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Last updated on 2024年9月9日

How can you manage virtual and hybrid teams with different communication tools?

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Virtual and hybrid teams are becoming more common in the workplace, but they also pose some challenges for team facilitation. How can you ensure effective communication, collaboration, and engagement among your team members who are working remotely, in the office, or in a mix of both? In this article, you will learn some tips and best practices for managing virtual and hybrid teams with different communication tools.

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Alena Zava?anová

Nuclear Regulatory Authority of the Slovak Republic

1 Choose the right tools

The first step to managing virtual and hybrid teams is to choose the right communication tools for your team's needs and preferences. There is no one-size-fits-all solution, so you need to consider factors such as the size of your team, the frequency and purpose of your communication, the level of interactivity and feedback you want, and the availability and accessibility of the tools. Some common communication tools include email, instant messaging, video conferencing, phone calls, project management software, and collaboration platforms. You may need to use a combination of these tools depending on the situation and the type of communication you want to achieve.

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Sonali Shrestha

Business and Information Systems Architecture | Certified ScrumMaster? (CSM?) | Innovative Professional | Strategic Leader in Client Success | Expert in Technical Solutions and Relationship Building
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During the pandemic, my team and I collaborated using the communication tools that aligned with our needs. As we all were working on a project that needed to be monitored and delivered on time. Tools such as Zoom and Microsoft Teams helped us for the one to one interaction that was required and we used Slack for our daily messaging and updates and using Project Management tool Jira for the whole team, and I personally used Asana to keep track for myself and I still do. I would say that, knowing the requirements for your team does and as well as the project size that you and the team working plays a role in choosing the right tool for you and the whole team.

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2 Establish clear expectations and norms

The second step to managing virtual and hybrid teams is to establish clear expectations and norms for communication among your team members. This will help to avoid misunderstandings, confusion, and frustration that can arise from different communication styles, preferences, and habits. You should set some ground rules for communication, such as when and how to respond, what channels to use for different purposes, how to share information and documents, how to handle conflicts and feedback, and how to respect each other's time zones and boundaries. You should also communicate your goals, roles, responsibilities, and deadlines clearly and regularly to keep everyone on the same page and aligned with the team's vision.

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Sonali Shrestha

Business and Information Systems Architecture | Certified ScrumMaster? (CSM?) | Innovative Professional | Strategic Leader in Client Success | Expert in Technical Solutions and Relationship Building
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During my previous role, the meetings that took place were based on GMT time zone as not everyone was in the same time zone. So, we did create number of guidelines and expectations that was required by the team to be followed while communicating, for example we did set expectations for response times and availability. And we did used informal communication tools such as Slack for quick messaging, video conferencing for meetings.

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3 Build trust and rapport

The third step to managing virtual and hybrid teams is to build trust and rapport among your team members. Trust is essential for effective collaboration, especially when you are working across distances and cultures. Rapport is the feeling of connection and mutual understanding that fosters trust and cooperation. To build trust and rapport, you need to communicate frequently and consistently, show empathy and appreciation, provide support and feedback, and create opportunities for social interaction and fun. You can use video conferencing, phone calls, or instant messaging to check in with your team members, ask about their well-being, celebrate their achievements, and acknowledge their challenges. You can also organize virtual team-building activities, such as icebreakers, games, quizzes, or informal chats, to help your team members get to know each other better and have some fun together.

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4 Adapt your facilitation style

The fourth step to managing virtual and hybrid teams is to adapt your facilitation style to suit the needs and preferences of your team members. Facilitation is the process of guiding, supporting, and enabling your team to work effectively and achieve their goals. As a facilitator, you need to be aware of the different communication styles, preferences, and challenges that your team members may have, and adjust your approach accordingly. For example, you may need to use different techniques to engage your team members, such as asking open-ended questions, using polls or surveys, encouraging participation and feedback, and using visual aids or interactive tools. You may also need to use different methods to manage your team meetings, such as setting an agenda, assigning roles, using breakout rooms, summarizing key points, and following up with action items.

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Alena Zava?anová

Nuclear Regulatory Authority of the Slovak Republic
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As the technical secretariat for WGWD under WENRA, I participate at the monthly virtual meetings to prepare for biannual plenaries. I ensure clear communication by setting agendas, assigning roles, and encouraging participation and feedback from all members. I actively support teamwork by creating a collaborative environment, listening to different perspectives, and proposing solutions. I plan and organize meetings meticulously, anticipate changes, and propose contingency plans. My decision-making aligns with best regulatory practices.

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5 Monitor and evaluate your communication

The fifth step to managing virtual and hybrid teams is to monitor and evaluate your communication effectiveness and impact. You need to measure how well you are communicating with your team members, how satisfied they are with the communication tools and processes, and how well they are achieving their goals and outcomes. You can use various methods to monitor and evaluate your communication, such as feedback forms, surveys, polls, metrics, analytics, or observation. You should also ask for feedback from your team members regularly, and listen to their suggestions, concerns, or complaints. Based on the results, you should identify the strengths and weaknesses of your communication, and make adjustments or improvements as needed.

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6 Learn and improve continuously

The sixth and final step to managing virtual and hybrid teams is to learn and improve continuously. Communication is not a static or one-time activity, but a dynamic and ongoing process that requires constant learning and improvement. You should always be open to new ideas, tools, techniques, or best practices that can help you communicate better with your team members. You should also be willing to experiment, innovate, and adapt to changing situations and needs. You should also seek opportunities to learn from other facilitators, experts, or mentors who can share their insights, experiences, or tips with you. By learning and improving continuously, you will be able to manage virtual and hybrid teams more effectively and efficiently.

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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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How can you manage virtual and hybrid teams with different communication tools?

1

2

3

4

5

6

7

1 Choose the right tools

2 Establish clear expectations and norms

3 Build trust and rapport

4 Adapt your facilitation style

5 Monitor and evaluate your communication

6 Learn and improve continuously

7 Here’s what else to consider

Team Facilitation

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How can you manage virtual and hybrid teams with different communication tools?

1

2

3

4

5

6

7

1 Choose the right tools

2 Establish clear expectations and norms

3 Build trust and rapport

4 Adapt your facilitation style

5 Monitor and evaluate your communication

6 Learn and improve continuously

7 Here’s what else to consider

Team Facilitation

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感谢您的反馈

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