Working virtually with colleagues and team members requires ongoing communication. When working remotely, phone calls, emails, texts, group chats, Zoom calls, and shared online workspaces can contribute to confusion, mistakes, and misinterpreted sentiments. Clear and consistent messages, along with a regular follow-up, can help clear up most misunderstandings or assumptions.
Be clear and consistent when assigning responsibilities, with your expectations of the finished outcome, and deadlines to be met.
- For example, if you would like to share a list of phone numbers with a client, state which team member is to share the list. Specify if you want the list shared as a document, a spreadsheet, or a PDF. Finally, define how the list should be shared–via email or saved in a shared workspace.
- If you want a summary of client communications by the end of the day, check in towards the end of the day if the report has not been submitted. Chances are you won’t have to do this more than a couple of times because your team members will understand your expectations and the importance of meeting your deadlines.
- If you prefer your summary reports on an excel template and emailed to you, specifically ask for this.
- If you expect all outgoing emails to include a signature with contact information, do not send emails yourself without this information.
Define your priorities. If you have a morning review session with your team and discuss several things that need to be completed by the end of the day, be clear about which tasks are your priorities. I once worked with an executive who prioritized work with this simple saying, “if it generates money–do it first.” This meant proposals, contracts, and invoices were processed before general emails were answered and phone calls returned.
In addition to task-oriented communication, be sure you are also updating your team members as much as possible to keep them in the loop. If all team members are booking and scheduling meetings, make sure your calendar is current. If a client requirement changes, be sure to share this information as it may shift priorities for current and future tasks.
Along with providing clear communication and defining your priorities, grant your team members authority and accountability. Being given the authority to make decisions about items crossing their desk generates trust and builds confidence. Accountability leads to team members taking the initiative to get things done which may be outside of their stated responsibilities and helps the team in the long run.
A great way to reinforce your requests is through follow up. Check-in regularly to ensure your requests were understood and your priorities and deadlines are being met.
Following up when a task/project is complete is the perfect time to tell team members how they are doing. Let them know you appreciate their collaboration and acknowledge when priorities are met and deadlines made. Feedback lets your team members know you appreciate their contribution and helps them to improve.
Following up also leads to ongoing conversations about what your team members have done individually, what types of tasks they prefer, and will show you areas where you can start to increase their role within your business.
A great relationship with anyone takes time. Keep in mind your team members can’t read your mind. However, with time, patience, and clear communication, team members can learn to anticipate your requests, understand how to interact with clients, and know which fires they can put out on their own. Effective communication will free up the time you need to increase your sales and revenues.
Finally, do not take things personally when mistakes are made, and they will be made. Your colleagues are not out to get you or bring down your business. With continued and clear communication, mistakes and misunderstandings will become less frequent.
Here’s a summary of how to achieve effective communications:
- Define responsibilities, expectations, and deadlines.
- Define priorities.
- Keep people in the loop.
- Grant people authority and accountability.
- Follow up when projects or tasks are complete and provide feedback.
