and re-read your emails to check for errors or typos. Don’t use text slang and avoid abbreviations whose meanings may not be clear.
Don’t Forget the Attachment 😏
Emails can generally carry up to 25 MB of data. Beyond that, use WeTransfer or Dropbox, if your company allows them.
Take Time to Think
Don’t reply to emails too quickly, especially not to ones that have gotten under your skin. Sleep on it! 😎 If you need to ask a question or raise a problem, consider whether you might be able to put forward a couple of potential solutions.
Consider Your Channel of Communication
When selecting a channel of communication, ensure it meets these two key criteria: achieving your goal and optimizing your time.
For instance, if you want to communicate specific information, a written channel is best. If, however, you want to bring someone around to your way of thinking, it would be better to have a conversation. If you’re interacting with someone who is facing a problem, being able to see them will help you pick up on any emotional signals.
Let’s Recap!
Remote working can add a layer of difficulty when it comes to communication, leading to the loss of non-verbal communication and a tendency to send more emails. Communicate with kindness, showing empathy and flexibility.
To communicate effectively, select your channel of communication according to what you want to accomplish. Written channels are best for sharing information, and face-to-face is better for building rapport.
In both spoken and written communication, express yourself clearly and concisely, choosing your words carefully to avoid any misunderstandings.
Now you’ve mastered communication, let’s get ready to work as part of a remote team.
