Create a collaborative work environment across all your teams.
Remote working continues to be on the rise – with 98% of workers expressing the desire to work remotely at least part of the time or more, according to surveys by the social publishing platform Buffer. Here’s five tips to ensure that remote teams have the same level of collaboration as their in-person counterparts.
When In Doubt – Talk It Out
Avoid endless email chains by encouraging teammates to hop on quick calls. These can serve to clarify a point, solve problems in real-time, or offer up a new approach. Sticking only to emails or formal meetings for exchanging information will circumvent impromptu collaborative conversations. Instead, create a culture of ad-hoc collaboration. Furthermore, hearing another person’s voice can foster trust and connection. Mimic the physical workplace, where coworkers can put forth “Hey, you got a second to chat?” or “I have a quick question for when you have a moment” in-person. Employees should be made aware that they should not hesitate to raise a question or put forth an idea.
Be respectful of time and boundaries when proposing an impromptu call. Always supplement the introductory “Got a second to chat?” question with your call objective to avoid unnecessary panic. Accept if they are not available at that time and avoid the ‘this could have been an email’ sentiment by making calls succinct and collaborative. Yet, expect most colleagues to say yes since 40% of remote employees miss spontaneous, in-person meetings with their co-workers, according to Hubspot’s 2022 Hybrid Work Report. These ongoing micro collaborations are a great way to build rapport, connection, and ideation opportunities.
Overcommunicate In Meetings
Nonverbal communication, such as body language and facial expressions, are not easily discernible in remote meetings. Virtual meetings can benefit from adding more structure. Going “around the room” for comments is commonly used in virtual meetings, with the moderator calling out specific individuals for their input. To avoid potential stage fright, the moderator can go alphabetically by name or department. All meeting attendees should verbally share or type in the chat when they agree or disagree with a point, since verbal cues such as nodding or displaying emotions may not always be perceivable. Like in-person conversations, permit silence to let people think.
The benefit of virtual meetings is that everyone has an equal voice. No one is seated at the head of a boardroom table. Use this neutral playing field to inspire all to speak up and feel heard.
Utilize Virtual Communication Tools To The Fullest
Whether emailing, Zooming, Skyping, or Slacking, 45% of workers feel more connected to their team as a result of using digital communication. Utilize all the capabilities of these tools to ensure a highly collaborative environment.
During virtual events, encourage attendees to post questions and comments in the chat. This not only creates inclusivity for those preferring written expression, but also enables tracking questions without interrupting the meeting flow. Beyond sharing screens and typing up notes live, set up a virtual whiteboard to enable all participants to share their thoughts. Poll Everywhere and the reaction feature allow for voting and assessing how attendees feel about specific ideas. Artificial Intelligence will further expand communication tools in the future.
Host Creative Virtual Events
Cultivating a sense of community is essential to a workplace. A study by Gusto revealed that 52% of workers have left a job, or considered leaving, because they felt like they didn't belong. Team bonding activities offer an opportunity to increase social engagement and foster stronger work relationships.
Here’s some ideas to consider:
- Do a virtual trivia event, utilizing the Breakout Rooms feature in Microsoft Teams for trivia teams to strategize.
- Hold a “Hot Ones” Q&A in the format of Youtuber Sean Evan, with subject matter experts answering questions while eating increasingly spicier wings
- Apply screensharing for virtual board games. Even games such as Codenames or Taboo can be done with a facilitator.
- Seek external sources, such as Virtual Escape Rooms or a virtual yoga class.
Honor Time For Individual Tasks
Even with saving time from no commute, it is important that remote workers do not have constant back-to-back meetings. Encourage employees to utilize the “Do Not Disturb” status when doing focus work or needing a break. Leaders and colleagues must collectively respect employees being unavailable.
Great collaboration can only occur if everyone is prepared, present, and ready. Not allowing time for employees to reset and accomplish individual tasks will hamper productive group interactions. This is especially true for introverts, which make up 56% of the U.S. population, according to the Association of Talent Development. Managers need to lead by example, advancing a collaborative and productive work culture.
Remote work styles need to follow the same best practices of an in-person workplace to be effective. Embed collaboration into your culture to support a successful remote working environment.