Best Practices for Communicating with Distributed Teams
Best Practices for Communicating with Distributed Teams
In today's fast-paced business world, working in a distributed team has become the norm. Effective communication is essential for success, whether your team members are located in different cities, states, or even countries. In our experience, being deliberate about communication is key to success.
Altrio Consulting is a remote-first company, with a team scattered in multiple countries, different time zones, and various cultures. If our communication culture were not intentional, things would fall apart rapidly.
During our 12+ years of experience managing remote teams, there were a lot of learnings, and we came up with 7 essential best practices for improving team communication:
1. Over-communicate
One of the easiest ways to avoid misunderstandings and ensure everyone is on the same page is to communicate appropriately.
When we want something done, we make sure to be clear about what we wish to do, give precise dates and times, and include links to previous discussions. We don't assume the other party has the information previously discussed. This helps ensure everyone is on the same page and reduces the risk of misunderstandings.
2. Whenever possible, use images, screenshots, and videos
We believe in being clear and direct, visual aids help convey complex information in a more accessible way and can also help keep everyone engaged and focused. That's why we use images, screenshots, and videos whenever possible.
When we are working on internal projects, we use Loom. This is an easy way to demonstrate what we mean without blocking calendar time.
3. Use asynchronous channels by default
Async causes fewer productivity hiccups, allowing employees to concentrate on crucial work. Asynchronous channels such as email, chat, and project management tools allow team members to communicate and collaborate at their own pace, without the pressure of real-time communication.
There are various tools to foster async team collaboration: communication tools like Slack and Discord; digital whiteboards such as Mural and Miro; shared drives, like Google Drive, DropBox, and OneDrive; and project management software like Monday, Trello, Asana, and ClickUp.
4. Make meetings meaningful
Being async-first does not mean being 100% async, there are times when it is important for teams to meet. However, when inviting people to an online meeting, ensure you have a clear purpose for the discussion and for everyone invited. Having people present and involved is a must. If not, this meeting could be an email.
If it is challenging to communicate with the invitees, and if you or they need to know why you are holding the meeting, there may be no point in having it. It is better to communicate offline instead of wasting time and energy on something that will not help your business grow or achieve its goals.
5. Always express dates and times unabbreviated and in time zones
Misunderstandings can occur when team members are in different time zones. And in async work, words like “tomorrow” or “in a couple of hours” can be confusing, it’s always best to write the dates fully.
We also recommend using Calendly whenever possible to schedule meetings. This will help ensure that everyone involved is clear on the exact time and date of the meeting.
6. Assume good intent
In a distributed team, it's easy to misunderstand each other's intentions. When communicating, always assume good intent. This helps foster a positive and productive work environment, where team members are less likely to get defensive and more likely to work together effectively.
7. Foster off-duty connection
Finally, it's important to foster off-duty connections between team members. When working in the office, people normally converse in the hallways, during coffee, or during lunch breaks. We do not have that organically when working remotely, but we can schedule conversations with colleagues.
This can be done through virtual team-building activities, online games, casual chats, or 15 min virtual coffee breaks. Building personal connections with your team members helps create a more cohesive and effective team.
In conclusion, effective communication is essential for success in a distributed team. With the right tools, you can ensure that your team is communicating effectively and efficiently, no matter where they are located.