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You need to connect with remote team members. What’s the most cost-effective way to do it?

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Remote work is becoming more common and challenging for many organizations. How can you keep your team members engaged, productive, and aligned when they are working from different locations and time zones? One of the most important factors is communication. You need to connect with remote team members regularly and effectively, but you also need to consider the costs involved. In this article, we will explore some of the most cost-effective ways to communicate with remote team members using video conferencing software.

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Julia Angelen Joy

?Corporate Communications Director | PR & Media Relations Rebel | DEI Advocate | ESG Enthusiast | PhD in Social Media…
Sophie Lee

Become Unignorable | Visibility & voice consultant for purpose-driven women who want to communicate with more impact &…
Diana Petru

Global Employer Branding Community Manager at Wargaming | Ph.D. in Modern History

1 Choose the right software

When selecting video conferencing software, it's important to consider factors such as the number of participants, the length of a call, the ease of scheduling and managing a call, compatibility with different devices and platforms, security and data protection policies, audio and video quality, and customer support. You can compare different options online or ask for recommendations from other remote teams. Additionally, you need to consider your needs, budget, and preferences when choosing the software that best suits you.

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Sophie Lee

Become Unignorable | Visibility & voice consultant for purpose-driven women who want to communicate with more impact & influence. Founder & Creative Director of Electric Peach, brand storytelling for bodacious SMEs ??
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Use tools such as slack to give your employees instant access to each other and the ability to ask questions and support one another as they would in an office environment. Be aware of how many tools you have, however. Too many tools can be overwhelming, especially for neurodivergent team members.

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Diana Petru

Global Employer Branding Community Manager at Wargaming | Ph.D. in Modern History
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The most cost-effective are the free ones, of course. The online landscape today offer a large diversity of communication platforms, free of charge. Choose carefully what fits you best.

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Edmond Tourriol

J'aide les éditeurs BD, manga et webtoon à relever tous les défis
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At MAKMA, we optimize remote communication via strategic tools and stringent video conference rules. Email, Google Sheets, Discord, and WhatsApp ensure cost-effective, efficient project management and team interaction. In-person events like FIBD Angoulême enrich our team culture. Our video meetings are tightly regulated to maximize efficiency and respect time. We require authorization for large gatherings, impose a strict duration limit, and mandate clear agendas and post-meeting summaries. These practices ensure focused discussions and accountability, reflecting our commitment to productivity and team well-being.

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Sean B. Pasternak

Lifelong Storyteller. Reputation Manager. PR Professional. Brand Builder. Expert Communicator. Former Journalist.
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I've worked with Microsoft Teams at two different organizations now, and it seems to be a fairly comprehensive solution for everything from remote team-gathering to brainstorming and from sharing documents to casually chatting with co-workers. Although it does have technical errors once in a while, the program is easy enough to use and to explain to others. Plus the compatibility with other Microsoft Office programs makes it tough to beat.

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2 Set clear expectations

Communication isn't just about the tools used, but also the norms and rules followed. It's important to set clear expectations with remote team members about how, when, and why they will communicate. These expectations should answer questions such as how often video calls will be held and for what purpose, how urgent or non-urgent matters will be communicated outside of video calls, how information, documents, and feedback will be shared before, during, and after video calls, how time zones, availability, and preferences will be respected, and how the effectiveness of communication will be measured and monitored. To ensure these expectations are met, you can create a communication plan or handbook outlining them and share it with your remote team members.

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3 Prepare and participate

Video conferencing software can help you connect with remote team members, but it can also create some challenges. To make video calls productive and engaging, you should prepare and participate accordingly. Test your software, equipment, and internet connection beforehand. Choose a quiet, well-lit, and professional-looking location. Dress appropriately and avoid distractions during a video call. Follow the agenda and respect the time limit. Use your camera, microphone, and chat features effectively and respectfully. Also, encourage participation from all team members during a video call, then follow up with action items and next steps after the call. You can also use some icebreakers, games, or fun activities to make video calls more enjoyable and build rapport with your remote team members.

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4 Explore other options

Video conferencing software is not the only way to communicate with remote team members; there are also more cost-effective, convenient, or suitable options for different purposes. Phone calls can be used for quick, personal, or confidential conversations that don't require visual cues or collaboration. Email is ideal for formal, detailed, or non-urgent messages that need to be documented or archived. Instant messaging is great for casual, informal, or urgent messages that need a fast response or confirmation. Collaboration tools are perfect for sharing, editing, and commenting on documents, projects, or tasks that need teamwork or feedback. Lastly, social media is useful for creating, joining, or following groups, communities, or events that relate to your work or interests. You can mix and match these options depending on your goals, preferences, and availability.

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5 Evaluate and improve

Communication is not a one-time event, but an ongoing process. To ensure effective, efficient, and satisfying communication with remote team members, it's important to ask for and give feedback on your communication style, frequency, and quality. Additionally, tracking and measuring outcomes such as engagement, productivity, and alignment can help identify and address any communication gaps or challenges. Experimenting with new methods or tools and learning from best practices or examples of other remote teams or organizations can also be beneficial. Surveys, polls, or quizzes can be used to gather feedback and data on your communication with remote team members.

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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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Julia Angelen Joy

?Corporate Communications Director | PR & Media Relations Rebel | DEI Advocate | ESG Enthusiast | PhD in Social Media Snark | Occasional Consultant | Animal Print Aficionado | Driver of The Difficult Conversations?
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Yes to all of these suggestions but also you could try just picking up the phone. Everyone is making this much more difficult than it needs to be. Open, warm, caring people figure out quickly how to be that way regardless of distance.

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You need to connect with remote team members. What’s the most cost-effective way to do it?

1

2

3

4

5

6

1 Choose the right software

2 Set clear expectations

3 Prepare and participate

4 Explore other options

5 Evaluate and improve

6 Here’s what else to consider

Corporate Communications

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You need to connect with remote team members. What’s the most cost-effective way to do it?

1

2

3

4

5

6

1 Choose the right software

2 Set clear expectations

3 Prepare and participate

4 Explore other options

5 Evaluate and improve

6 Here’s what else to consider

Corporate Communications

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