Communication Best Practices for the New World of Remote Work

Now that most of our colleagues are working remotely, our tried and true methods of communication may no longer apply.  Read on for some considerations to keep in mind as we navigate these unprecedented times. 

The Basics

Set expectations with your team. We are not just working remotely; we’re working remotely within a uniquely complex situation. Your colleagues may be caring for children and/or family members (perhaps even ill family members). What has always been “a normal work day” may have radically changed on an individual basis.

• Don’t forget one on one communication. These meetings are even more important now. Use them to your advantage and be more prepared than you normally might have been with in-person meetings.
• Consider individual preferences. Find out what methods of communication work best for your team members/colleagues.
• Strive more than ever to be concise. More of your communication than usual will be done via writing. Don’t make people wade through a ton of words to get your point.
• Be as reliable as you would be if your colleagues could see you face to face. No matter where we are working, our colleagues still expect responses, collaboration, etc.

Communicate using the right method at the right time

• Emails should typically be reserved for single/fairly straightforward messages. It can be easy for multiple details to get lost in a single email. Break those messages up if you must use email. Be clear in your email what your ask is (next steps, due dates, etc.), use the subject line strategically to reflect the desired action to be taken, and get to the point early in the message.
• If the message is particularly complex and or there might be questions about tone, a phone call might be more appropriate. You can follow up with details via email if necessary.
• Skype is best used for organizing lighter, more social aspects of a remote team, discussing certain aspects of a project casually or having brief catch-ups with an employee.
• If you have something substantial to say, or it’s a topic that’s open to discussion, consider a phone call or organize a Zoom conversation.

Keep in mind that working remotely (especially in a changing situation such as ours) can involve details you haven’t considered before:

• We may need to plan conversations and meetings more carefully to avoid the risk of interruptions. It can be more difficult to create a distraction-free zone in the new environments in which we find ourselves working, so we should plan carefully to ensure useful interactions.
• Establish communication norms in your new remote work lives. We may find ourselves working more outside of “normal” business hours. Set up clear expectations with your team and colleagues on expectations for a response to messages after hours. See the email guidance above and consider putting the expected response time in your subject line.
• Avoid bombarding your team with messages. Whereas you might be able to chat more freely and quickly/easily share information when you’re in the same place physically, this can get overwhelming over digital media. Don’t abuse the access points you have to your team/colleagues.
• Watch for the unconsciously different way you process written interaction vs. text-based communication. In the absence of contexts like body language and tone, written communication can be easily misread. Your colleagues and team members may also express themselves differently than accustomed in a different format (emojis, abbreviated text speak, etc.).
• Be intentional about the softer things. The chat you might’ve done in the hallways that builds rapport will have to be done differently, but it is still important to team bonding and our own sense of wellbeing. We still need to appreciate one another, interact socially, check on our colleagues, recognize achievement, etc. It can be easy to forget these things when we are not physically together, but we can keep the connection if we prioritize it and think creatively.

Take advantage of the tools we have within UVAFinance

• Office 365 Teams: File sharing, collaborative work, skype messaging (with GIFs, even!), tracking tasks and projects through Planner, and so much more! If you haven’t already become familiar with this resource, now is definitely the time.  See FOC's resources here:  https://foc.virginia.edu/telecommuting-resources
• We have a variety of communication channels that suddenly carry much more weight when we aren’t all occupying the same space. Stay plugged in through the UVAFinance blog, our podcasts, and the online Community.  We also have a short form podcast dedicated to the FST project that you can tune in to.
• The Online Community is a fusion of an intranet and social media. If you haven’t already been an active member, take the plunge. It is one of the best ways to stay in the know about Finance Strategic Transformation; plus, conversation is informal and open because it is behind NetBadge. Go in and ask questions, share ideas, and interact with colleagues while staying plugged in to the FST project.