Communication Upheaval—Working Remotely... 6 Communication Tips For Leaders on Sending Out A Streamlined, Uniform Message To Staff

Here is a simple phrase that sums up how I feel when it comes to the importance of good communication: "What people aren’t up on, they’re down on."

"What people aren’t up on, they’re down on." - Donadio

And that’s just the beginning. That small seed of doubt breeds assumptions, and fear begins to take over, which can wreak havoc on your staff and company culture.

This is exacerbated by the widespread anxiety and uncertainty that has occurred since the COVID lockdown in 2020.

"We’re in a less connected environment, in that we can’t see each other." - Donadio

Many companies still have remote or hybrid workers. Thus, we are in a less connected environment, in that we can’t see each other. When you can’t manage by walking around, remember the value of keeping people informed. The more people are informed, the more they’ll be connected.

Grammarly’s?study?found that knowledge workers spent almost twenty hours per week on written communication. Despite all this practice, 72% of business leaders acknowledged that their teams struggled to communicate effectively. The move to hybrid and remote work has only exacerbated the problem. Four in five business leaders were concerned about how the shift in working models would continue to impact employees’ communication abilities.

?72% of business leaders acknowledged that their teams struggled to communicate effectively.

Naturally, that only becomes more complicated when you own multiple locations and can’t be at those locations every day. Here are six tips for getting the right information and messages across to staff in one or multiple locations:

1. Consider New Communication Vehicles.

More than ever, you will need good lines of communication. By making those vehicles available, you can communicate with employees while also allowing them to communicate with you.

How do you want people to communicate with you—by email, text, video, or phone call? There’s a lot more information you need to communicate. Do a communication channel assessment and determine what you’re using, what’s working, and what you can add.

Those technologies to add could be an intranet site, virtual meetings, an instant messaging system like Slack or Google Chat, or a private Facebook group for all the teams.

2. Get Comfortable With Virtual Meetings—They Are Here to Stay.

If you already conduct weekly staff or leadership team meetings, keep doing those—virtually. However, note that there are a few differences when it comes to conducting virtual meetings:

Send an agenda ahead of time. People need time to think and get ready. Before, you likely had the option to walk around the shop and hear what was going on, thereby getting ideas. Without that option now, there’s a good chance you’re not as up-to-date with the concerns of your staff. Ask people to submit agenda items.

Build in a little bit of time for checking in at the beginning of meetings, and encourage your managers to do the same. This is an easy way to take the temperature of staff members.

Communicate guidelines about how employees can best contribute to virtual meetings. This might be a new tool, so staff needs some ground rules. Communicate how and when they can ask questions if there’s a moderator, and ask everyone to turn their cameras on. The latter helps build connections, and you can better read body language.

Be mindful of your background and ensure the lighting is OK and there aren’t any notable distractions. Pay attention to the camera and talk to the camera.

Do a quick technical check before the meeting to check the audio, lighting, and Internet connection. Get comfortable with the tools available through virtual meetings, such as sharing your screen or sending polls.

(Learn more here in my previous article on LinkedIn - )

3. Make A Point of Sharing Good News.

It’s safe to assume that there is still some anxiety and fear among your team. That’s why leaders must maintain a positive outlook.?

"Who knows what their fear is? That’s why it’s important to keep them informed." - Donadio

Who knows what their fear is? That’s why it’s important to keep them informed. We have to remember to keep the morale high.

There are easy ways to do that, including sharing encouraging stories and small wins or asking everyone to share "30 seconds of good news" at the beginning of weekly meetings.

Have a few moments to share something good, exciting, or something you're proud of. During "normal times," they can see you walking around and smiling. When they don’t see you, they need that more than ever. People need to know you care about them.

4. Collaborate With Your Managers To Change The Staff Temperature

If you have a weekly managers’ meeting, encourage them to be your eyes and ears. What are the challenges? What are they hearing from employees?

Another option is to conduct a 30-minute town hall meeting where employees can hear directly from you and ask any questions they may have.

Managers can keep you informed, but also think about how you could be available.

5. Create a Location to Store All Important Information and Announcements.

If you don’t already have a company-wide intranet site, now could be the right time to create one.

That allows you to create a one-stop shop for easily accessible information, for example, employee benefits, guidelines, recorded meetings, resources, etc.

If you don’t have the resources to do that, consider sending a weekly newsletter so that everyone receives the same information.

6. Ask for Help From the Team.

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"Don’t dictate it—co-create it. Let it bubble up from the bottom." - Donadio

If communication isn’t your strong suit or it’s always been a challenge in your business, get feedback. Ask your team: What can we do to achieve better communication?

Don’t dictate it—co-create it. Let it bubble up from the bottom. Ask for feedback. For example: "I would love to make sure I’m communicating well." "What are some things that I could do to keep you informed?"

But if you’re going to ask your team for feedback, genuinely listen to that feedback, acknowledge that you have heard it, and try your best to apply it. If your team says they don’t want an influx of emails, then don’t email them every day with announcements. Instead, send a weekly recap email.

*? Copyright 2023, Patrick Donadio;?Portions excerpted from Donadio's book?Communicating with IMPACT”

Author:?Patrick Donadio, MBA, CSP, MCC?Patrick is a?communication strategist, business speaker, executive communication coach, and author. He delivers custom, high-value, in-person, hybrid, or virtual presentations?to help leaders and their teams communicate clearly, lead effectively, present powerfully, listen attentively, and make a greater IMPACT on their bottom line—through his?engaging keynotes, practical hands-on workshops, and one-on-one?coaching. He is also available for custom, virtual workshops via Zoom or similar virtual learning platforms. Call 614-488-9164, e-mail?[email protected]?or visit?https://www.PatrickDonadio.com?to learn more.