{"id":2919,"date":"2020-03-27T13:22:06","date_gmt":"2020-03-27T17:22:06","guid":{"rendered":"http:\/\/blog.daed.com\/?p=2919"},"modified":"2024-07-11T10:59:02","modified_gmt":"2024-07-11T14:59:02","slug":"best-practices-for-remote-business-communication","status":"publish","type":"post","link":"https:\/\/blog.daed.com\/?p=2919","title":{"rendered":"Best Practices for Remote Business Communication"},"content":{"rendered":"

\"Man's<\/a><\/p>\n

Photo by DESIGNECOLOGIST<\/a> on Unsplash<\/a><\/p>\n

To say that we are in the midst of a uniquely tumultuous situation for businesses and individuals alike would perhaps be an understatement. Amid mandatory closures and the critical need to flatten the COVID-19 contagion curve, many businesses are now struggling to shift essential processes and communications to a remote-friendly model.<\/span><\/p>\n

As a research, design, and engineering consultancy with clients all over the country and the world, Daedalus has been at the forefront of virtual collaboration for decades — effectively and efficiently completing projects ranging from healthcare dashboards to safety compliance systems all while working remotely.\u00a0\u00a0\u00a0\u00a0<\/span><\/p>\n

So, to help ease the transition for companies that may be less familiar with virtual collaboration, the Daedalus User Experience team is sharing some of our company\u2019s best practices for using each of the major styles of remote communication to help you keep your business moving forward \u2026 as close to usual as possible.\u00a0<\/span><\/p>\n


\n<\/span><\/p>\n

Written Communication<\/strong><\/span><\/h2>\n

Written communication consists of two main subcategories: <\/span>synchronous<\/b> and <\/span>asynchronous<\/b>.<\/span><\/span><\/p>\n


\nSynchronous Written Communication<\/strong><\/span><\/h2>\n

Synchronous communication simulates live conversation\u2014there is a back-and-forth interaction between two or more parties with an expectation of a near-immediate response. Texting and direct messaging, either to a single person or to a group, are examples of synchronous communication.<\/span><\/p>\n


\nSynchronous Written Communication Best Practices<\/strong><\/span><\/h2>\n
    \n
  • Keep messages short and skimmable, even if you have a lot to say<\/span><\/li>\n
  • Let others know when you are and aren\u2019t unavailable for live chat<\/span><\/li>\n
  • If discussing project work via chat, share a brief summary of action items with participants for easy reference<\/span><\/li>\n<\/ul>\n


    \nAt Daedalus, we\u2019ve also been maintaining an office-wide Google Hangout since we moved to working from home that lets everyone know who\u2019s online and who\u2019s stepped away for a break. We also use it to broadcast general requests for assistance or if someone has finished a task early and can help out on another project. We\u2019ve also been using it as a replacement for the general office chatter that we are all missing right now.\u00a0<\/span><\/span><\/p>\n


    \nAsynchronous Written Communication<\/strong><\/span><\/h2>\n

    Most of us are more than familiar with the most prominent example of asynchronous communication: email. Asynchronous messages more closely emulate traditional correspondence and tend to be a little longer, more formal, and, unless otherwise noted, less urgently in need of a response.\u00a0<\/span><\/p>\n

    While most of us have already been using email for decades, it may still be worth revisiting your email best practices using the list below as a guide. In the absence of shared office spaces or face-to-face contact, it is more crucial than ever to ensure that your messages are clear, concise, and action-oriented.<\/span><\/p>\n


    \nAsynchronous Written Communication Best Practices<\/strong><\/span><\/h2>\n
      \n
    • Take the time to compose your message clearly and completely\u2026<\/span><\/li>\n
    • …but keep it brief. (Hint – bullet points are very good for this!)<\/span><\/li>\n
    • Specify deadlines for responses or action items, if relevant, and do so early in your message<\/span><\/li>\n
    • Check for new messages regularly, but allow yourself space to work<\/span><\/li>\n
    • If an urgent response is needed, consider more direct methods of contact<\/span><\/li>\n<\/ul>\n


      \nServices such as Slack, which feature collaborative tools, messaging options, and file sharing capabilities, bridge the divide between both synchronous and asynchronous communication\u2014so both best practice lists above are relevant!<\/span><\/span><\/p>\n

      \u00a0<\/span><\/p>\n

      Voice or Video Communication<\/strong><\/span><\/h2>\n

      Whether it\u2019s a video conference call with multiple participants or a phone call with a client, sometimes it\u2019s most expedient just to talk live. Voice and video communication have the benefit of the speed of real-time conversation and being able to convey tone and expression, but unless they are being recorded, they don\u2019t come with a built-in record of conversations the way written mediums do.<\/span><\/p>\n


      \nVoice or Video Communication Best Practices<\/strong><\/span><\/h2>\n
        \n
      • Take longer than normal pauses between speaking to allow for lag time and follow-up comments, especially if multiple people are on the line.<\/span><\/li>\n
      • Speak one at a time\u2014use text-based chat if you need to have a brief side conversation.<\/span><\/li>\n
      • Mute your mic if not speaking to help decrease ambient noise – but remember that your mic is muted!<\/span><\/li>\n
      • Designate a note taker and follow up important meetings with a written log of important discussion points, action items, and deadlines.<\/span><\/li>\n<\/ul>\n


        \nOur final hint here is to double-check your video settings\u2014make sure you\u2019re only sharing what you intend to share, whether it\u2019s an errant application running on your computer or \u201coddities\u201d in your visual feed.<\/span><\/p>\n