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Conquering the Remote Team Communication Flow

Conquering the Remote Team Communication Flow. MaryKay Grueneberg November 12, 2018. About me: MaryKay Grueneberg. Certified Professional Technical Communicator STC Fellow Sr. User Assistance Developer. @MKGee. Remote and global teams come with special issues and challenges.

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Conquering the Remote Team Communication Flow

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  1. Conquering the Remote TeamCommunication Flow MaryKay Grueneberg November 12, 2018

  2. About me: MaryKay Grueneberg Certified Professional Technical Communicator STC Fellow Sr. User Assistance Developer @MKGee

  3. Remote and global teams come with special issues and challenges

  4. Maintaining functional communication is key for global team success

  5. Responsibility

  6. Manager Responsibilities • Navigate time zones • Navigate communication styles • Manage meetings • Defining roles (not titles) • Bond the team • Tame the technology • Be aware

  7. Time Zones

  8. Meetings need to rotate • Project plans need to accommodate • Need a common time block for communication • Need to be flexible • Cannot use it as an excuse to exclude

  9. Holidays

  10. Communication styles

  11. More than just a language difference • Cultural differences – meeting settings • Consider different needs and approaches • Be mindful, not obsessive • Avoid idioms and slang • Cultural diversity is just another diversity

  12. “Determining national characteristics is treading a minefield of inaccurate assessment and surprising exception. There is, however, such a thing as a national norm.” Richard D. Lewis, British linguist

  13. Meetings Out of control?

  14. Meetings • Bi-weekly meetings, at a minimum • Rotate times for team meetings • Treat time zones fairly • Structure the meeting schedule, but let meetings be natural • Unmute!

  15. Define roles, not titles Photo: http://wisconsintechnologycouncil.com

  16. Need to understand their role, not just their title • Everyone needs to feel needed • Inclusion is especially important for the remote team member • Team goals help create focus

  17. Build Bond the team • Social virtual lunches or virtual coffee breaks • External team lunch? …send a gift card • Conference calls – be aware (chatter) • Agenda item – catch up time • Virtual office tours

  18. Technology Photo: www.aiesec.ca

  19. Technology Brainstorming and informal collaboration: Online communities: Yammer, Stormboard, Slack, Pie, Trello, MS Teams, Office 365 Informal discussions: chat, Lync, Skype, Stormboard Building relationships: in person, teleconference, telephone (in that order!) Photo: www.aiesec.ca

  20. Technology virtual polls: Doodle, Adoodle, Wiggio, DirectPoll Group decision making: Video conference or video: Viber, Skype, Skype for Business, GoToMeeting, Zoom, WebEx, Periscope Presenting information: Sharing information and updates: Internal blog, social network: Yammer, Slack, Jam

  21. Technology online tools: MS Project, JIRA, SharePoint, Trello, Asana, Base Camp Project management and creating assignments: online calendars: Time Zone Ninja, TimeAndDate.com, Doodle, NeedToMeet, MeetingWizard, Google Calendar, Miranda Scheduling meetings: Preparing reports: collaboration tools: Google Docs, Air Table, Huddle

  22. .Be Aware Introvert? Unsure? Lacking communication skills? Photo: HuffingtonPost.com Intimidated?

  23. Pay attention to silent members • Establish the reason for silence • Coach communication skills • Encourage team members to reach out • Make sure all are equal

  24. Remote Team Member Responsibilities • Stay visible • Verbalize non-verbals • Connect with the team • Perform

  25. Be Visible

  26. Be Visible • Talk during meetings • Let people know what you’re doing • Ask if you can help • Have an opinion

  27. Verbalize Non-Verbals

  28. Verbalize Non-Verbals • Laugh out loud • Say “yes” while others are nodding • Have a good attitude • Smiles can be heard • Sit up straight

  29. Connect

  30. Connect with the team • Good interpersonal skills • Overcome obstacles • Engage your co-workers • Be available • Seek out support

  31. .Performance Matters

  32. Perform • Be organized • Decrease distractions • Toot your own horn! • It’s an office, not a bed • Know your goals

  33. Everyone’s Responsibilities • Some things are a just two-way street: • Build trust • Change isolation into inclusion • Check in • Set realistic goals • Give Recognition

  34. Build TRUST Trust is a two-way street

  35. Building trust takes time • Prove your worth - allegiance will follow • Don’t expect anything you are not willing to do yourself • Lead by example

  36. Isolation Photo: Petrol/CanStockPhoto

  37. Isolation Inclusion • Isolation => feeling undervalued and powerless • Inclusive culture leads to productivity • Helping people belong ≠ being interchangeable • Ask for input

  38. Check in • Keep the schedule • Be consistent • Scrum-like • Be proactive • 1:1 – highest value activity you have

  39. Set realistic goals • Have a plan • Be transparent • Stretch • “A goal is a dream with a deadline”

  40. .Rewards and Recognition • Validation • Peer recognition • Formal or informal • Get creative! Photo: http://www.e2logy.com

  41. Remote and global teams come with special issues and challenges… …but nothing that can’t be overcome!

  42. Questions?

  43. Thank you! Contact me!MaryKay GruenebergMaryKay.stc@gmail.com

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