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What do you do if virtual collaboration is causing communication gaps in the oil and gas sector?

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The oil and gas sector relies on effective communication and collaboration among various stakeholders, such as engineers, geologists, operators, contractors, regulators, and customers. However, the COVID-19 pandemic has forced many oil and gas companies to shift to remote work and virtual collaboration, which can pose significant challenges and risks. How can you overcome the communication gaps that may arise from working virtually in the oil and gas sector? Here are some tips and best practices to help you.

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1 Assess your communication needs

The first step is to identify and prioritize your communication needs and expectations for each project, task, or role. This includes defining the goals, scope, deliverables, deadlines, and responsibilities of each team member and stakeholder. You also need to consider the frequency, mode, format, and tone of your communication, as well as the feedback and reporting mechanisms. By clarifying your communication needs, you can avoid misunderstandings, confusion, and delays.

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Merlin Lukose, P.Eng.

Reservoir Engineer @ Cenovus I Reservoir Engineering I Asset Development I Integrated System Modeling I Data Analytics
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Encourage quick feedback loops coupled with rapid prototyping of solutions, a method used in software development (agile methodology), to quickly identify and address communication gaps.

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2 Choose the right tools and platforms

The second step is to select and use the appropriate tools and platforms for your virtual communication and collaboration. There are many options available, such as email, phone, video conferencing, instant messaging, cloud storage, project management software, and data visualization tools. However, not all tools are suitable for every purpose, audience, or situation. You need to evaluate the pros and cons of each tool and platform, such as the cost, accessibility, security, reliability, functionality, and compatibility. You also need to ensure that everyone has the necessary equipment, training, and support to use them effectively.

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Merlin Lukose, P.Eng.

Reservoir Engineer @ Cenovus I Reservoir Engineering I Asset Development I Integrated System Modeling I Data Analytics
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Adopt storytelling as a tool for communication, a method used effectively in marketing and education to convey complex information engagingly and memorably. This can help in making technical or operational details more relatable.

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3 Establish clear and consistent communication protocols

The third step is to establish and follow clear and consistent communication protocols for your virtual team and stakeholders. This means setting and communicating the rules, norms, and expectations for your virtual communication and collaboration, such as the response time, availability, etiquette, confidentiality, and escalation procedures. You also need to create and maintain a communication plan and schedule that outlines the objectives, agenda, participants, and outcomes of each communication activity, such as meetings, calls, emails, or reports. By adhering to the communication protocols, you can ensure that everyone is on the same page and aligned with the goals.

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4 Build trust and rapport

The fourth step is to build trust and rapport among your virtual team and stakeholders. This can be challenging when you lack face-to-face interaction and non-verbal cues, but it is essential for effective communication and collaboration. You can build trust and rapport by showing respect, empathy, honesty, and appreciation for each other's work and contributions. You can also use informal and social communication channels, such as chat groups, virtual coffee breaks, or online games, to foster a sense of connection and belonging. By building trust and rapport, you can enhance the quality and efficiency of your communication and collaboration.

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5 Monitor and improve your communication

The fifth step is to monitor and improve your communication and collaboration performance and outcomes. This means collecting and analyzing feedback and data from your virtual team and stakeholders, such as surveys, polls, metrics, or reports. You also need to review and evaluate your communication needs, tools, platforms, protocols, and trust levels regularly and adjust them as needed. You also need to celebrate your achievements and recognize your challenges and learn from them. By monitoring and improving your communication, you can ensure continuous improvement and innovation.

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Merlin Lukose, P.Eng.

Reservoir Engineer @ Cenovus I Reservoir Engineering I Asset Development I Integrated System Modeling I Data Analytics
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Use digital twins (virtual replicas of physical assets) to enhance understanding and communication. This can allow for real-time collaboration and problem-solving across different locations, making complex data and operations more accessible and understandable to all team members.

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6 Seek professional guidance

The sixth step is to seek professional guidance and support if you encounter any difficulties or issues with your virtual communication and collaboration. This can be from your colleagues, managers, mentors, coaches, or consultants who have expertise and experience in the oil and gas sector and virtual work. You can also access online resources, such as webinars, podcasts, blogs, or courses, that can provide you with tips, insights, and best practices for effective virtual communication and collaboration. By seeking professional guidance, you can overcome the communication gaps and leverage the opportunities that virtual work offers.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Merlin Lukose, P.Eng.

Reservoir Engineer @ Cenovus I Reservoir Engineering I Asset Development I Integrated System Modeling I Data Analytics
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Given the global nature of the oil and gas industry, investing in cultural and emotional intelligence training can improve communication and collaboration across diverse teams, a practice increasingly adopted in multinational corporations.

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What do you do if virtual collaboration is causing communication gaps in the oil and gas sector?

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1 Assess your communication needs

2 Choose the right tools and platforms

3 Establish clear and consistent communication protocols

4 Build trust and rapport

5 Monitor and improve your communication

6 Seek professional guidance

7 Here’s what else to consider

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