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What do you do if your Virtual Communications team needs to stay connected and productive?

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Working remotely can be challenging for any team, but especially for those who rely on effective internal communications. How do you keep everyone on the same page, engaged, and motivated when you can't meet face-to-face? Here are some tips to help you and your virtual communications team stay connected and productive.

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Shreyash Siddhant

Management Consultant | MBA (Marketing & IT), IMT G | CSE, University of Birmingham | BGS Scholar
Rachel Pess?a

Gerente de Comunica??o Corporativa na Anglo American com expertise em Lideran?a para a Sustentabilidade
Gareth Morgan

Journalist | Editor | Trainer | Digital comms

1 Choose the right tools

One of the most important factors for successful virtual communication is having the right tools for your team. You need to consider the type, frequency, and purpose of your communication, as well as the preferences and needs of your team members. For example, you might use email for formal and asynchronous communication, video conferencing for interactive and synchronous communication, and instant messaging for informal and quick communication. You also need to make sure that your tools are reliable, secure, and compatible with your devices and platforms.

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2 Establish clear expectations

Another key factor for effective virtual communication is setting clear expectations for your team. You need to communicate the goals, roles, and responsibilities of your team members, as well as the deadlines, deliverables, and standards of your projects. You also need to define the norms and etiquette of your communication, such as when and how to respond, what tone and style to use, and what channels and formats to follow. By establishing clear expectations, you can avoid confusion, misunderstanding, and conflict among your team.

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Gareth Morgan

Journalist | Editor | Trainer | Digital comms
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Good internal communication is the antithesis of a top-down, boss-knows-best culture. It’s empowering. And it encourages great ideas to come from anywhere. But to achieve that, you need to set clear expectations for everyone in the team. Is everyone familiar with their roles, responsibilities and the standards they will be held to? Clear that up and you can build a culture of trust and respect, free from misunderstandings. You’re on your way to a well-oiled machine that works smoothly towards a common goal. And, at the same time, it’s a nice place to work.

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Indranil Mukherjee

Manager - Brand, Communications & Marketing
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Clearly define roles, responsibilities, and expectations for each team member to ensure everyone understands their objectives and how their work contributes to the team's goals. Offer professional development opportunities such as training sessions, workshops, and mentorship programs to help team members develop new skills and advance in their careers.

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3 Create a communication plan

A communication plan is a document that outlines the details of your communication. It helps you and your team stay organized and informed. The plan should include objectives and outcomes, the audience and stakeholders, the messages and content, the tools and channels, the frequency and schedule, as well as feedback and evaluation. It is important to review and update the plan regularly to meet the changing needs of your team and projects.

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Indranil Mukherjee

Manager - Brand, Communications & Marketing
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Foster open and transparent communication channels to keep team members connected. Schedule regular video calls, team meetings, and one-on-one check-ins to maintain engagement and provide opportunities for feedback and discussion.

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4 Build trust and rapport

Trust and rapport are essential for any team, but especially for a virtual one. Without trust and rapport, your team might feel isolated, disconnected, and unmotivated. To build trust and rapport among your team, you need to communicate openly and honestly, share feedback and appreciation, show empathy and support, respect diversity and differences, celebrate achievements and milestones, and have fun and socialize. You can use various tools and activities to foster trust and rapport, such as icebreakers, quizzes, games, polls, surveys, and virtual coffee breaks. This will help your team feel connected and motivated to work together.

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Indranil Mukherjee

Manager - Brand, Communications & Marketing
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Acknowledge and celebrate team members' achievements and milestones to show appreciation for their hard work and dedication. Consider implementing a recognition program or virtual awards ceremony to highlight outstanding performance. Create opportunities for virtual team building and social interactions to strengthen relationships and foster a sense of belonging within the team.

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Lucy Blackmer

A communication specialist with a background in Retail, Financial Services, Change and Transformation.
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It's harder to build rapport virtually but not impossible. Some of the best working relationships I've had, have been with virtual teams. The quickest and wasiest ways to build rapport and trust is to be authentic and vulnerable. This doesnt mean tell everyone everything aboit you and vuce versa but it does mean humanising the conversation, perhaps bring in something you're happy to share aboit your personal life or even a mistake that you've made at work and what you've learned from it. If you can show that your human others will follow and connections can be created and built on. Remember this can take time so don't try to rush it.

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5 Monitor and improve

Finally, you need to monitor and improve your virtual communication continuously. To measure the effectiveness and impact of your communication, as well as the satisfaction and engagement of your team, you can use analytics and metrics, reports and dashboards, surveys and polls, feedback and reviews, meetings and discussions, or training and coaching. With the data and insights gained from your monitoring and improvement efforts, you can identify the strengths and weaknesses of your communication, and make necessary adjustments or enhancements.

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6 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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Shreyash Siddhant

Management Consultant | MBA (Marketing & IT), IMT G | CSE, University of Birmingham | BGS Scholar
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Make it part of the micro culture and adopt a top down approach. A top down approach would make sure that it is being actually adopted by the larger team and would eventually engrain as part of the micro culture and it would then organically become the norm so even the new joiners would adopt it quickly.

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Rachel Pess?a

Gerente de Comunica??o Corporativa na Anglo American com expertise em Lideran?a para a Sustentabilidade
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Durante a pandemia de COVID, todos nós da equipe de Comunica??o da empresa em que trabalho ficamos trabalhando remotamente. Foi muito importante mantermos as reuni?es de check In, somente para saber como estávamos e n?o somente para falar de metas. Essa é uma prática recorrente. Meditamos e nos conectamos juntos com nossos objetivos e metas.

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What do you do if your Virtual Communications team needs to stay connected and productive?

1

2

3

4

5

6

1 Choose the right tools

2 Establish clear expectations

3 Create a communication plan

4 Build trust and rapport

5 Monitor and improve

6 Here’s what else to consider

Internal Communications

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What do you do if your Virtual Communications team needs to stay connected and productive?

1

2

3

4

5

6

1 Choose the right tools

2 Establish clear expectations

3 Create a communication plan

4 Build trust and rapport

5 Monitor and improve

6 Here’s what else to consider

Internal Communications

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