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What do you do if your virtual project team is struggling with communication?

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In today's digital age, managing a virtual project team can be challenging, especially when communication falters. Without the benefit of face-to-face interaction, conveying messages clearly and ensuring everyone is on the same page becomes a task that requires strategic planning and the right tools. If you find your virtual team struggling with communication, it's essential to tackle the issue head-on to prevent misunderstandings and maintain productivity. Here are some steps you can take to enhance communication within your virtual project team.

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1 Assess Needs

Begin by assessing the communication needs of your team. Determine the frequency of meetings required to keep everyone informed and the best times to conduct these sessions to accommodate different time zones. Understand the preferred communication styles of your team members and the complexity of the information being shared. This assessment will help you identify the gaps in your current communication strategy and create a more tailored approach that caters to the needs of your virtual team.

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2 Set Protocols

Once you've assessed the needs, establish clear communication protocols. This includes defining which platforms will be used for different types of communication, such as email for non-urgent matters and instant messaging for quick questions. Make sure everyone understands the expected response times and how to use each tool effectively. Setting these protocols will help streamline communication and minimize confusion about how and when to share information.

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Federico Pupeschi

Communication Manager @GreenGo @REA @Latitude | Master's Degree in Semiotics
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When lockdown started in Italy in March 2020, the whole company had to change the way it worked. All of us had to adapt. We were used to mainly communicate in person or via e-mail. Then, teams had to set new ways of collaborating. At that time we set these protocols using MS Teams: - using an Office365 group (Team) to group-chat and use channels for immediate group communications - e-mails stood as the most "official" way of communicating (decisions, plans, project updates and so on) - individual chats became regular ways of communicating, basicly replacing face to face communications - we set weekly meetings involving the whole team(s) and promoted the set-up of Sharepoint folders for file sharing and collaboration.

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3 Use Tools

Utilize the right tools to facilitate better communication. There are various online platforms designed to help virtual teams collaborate effectively, such as project management software and video conferencing tools. These can help simulate a more traditional office environment by providing spaces for real-time collaboration and discussions. Ensure that all team members are trained on how to use these tools efficiently to maximize their benefits.

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4 Foster Engagement

Encourage engagement among team members to create a more cohesive unit. This can be done by scheduling regular check-ins and encouraging open dialogue about project progress and challenges. Make an effort to recognize individual contributions and celebrate team achievements, even if it's through a virtual high-five. A team that feels connected is more likely to communicate effectively.

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5 Address Issues

When communication issues arise, address them promptly. Don't let frustrations build up or allow misunderstandings to linger. Have a process in place for team members to voice their concerns and work together to find solutions. Sometimes, a simple clarification or adjustment in communication style can resolve an issue before it escalates.

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6 Reflect & Adapt

Lastly, continuously reflect on the effectiveness of your communication strategies and be willing to adapt as necessary. What works for one project or team may not work for another, so it's important to stay flexible and open to change. Regularly solicit feedback from your team on the communication process and make adjustments based on their input to ensure everyone feels heard and understood.

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Sarah Davidson

I do social media.
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Most inefficiencies or errors stem from a lack of clarity around WWWWWH. While it looks different for every team, develop a project plan that outlines goal, strategy, executors, approvers, dependencies, and deadlines for each stage of the process - that way everyone can discuss this and be aligned before hitting the ground running. And just as you do with a kick-off, you need to debrief and capture what went well -- plus what can be improved upon. Otherwise, people will leave things up to assumption.

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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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What do you do if your virtual project team is struggling with communication?

1

2

3

4

5

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7

1 Assess Needs

2 Set Protocols

3 Use Tools

4 Foster Engagement

5 Address Issues

6 Reflect & Adapt

7 Here’s what else to consider

Internal Communications

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What do you do if your virtual project team is struggling with communication?

1

2

3

4

5

6

7

1 Assess Needs

2 Set Protocols

3 Use Tools

4 Foster Engagement

5 Address Issues

6 Reflect & Adapt

7 Here’s what else to consider

Internal Communications

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