What are some best practices for online communication and collaboration tools?

The importance of selecting a platform and sticking with it cannot be overstated. It's tempting, especially in today's rapidly evolving tech landscape, to be drawn to the 'next big thing.' However, constantly changing tools can cause disruption and confusion, hampering productivity. It's about finding the right balance between stability and adaptability. If a new tool significantly enhances productivity, or if the current one is no longer meeting needs, a switch may be warranted. Regularly assess your needs against your current tools, and ensure any transitions are made smoothly and with ample user training to minimize disruption.

I highly recommend the mmhmm app for virtual presentations. You don’t have to compete for ‘screen’ time with the slides or video

I have taught clinical rotation students about setting expectations with their preceptors for a few years now. One of the greatest challenges for preceptors, in the healthcare field, is understanding where their students are in knowledge and skill. Having the student set clear expectations provides an opportunity to practice direct and assertive communication with an authority figure, ensures the preceptor educates and trains to the experience and knowledge of the student, and promotes a shared collaboration of each other's success.

When I begin an online collaboration with someone, I try to establish a communication plan (especially if I've never worked with them before) that ticks the following boxes: ?? Agree on the preferred channel(s) and frequency of communication for the project. ?? Determine when and how team members should provide progress updates, ask questions, or seek clarification. ?? Encourage open communication and ensure everyone knows who to contact for different aspects of the project. When the plan is complete, put it in a central location and ensure all team members can access it easily. Include everyone's name, preferred pronoun, role, and contact information.

“What do I know? Who needs to know? Have I told them?” ― Jim Mattis, Call Sign Chaos: Learning to Lead This quote is the follow-through after clear expectations/goals/responsibilities are established, regardless of the platform or environment (online or offline), and whether you are in a leadership position or a support role. If you are in a leadership position and collaborating on/leading a task, ask yourself the three questions above. -What do I know about this task? Is there anything missing? What is keeping me, the manager, from finishing this task/project? -Who needs to know specifics about this task? Is there specific information that specific sections need to know? -Have I told key personnel what I know? How did I tell them? When?

The importance of clear and simple language to communicate complex ideas can't be overstated. The Plain Language Network Organization has great resources.

Etiquette is specific to video-based (Zoom) and text-based channels. For video: 1) show respect to the host by turning your video on and engaging in the conversation, even if you're not speaking - this will also elevate your presence in the room by putting you at the top of the Zoom roll, 2) don't zoom from the bathroom or other inappropriate settings (if you can't leave the meeting and re-join, triple check you're muted and the video is off), 3) don't eat or display your food on camera, 4) triple check you're muted and the video is off before engaging in side conversations like ordering food, 5) be clear what the protocol is for speaking - using the raise hand feature, saying something in the chat, etc and use that method before speaking.

I always find that listening to others feedback is always more beneficial than to force your own feedback on others. Learning from other’s challenges or past experiences is such a wonderful opportunity for growth that not only benefits your working communication skills but also translates to implementing into your personal life.

This should be titled "ask for feedback" and "be open to feedback". Never give unsolicited feedback publicly in front of the whole unless it's part of the meeting culture (aka Bridgewater). Take it 1:1 after the meeting. Also, when asking for feedback, give people the option to give it to you right away or to find you later in a 1:1 setting. Some people are more comfortable giving their feedback privately.

There are ancient tools that help people form a sense of community. An important one is RITUAL. Opening the meeting with the same question (in my coaching group calls, I always start with asking about "wins"). Ritual could have many elements, down to the zoom background, quick games and icebreakers, music, etc. The important thing about RITUAL is that it's not about any one person, it's about the collective.

Being a financial services industry trainer , the first challenge which comes to my mind is engaging everyone in the conversation. We all are connecting virtually and technology plays a vital role, we are unsure when someone is facing technical or other challenges. I always try to engage with professionals in conversation via probing and open discussions. This helped me personally in training and gives me an opportunity to understand other professionals.

To add, an often unheard of best practice for online communication and collaboration is the concept of establishing a virtual "water cooler" space. It can positively serve as an avenue for sharing photos, articles, interesting links, or humorous content. This creates a shared experience and encourages a sense of camaraderie among team members, fostering a positive team culture and boosting morale. By implementing a virtual water cooler space, you create an informal environment where team members can interact, bond, and build connections beyond their work responsibilities. It helps to break "the ice" or barriers, promote collaboration, and enhance the social aspect of remote work, ultimately contributing to a more cohesive and engaged team.

Even though it's important that all voices and perspectives are heard, that doesn't mean that all perspectives should be weighed equally for the decision-making part. There will be some differences in tenure, experience, believability, etc. that weigh some voices more than others, and that's fine. There should be an expectation set that it's ok if the majority doesn't always prevail, or there could be some hurt feelings.