Communication
Communication in a Remote Setting
Up to now, you’ve been working in person with your classmates, seeing the people you work with face to face. But in today’s world of work, teams operate in many different modes: remote, hybrid (a mix of both), and in-person. The ACA program is remote, so you’ll need to learn new ways of working. This is where your adaptability skills come in: give remote work a real, honest shot.
One of the key aspects of working with people you haven’t met or don’t spend much time with is learning how to communicate. So before we dive in: how do you think trust is built online? How do you think you get work done with people? Let’s dive into a few things about communication, starting with some key questions.
In a remote setting, communication is key. Effective communication ensures that you understand what you’re doing and what your team is doing. Here’s a breakdown of how to achieve this:
Key Questions for Effective Communication
- Was my message clear?
- Was it heard/Seen?
- Was it understood?
To avoid communication breakdown, we need to address common pitfalls:
- Keeping quiet
If your team doesn’t know what you’re working on, or you haven’t updated them, how can they trust you? And on the flip side: if someone doesn’t tell you what’s going on, do you start making assumptions about them?
To avoid this, get into the habit of sharing short, regular updates, even when there’s nothing major to report; a quick “still working on X, on track” is enough to keep your team in the loop.
- Keeping information to yourself
Think about how it feels when someone holds back something you needed to know; that’s exactly how your team feels when you sit on information they don’t have.
To avoid this, share information on the appropriate channel as soon as you can, don’t wait to be asked.
- Making assumptions
You think everyone has the same information, or understood something the same way you did. Have you ever assumed you understood exactly what someone meant, only to realize later you’d filled in the gaps with your own thoughts?
To avoid this, take time to clarify: ask questions, or repeat back what you heard in your own words so the other person can confirm or correct you.
Types of Communication
There are four types of communication:
- Verbal Communication: Speaking directly with others.
- Non-Verbal Communication: Body language, facial expressions, and gestures.
- Visual Communication: Use of images, charts, and diagrams.
- Written Communication: Emails, messages, and documents.
No matter how we communicate, start by considering what the reader/listener should think, feel, and do after receiving our message.
One framework that can help here is EPIC: Empathy, Purpose, Insight, and Conversation. In short: understand the other person’s perspective, be clear on your purpose, share your key point in a way that lands, and keep the conversation two-way. You can read more about the EPIC framework here.
Tools for Communication
We have several tools at our disposal to ensure we stay connected across all channels of communication:
- Slack: Your go-to platform for written messages or starting a huddle (verbal).
- WhatsApp: Great for getting quick attention from your team. Make sure you have joined the ERP Group
- Calls: Use WhatsApp or other calling options for direct verbal communication.
- Email: For more formal or detailed written communication.
The 7 Cs of Effective Communication
Use the 7 Cs as a checklist to ensure your messages are effective:
Clear: Ensure your message is easy to understand.
Example: “Please complete the project report by Friday.”
Concise: Keep your message brief and to the point.
Example: “Meeting at 10 AM. Agenda: Project update.”
Concrete: Provide specific details.
Example: “Submit your code changes by 3 PM today.”
Correct: Use accurate information and correct grammar.
Example: “The deadline is June 30th, not July 1st.”
Coherent: Ensure your message is logical and flows well.
Example: “First, we’ll review the budget. Next, we’ll discuss the timeline.”
Complete: Include all necessary information.
Example: “Please bring your laptops to the meeting.”
Courteous: Be polite and respectful.
Example: “Could you please send the report by 5 PM? Thank you!”
Final Thoughts
Remember, communication is crucial not just at school or work, but in all aspects of life. By focusing on clarity, ensuring your message is heard and understood, and using the 7 Cs as a guideline, you can improve your communication skills and foster better collaboration in a remote setting.