Photo by John Schnobrich on Unsplash
In today’s COVID-19 world, there is an explosion of online communication. This can create problems.
These problems affect both our work and personal lives. Online communication does not have the context that face to face communication has and can lead to miscommunication.
When writing an email or text, a person can’t pick up on your body language, facial expression, or tone of voice. The lack of these contextual clues makes it harder for the correct message to get through.
Michael Hyatt in his book No-Fail Communication mentions 5 ways to encourage good online (or remote) communication.
1. Communicate more, not less
However much you think you are communicating, do more. Under communication is a classic problem and the only way to solve it is to increase your communication.
This is not only increasing the frequency but the intentionality of your message. Communication needs to be clear and specific.
Being too brief means that there is implied communication which brings about confusion. Make sure that your communication is not so brief that it isn’t clear.
This requires intentionality. A great way to start is to ask yourself what that person needs to know. Then evaluate if you gave them that information.
Make sure that all aspects of the information are covered. Also, let them know what you want them to do with it.
Many times, people have told me things. I thought it was just information but they actually wanted me to do something with it. Make sure your intentions of communicating are clear.
2. Replace Interpersonal Channels of Communication
Interpersonal meetings, dropping by people’s homes or offices, or big social events are not happening like they use to. These were ways that people got to know each other better in a more personal way.
Determine how you will still make this happen in our new world. Instead of meeting around the water cooler at work, have a virtual happy hour where everyone brings their own drink and snacks, and talks about life.
Personally, you could make better use of tools like Zoom. Within the last few months, my husband and I have used Zoom for church and personal meetings.
He set up a Zoom call with my sister who lives in South Carolina and who I don’t see very often. This was a great way to connect with her and her husband.
Having virtual meetings can increase trust, collaboration, and productivity in the workplace.
3. Establish Communication Standards
Without clear protocols for communication, chaos reigns and frustration follows. This is especially true if you are using several modes of communication.
If you have 3 different email addresses, a Zoom account, a JoinMe account, texting, and messaging, it is hard to keep track of who is communicating when and through which mode. Having to check all of these in case someone reaches out to you can be a major waste of time.
Express your communication standards with everyone and agree on a standard for the group. How often and through which medium will the communication happen?
Will you have a Zoom video call every week or will there be daily emails? Ensure that everyone knows how communication is happening, so they know the best way to communicate with you and the team.
During Zoom calls, have protocols on how the team will behave. The basic ones deal with video and audio. What will the rules be for everyone in regard to having their video and audio on?
4. Availability vs Deep Work
In this remote world, everyone has quicker access to people. You are just a text or message away.
How does this help your productivity when you want or need to get some real work done? It doesn’t!
Have a way to communicate when you are available for meetings or questions. Make sure to block out when you are not available, like for lunch, deep work, or the end of the business day.
Deep Work
Professional activity performed in a state of distraction-free concentration that push your cognitive capabilities to their limit. These efforts create new value, improve your skill, and are hard to replicate.
– Cal Newport
Send everyone a schedule or use a tool like Jabber that lets your team know when you are available. This way, you are able to get your deep work done while also being available for your team to get questions answered.
5. Match the medium to the message
With technology, it is easy to hide behind a screen when giving a non-popular message. For example, if you are firing someone, sending them a text would be bad protocol.
A face-to-face would be best, but a phone or video call would work for this type of message. So, make sure the message is going out on the correct medium.
Things of a personal nature that could potentially trigger some emotions should be done where you can see the person you are talking to. This way, they can take in your body language, facial expression, tone of voice with the words of the message. Other messages can be done through a text or email.
If you receive a message that is confusing or doesn’t match the medium, have a conversation with that person. Don’t get into an email or text fight.
It is so easy to misunderstand things that are just written down. Pick up the phone and call them to straighten things out.
Small Steps
Communication works best when there are trust and clarity. Close the gap by increasing contact with people and by providing greater context for your communications.
Try one of these five tips and let us know in the comments how it worked for you.