The 7 Commandments of Remote Workplace Communication

Coolpo AI Huddle 2022-09-07 20:16:47



How to Maintain Good Communication and Its Importance in a Remote Work Environment



The workplace has changed a lot in the past few decades. In today’s digital world, remote work is on the rise, with more and more companies choosing to implement meeting cameras, telecommuting, and other remote strategies. But with this freedom comes a greater need for communication and collaboration; it’s no surprise that so many people are asking: what are the best ways to make remote communication work? How can you keep your team productive when they can’t see each other all day? These are some of the challenges that remote work poses and how you overcome them.


If you’re reading this, you probably already have (or will have soon) remote workers in your team. Maybe even all of them! This article will show you not just why but also how to make sure they stay productive when working from home or another coworking space.


Communicate Effectively

Communication is the foundation of any team. It’s how everyone gets the information they need to do their job, solves problems, and creates new ideas. However, given the fact that remote teams are often less able to see each other in person, they should communicate in an effective manner. Communicating effectively during meetings or consultation in a remote work situation goes beyond using words, it means you should consider these things:


· Be concise and clear with points – It means that you should eliminate unnecessary words and phrases and often use an active voice.


· Adjust your posture – Proper posture can make you alert which enables you to finish tasks without complaining about your back, connect with your co-workers easily, and present in the moment.


· Include emojis and images if necessary – Adding emoticons and images in your messages especially if it is for your boss, can save you from being misunderstood in your tone and that you are being sarcastic or mad when you are not.


· Think Critically – Before you react to the message you receive from your boss or colleague, consider first the words they used and how they deliver them. When you are still bothered, try to clarify it to them.


Hold Effective Meetings

If you’re used to having daily standup meetings in an office, you might be wondering how you’d be able to keep them going remotely. It’s true that distance can make it a lot harder to get everyone in the same room. But it’s also true that there are lots of ways to make remote work meetings effective. There are plenty of different apps and tools that can help you do standups remotely. And there are also a few tried-and-true methods that can help you keep them going, even if you’re working across oceans. If you’re working with a big distributed team, you might want to try a “global daily” or maybe consider subscribing to Zoom. This is a special kind of standup meeting that can help bring a team together, even if they’re all in different time zones. This can make it easier to keep everyone on the same page, even if they can’t actually meet in real life.

Use a Video Conferencing Tool

Video conferencing is one of the most efficient ways to stay in touch with remote coworkers. It allows you to see the faces of the people you’re talking to, a group framing feature—which can help you stay connected and make you feel like you’re in the same room. There are lots of different video conferencing tools to choose from such as a video conference camera or any meeting camera, so you’ll want to think about what is most important to you when choosing one. You can go with one that’s more general and offers more features like a 4k video conference camera or an AI conference camera, or you can go with one that’s really specialized and just focuses on one specific feature, like team collaboration or screen sharing. Whichever you choose, make sure it’s easy to use and that your team knows how to use it. Visit this site if you wish to learn more.


Establish Shared Workspaces

Even if you work at an entirely virtual office, you might want to try to bring some aspects of the physical space into the virtual one. One of the most important ways to do that is to find ways to create shared workspaces in your virtual office. This can help people feel like they’re part of a physical team even when they’re working remotely. It can also make it easier to stay connected to each other. You can try things like creating a shared calendar where you list your upcoming meetings, events, and deadlines. You can also try hosting a digital whiteboard where you can collaborate on ideas with your team.

Provide Screening & Broadcasting Tools

Sometimes, you might have to have a meeting with someone who’s not on your team. Maybe it’s a client or someone from another department at your company. In these cases, you might need to use a screen-sharing tool to share your screen with them. These kinds of tools can also be super helpful if you want to broadcast something to your team. Maybe you want to share a new process with them. Or maybe you want to show them how to use a new software tool. A screen-sharing tool can make it easier to share what you want people to see.

Provide Good Equipment

We’ve talked a lot about how important it is to create shared workspaces in your virtual office. But another important part of creating a physical space is providing good equipment. This can be especially important if you have remote workers who are also remote customers. You want to make sure that both of them feel welcomed and comfortable in your virtual office. Some specific equipment you might want to look into providing for your virtual office includes a good sound system, a comfortable desk chair, a noise-canceling headset, or a 360 conference camera. These things can all make it easier for your team members and customers to feel comfortable and productive.

Schedule Check-in Meetings

In addition to meetings you might have with external stakeholders, you might also want to have regular check-in meetings with your team members. These can help you stay connected with your team members, make sure they know what they’re working on, and give you a chance to ask them questions you might otherwise miss. They can be especially useful if you’re managing a distributed team that might be hard to stay connected to otherwise. These meetings can also help make sure that remote work is working. They can offer you a chance to get feedback and make sure that your team is happy, productive, and feel supported. If you’re working with a distributed team, make sure these meetings are happening regularly and that they’re happening the way you want them to.

Conclusion

Remote work is here to stay. From 2020 up to this day, almost 50% of the American workforce is working remotely. With that in mind, it’s important to make sure that your team is as productive as possible—even when they’re not in the same room. We’ve talked about the 7 Commandments of Remote Workplace Communication: Communication is the foundation of any team; Hold effective meetings; Use a video conferencing tool; Establish shared workspaces; Provide screening & broadcasting tools; Provide good equipment, and schedule check-in meetings. These are important ways to make sure that remote work can actually work and maintain good communication in a remote work environment.

Does your company need new technology to help facilitate video conferencing? Are you interested exploring AI-integrated devices such as our meeting camera for your next online conference? We have online meeting tools to assist you. Book a demo with us today to learn how our experts can help you!