A Rocha is the largest Christian nature conservation organization in the world, with separate A Rocha organizations in 20 different countries. To effectively work remotely across this many countries and cultures, it is essential to have good communication. Two of the communications tools we have implemented for successful virtual communication across our organizations are Slack and Canva. These separate but integrated tools allow each of our A Rocha organizations to stay connected to each other, share updates and stories, and collaborate on content development in a central (virtual) location. Both tools have proven invaluable for major campaign events such as the International Coastal Cleanup, where A Rocha organizations in 13 countries hosted their own local beach or waterway cleanups while utilizing resources, content and materials crafted collaboratively with these virtual tools. A Rocha's conservation work is more collaborative, united, and impactful through these tools.
As an agency that values diversity and inclusivity, and having a team of passionate and skilled individuals dispersed across various locations around the globe, we are no strangers to the potential challenges of virtual communication. Facing the challenge of efficiently working on a complex branding project with our global team members, we decided to take a proactive approach to improve our virtual communication: 1. Flexible Video Conferences: Scheduled during overlapping work-times for real-time participation and understanding. 2. Cloud-Based Collaboration Tools: Used Teamwork for project management, Slack for communication, and Zoom for face-to-face interaction, ensuring seamless collaboration. 3. Team-building Sessions: Bi-weekly virtual meetings for sharing local culture fostered understanding and strengthened bonds. The above resulted in a significant improvement in our virtual communication, leading to a well-executed, innovative branding project.
With team members located across the world, it has been challenging to ensure everyone feels a sense of unity. Every two weeks, we decided to take time out of the workday for an informal call to "break the ice." We throw out some fun questions to get to know each other better as people, not just coworkers. Getting to know one another as individuals has fostered greater comfort and camaraderie within the team. The increased familiarity has translated into smoother communication all around.
Hi there, My name is Linn Atiyeh, and I'm the CEO and founder of Bemana, a recruiting firm specializing in the industrial sector. Thanks for the query. When a dispersed workforce became the norm during Covid-19, my employees made the transition professionally -- a little too professionally, actually. I noticed that in their effort to appear dedicated to the work at hand, they often resorted to stilted "business speak." In the office, we all spoke casually to one another, but suddenly, Slack messages read like formal correspondence. It was like everyone had a renewed desire to prove themselves polished and business-minded. Communication suffered as we navigated this new set up, and eventually, I had to remind my workforce that they had nothing to worry about: I trusted them as employees even from their living rooms! Only then did we regain the rapport we'd enjoyed previously. Linn Atiyeh Founder & CEO, Bemana https://www.bemana.us/practice-area/industrial-manufacturing/
Technology is your friend when it comes to improving virtual communications, even something pretty simple. Icebreaker Bot is a good example. This was a Teams plugin that allowed you to put people in a team and then have it randomize 15 minute meetings between people to simulate running into each other at the water cooler or break room. It worked incredibly well, letting people break down silos and speak with people from around the office that they'd normally never get a chance to chat with. It made the communication better than in the office, in my opinion.
I chose to start meetings with a few minutes where everyone just said one thing that went well for them since the last time we talked in either their work or personal lives. I find that many people have a lot of things they would like to share, but the confines of a virtual meeting makes that kind of small talk somewhat difficult. By creating a formalized forum for those kinds of bits and pieces of our lives, I think that virtual communication has become just that little bit friendlier between groups of people that often work together but rarely see each other.
To ensure our remote team communicates effectively, especially since we work with people from different parts of the world, we set up a cultural awareness training program. I believe remote and multicultural teams face unique challenges and we wanted to address the many miscommunications rooted in cultural differences. The training was tailored to fit the needs of our global team, recognizing and appreciating each team member’s cultural background. It actively worked to break down communication barriers by teaching us about different contexts, tones, and non-verbal cues that, when misinterpreted, often lead to miscommunication. Furthermore, it taught us various cultural nuances, communication styles, and etiquette practices. As a result, we saw an increase in camaraderie and trust among our team members and a decrease in miscommunication.
Utilizing Video Conferencing When my team was tasked with creating a virtual collaboration platform for employees located in different parts of the world, we decided to utilize video conferencing as our primary means of communication. By using video conferencing, we were able to have real-time conversations that allowed us to work together efficiently and effectively. We were also able to make sure that everyone was on the same page and could share their ideas in a meaningful way. This allowed us to develop our platform quickly and successfully, as everyone involved had an easy way to communicate and collaborate. The use of video conferencing also enabled us to create a strong sense of camaraderie among our team members, making it easier for them to work together and build strong relationships with one another. This ultimately led to improved virtual communication among employees from different locations, resulting in a successful collaboration platform.
Conduct virtual team-building retreats where employees from different locations come together online for team-building exercises, discussions, and skill-building activities. This fosters relationships, trust, and improves virtual communication. For example, our company organized a virtual hackathon where employees collaborated on a challenging project. Through video conferences, virtual brainstorming sessions, and team meetings, they developed innovative solutions, improving their communication skills and fostering a sense of camaraderie.
