Navigating Remote Work’s Communication Landscape
As organisations were thrust into the remote work landscape due to global events, the initial perception was that this was a temporary measure. Fast forward, and it’s evident that remote work is not just a fleeting response but an evolving work landscape. Its sustainability, however, hinges on addressing some critical issues, especially in the realm of communication and interaction.
The New Normal is Here, and It’s Digital
Recent studies, such as a report by McKinsey, have indicated that companies are seeing the value in maintaining remote work policies even post-pandemic, with many considering a hybrid model of in-office and remote work. This new normal means that effective digital communication isn’t a temporary challenge but a permanent aspect of our work culture.
Communication Overload: The Paradox of Being Connected Yet Disconnected
The ease of digital tools might suggest that communication should be smoother than ever. However, research by the Harvard Business Review has highlighted a paradox. While tools like Slack, Teams, and Zoom have us more connected, they can also contribute to feelings of burnout and disconnection. There’s a fine balance between staying in touch and overwhelming employees with information.
Turning the Tide: Strategies for Effective Digital Communication
- Define the Purpose with Intentionality: The “Time Well Spent” movement, initiated by former Google design ethicist Tristan Harris, champions intentional digital interaction. The movement primarily targets personal technology use, but its principles can be, and have been, adapted to the business environment to foster a healthier relationship with technology, leading to better mental well-being, higher productivity, and more meaningful work experiences. The movement calls for Meeting Hygiene: uphold the principle of time respect and adopt strict agendas for meetings, ensuring they start and end on time. Before setting up a meeting or sending a message, ask, “What’s the purpose?” Is a meeting necessary, or can the matter be resolved with a quick message? Use the right channel for the right communication. A culture that values concise, purposeful meetings over long, unfocused ones can make a significant difference in employee satisfaction and productivity.
- Prioritise Uninterrupted Focus: The University of California study led by Professor Gloria Mark underscores the crucial importance of minimising non-contributory interruptions in the workplace. The research indicates that the average information worker switches tasks every three minutes, and following an interruption, it takes approximately 23 minutes to circle back to the original task. Furthermore, individuals frequently interrupted by digital communications like emails or instant messages report higher stress levels than those less frequently disrupted. In line with this, the “Time Well Spent” movement advocates for Notification Hygiene. It encourages individuals to disable non-essential notifications during work hours to curtail distractions and amplify productivity. But which are deemed non-essential? As a guideline, consider all notifications as non-essential until a valid reason suggests otherwise.
- Foster a Culture of Open Communication: Amy Edmondson’s research underscores the significance of psychological safety in the workplace. This concept revolves around creating environments where team members can freely express their concerns and ideas without fear. Dr. Edmondson describes psychological safety as a “shared belief that the team is safe for interpersonal risk-taking.” Put simply, it’s an environment where individuals are confident they won’t face punishment or ridicule for voicing ideas, asking questions, raising concerns, or admitting to mistakes. This form of safety is pivotal for a team’s effectiveness. In fact, teams that uphold high standards of psychological safety tend to be more innovative, adaptable, and perform exceptionally. The takeaway: ensure both you and your team feel valued and heard, fostering active engagement in any virtual setting.
- Deep Work & Flexible Communication: in his book “Deep Work: Rules for Focused Success in a Distracted World”, Cal Newport underscores the importance of maintaining uninterrupted focus. The contemporary workplace is characterised by its demand for immediate communication and perpetual connectivity. This necessitates the establishment of clear guidelines and rituals for ‘deep work’ periods to ensure undivided attention and productivity. By setting specific times for intensive tasks, you can better organise communication schedules. Tools like Loom and Teams, among other messaging platforms, offer video messaging capabilities that can be accessed at the recipient’s convenience, ensuring information is conveyed without hindering ongoing tasks.
- Digital Etiquette: The transition to remote work means that digital communication, from emails to video conferences, has become the mainstay of business interactions. This shift highlights the critical need for clear and effective digital communication, ensuring that teams can collaborate without the traditional face-to-face cues. A few easy to apply strategies:
- Clarity in Communication: Craft messages that are clear, concise, and free from ambiguity by choosing the subject line signalling its importance or adding the structure of a message for ease of reading.
- Setting Boundaries: Unlike face-to-face meetings where it’s easier to judge when someone’s busy, in the digital realm, employees might feel they should always be available. It is important to be in charge of planning and priorities to respond and take breaks or focus on deep work without constant interruptions.
- Effective Use of Tools: With a plethora of digital tools available, we need to use them optimally and choose for a chat message, an email, or jump on a quick call is more appropriate.
- Acknowledging and Responding: In the digital space, a simple acknowledgment can go a long way in confirming receipt of a message. Consider using reactions (like thumbs up in chat apps) or a quick “Noted” can provide assurance that a message has been seen and understood.
Rediscovering the Human in the Digital
In the current era of digital work, maintaining genuine human connections remains paramount. While online tools facilitate communication, a heartfelt conversation with a colleague, even if virtual, often proves most effective. Although digital tools play a crucial role in remote work, direct discussions, be it through video or voice, lead to clearer comprehension and minimise misunderstandings.
But it’s not all about work. Professor Gloria Mark points out that taking regular breaks is essential. They can boost our performance, especially if we plan them right. Setting aside focused work times can also prevent back-to-back meetings, giving us productive moments. Use these breaks as opportunities to genuinely connect with colleagues.
In summary, as the digital work world grows, businesses that blend effective online tools with genuine human interactions will shine. It’s about mastering the digital space while staying authentically connected.
Key Takeaways:
- Though digital communication is pervasive, it demands fine-tuning for optimal impact.
- Adopting strategies like intentional digital interaction, structured meetings, and leveraging asynchronous communication can optimise productivity.
- Balancing efficient communication with human connection is the cornerstone of thriving remote work environments.