Improving Communication Pathways When Establishing Virtual Teams

As our global economy evolves, virtual teams are becoming a more popular and cost-effective way to work. Though managers and employees have adjusted to the physical conveniences of remote work, there remains a struggle to adapt to the new communication style associated with virtual teams.

Virtual team leaders are faced with being accountable for the work of team members while also coaching and evaluating them from a distance. In order to ensure the success of a virtual team, team leaders should ensure that communication pathways are established at the forefront, while managing and coaching the team remotely by utilizing virtual communication technologies.

When establishing clear communication channels for a virtual team, team leaders should take into account the following:

1. Prepare your team for change - Virtual teams require daily and multi-directional communication. Prepare your team members at the onset for this adjustment by explaining what changes they will experience and why. In addition, empower your team members by guiding them on how they can initiate lines of communication.

2. Know how your team members communicate - Ask your team members which communication methods they prefer to use, and how often they typically communicate. This insight will help you identify who may require more support to adjust to the new working style, and may also provide a starting point to establish team ground rules.

3. Establish ground rules - Set guidelines for daily, hourly, and weekly communications, as well as a method of reporting and relaying work instructions, record-keeping and file exchange. Establish ground rules for understanding which technologies should be used to communicate in particular contexts, as it will prevent any miscommunications from occurring.

4. Build relationships - Just as in a traditional working environment, team leaders must establish an environment of trust and respect. Regular coaching and positive reinforcement through virtual communication (and face-to-face whenever possible) is critical to ensuring a high level of motivation and morale amongst team members.