Implemented a Multifaceted Method: On our team, I took a personalized approach because I've had to deal with the challenge of improving virtual communication between workers who work in different places. To deal with this, we set up regular video conferences on an easy-to-use app to make it feel like we were talking face-to-face. Using what I've learned from my own life, we set up clear rules for how to talk to each other and emphasized how important it is to send messages that are clear and well-organized. We knew that working together was important, so we gave everyone a tool for managing projects that they could all use. Based on my knowledge, we actively encouraged open feedback and ideas, so team members could share their concerns and preferences for virtual communication. This personalized approach improved our communication in a big way, making our remote team feel more connected and involved.
Establishing Clear Guidelines: When I was tasked with improving virtual communication among colleagues from different locations, my first step was to establish clear guidelines on how to effectively communicate with each other. This included setting expectations for the quality and timeliness of messages sent, as well as the types of topics that should be discussed in virtual communication channels. Additionally, we developed a system for reporting any instances of inappropriate communication that may have occurred, ensuring our team had the necessary resources to address any issues quickly and correctly.
In my experience managing people from different locations, virtual team building became an essential tool to foster camaraderie and cohesion. From time to time, I organize themed quizzes, and it was during a "How Well Do You Know Your Team?" session that we got to learn about our hobbies and hidden talents. I've also set up a collaborative Spotify playlist where we all contribute our favorite music, helping us learn about our tastes and relate to one another. These activities have been key in improving our virtual communication, making them friendlier, more personal, and reminding us of the colorful personalities that make us such a great team.
During the outbreak of COVID-19, I found myself responsible for virtual communication between employees at two different locations: one office in the United States and another in India. As both teams had to switch to remote working, it was necessary to ensure that everyone could effectively communicate despite their geographical distance. To achieve this, I implemented several strategies to improve virtual communication between the two offices. First, I set up regular video conference calls between team members from both locations in order to foster a sense of unity and collaboration. Additionally, each team was provided with access to a unified chat system that allowed for instant messaging and document sharing.
Given that our company operates fully remotely, enhancing virtual communication across diverse geographic locations has been a pivotal aspect of our success. We recognized the significance of accommodating varying time zones and introduced tools tailored to our needs. Trello has proven indispensable for project management, ensuring everyone is on the same page while fostering efficient collaboration. For asynchronous communication, we embraced Slack as a means to engage in ongoing discussions and share updates seamlessly. Furthermore, our adoption of the Agile methodology plays a crucial role. Our daily team meetings serve as a dynamic forum, enabling us to synchronize efforts, address challenges, and maintain the cohesion that transcends geographical barriers. This comprehensive approach has significantly improved our virtual communication landscape and enabled our global team to thrive collectively.
Collaborative Online Escape Rooms One company wanted to enhance virtual communication among employees in different locations. They decided to organize online escape room challenges as a creative solution. In these challenges, remote teams had to collaborate closely to solve puzzles and "escape" from a virtual room. This not only encouraged teamwork but also improved their communication and problem-solving abilities. It was a fun and effective way to bring distant employees together.
The biggest boon for this has been learning how to better use collaboration tools to make meetings more impactful and less an exercise in frustration. Whiteboards, polls, dozens of fun bots, together mode, etc. - there are an unbelievable amount of things you can find on Slack or Teams for making digital meetings more fun and engaging so long as you're willing to figure out how to incorporate those things into the meeting. Together mode is a fun one in particular, as I've occasionally chosen one of the more fun backgrounds to surprise my teams with when they join a meeting.
Pair employees from different locations as virtual mentors and mentees to foster knowledge sharing, guidance, and relationships. This promotes virtual communication by providing a structured platform for regular interactions across remote teams. For example, at XYZ Company, we implemented a virtual mentorship program where experienced employees from different locations mentored newcomers. This helped the newcomers adapt quickly to remote work, understand the company's culture, and establish connections with their mentors and other employees. The program included regular virtual meetings, knowledge-sharing sessions, and goal-setting discussions, all facilitated through video conferencing and collaboration tools. As a result, we observed improved virtual communication, increased engagement, and stronger relationships among employees from different locations.
At our agency, we employ a three-step process to enhance virtual communication, each step designed to foster better understanding and eliminate confusion. First, we send bullet-pointed emails that clearly outline the information at hand. Next, we provide context through short, five-minute Loom videos that delve into the subject matter. If needed, we then schedule brief meetings to clarify any aspects that may still be unclear to team members. This entire process takes roughly 30 minutes to complete and significantly reduces the likelihood of errors stemming from poor communication.
Organizing virtual coffee breaks or informal meetings where employees from different locations gather to have non-work-related conversations can improve virtual communication. These breaks provide opportunities for team members to bond, build trust, and engage in casual discussions. For example, at ABC Corporation, we implemented virtual coffee breaks twice a week, using video conferencing tools. During these breaks, employees shared personal stories, hobbies, and interests. This helped them connect on a deeper level, leading to improved communication and collaboration in work-related discussions. By fostering relationships and creating a more relaxed environment, virtual coffee breaks can significantly enhance virtual communication among employees from different locations.
We recently switched to Slack. Slack is a team messaging app, which is used by the employees to communicate with each other and share the work-related information. Slack helped us to improve our virtual communication among our employees from different locations. There are many features in Slack that helped us in this regard. Features like file sharing, direct messaging, searchable history, and many more made it easier for us to use Slack. Our employees can easily share the documents/files, send messages to each other, search the history of the conversation, and much more. Also, the direct messaging feature made it easier for the employees to communicate with each other without disturbing others. Using Slack, we have been able to improve our virtual communication among our employees from different locations.