Virtual Harmony: A remote worker’s guide to effective internal Communication [Part 4]

If you read our blog, you might be familiar with our ongoing series called "Virtual Harmony," where we share tips on how to communicate well within remote work setups.

The guide focuses mainly on popular communication tools such as email, Slack, and Zoom. It's divided into six parts, each covering different aspects of communication within a team:

• Tools
• Interpersonal relations
• Team management
• Mental health
• Online meetings
• Email 

If you haven't read them yet, you can find the previous parts of the guide in these articles:

• Virtual Harmony: A remote worker’s guide to effective internal communication [Part 1]
• Virtual Harmony: A remote worker’s guide to effective internal communication [Part 2]
• Virtual Harmony: A remote worker’s guide to effective internal communication [Part 3]

Similar to the previous parts, this post offers advice on "communication tools and personal communication skills." Read on to improve your communication and self-awareness.

Communication tools and personal communication skills

Making sure you’re understood

Some people often feel they're not understood and tend to blame others for misunderstandings in different parts of their lives. 

When each person takes responsibility for being understood, the chances of miscommunication in any relationship, including at work, significantly decrease.

So, when you're communicating something, make sure the other person has grasped it accurately. If they seem confused, encourage them to ask questions and offer examples or more details to clarify.

But, it's important to do this respectfully, without being arrogant or making the other person feel bad for not understanding your point the first time it was mentioned.

Not sending mixed messages

One major obstacle to effective communication is sending mixed messages, which only leads to confusion. Therefore, it's essential to ensure that what you say aligns with what the recipient sees and hears.

This means being mindful of both your verbal and non-verbal cues and ensuring that the content of your message matches your tone, eye contact, body gestures, and so on.

Improving your memory

Improving your memory can greatly enhance your communication skills. Remembering details of conversations helps you find information easily in the future, share it when needed, or follow up, making you stand out and speeding up communication.

Instead of relying solely on notes, work on enhancing your memory. A good memory not only aids in communication but also allows you to create heart-warming moments by recalling important occasions mentioned by others.

Speaking slowly  

Speaking slowly can improve communication. While some people naturally talk fast, rapid speech might indicate nervousness or uncertainty.

When you notice yourself speaking too quickly, pause, take a deep breath, and continue. Talking too fast increases the chance of making mistakes, and listeners may struggle to follow.

Preparing for meetings can help boost confidence and calm nerves, making it easier to speak at a comfortable pace.

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Focusing on the issue, not the person

To ensure communication is constructive and tension-free, it's important to separate the issue from the people involved. People naturally defend their identity and may react defensively if they feel attacked.

If someone makes a mistake unintentionally, avoid humiliating them. Instead, focus on the issue. One effective method is to minimize the use of pronouns and use passive sentences.

Imagine, for example, that your boss spots a serious factual error in one of your article drafts. They can draw your attention to it by saying something like this:

• “You got one important fact wrong about Mr. X that could have gotten the company into serious trouble if the article had been published without me noticing and correcting it.”

Or they can say something like:

• “There was a factual error in the story, which I have just corrected. It would be great if you would double check the facts before sending it in for review. Thank you very much.”

Both messages are intended to serve the same purpose. However, the first message comes across as insulting and aggressive, while the second message is very respectful.

The first message is more of an attack on the recipient’s personality, while the second focuses only on the actual problem without shaming the other person. It also contains just enough details and leaves out unnecessary ones.

Keep in mind that assertiveness does not equate to showing disrespect towards others.

Becoming genuinely interested in others

When you develop genuine interest in others, communication will naturally flow at its best because you will respect them, listen to them attentively, and not become defensive when interacting with them.

To develop a genuine interest in others, you need to try to find as many positive things about them as possible and constantly remind yourself of them.

Write clear answers

It is important that you write clear answers. For example, if you receive a message in which two requests have been made, it is better to make it clear in your reply that you have taken note of both than to write something like “Okay” or “Noted.”

Communicating with confidence

If you're not confident when you communicate, people can tell you're unsure. This makes you appear unprofessional and can confuse them.

For instance, if you're mentioning a date, don't just guess it's August 27th. Take the necessary time to research and find the exact date.

Certainly, there are times when there's doubt and uncertainty, and you may not have all the information you need. However, you can still confidently communicate the issue of missing information or lack of data.

Using the best platform to share files

If your colleague asks you on Slack to send questions for an interview, and you know they'll be passing them on via email, it's best to email the questions directly rather than sending them through Slack.

This makes it easier for them to forward the questions. If needed, you can let them know on Slack that you've sent the questions via email.

Using sense of humor efficiently

Many people may have the impression that having fun at work could prevent them from taking the tasks at hand seriously.

However, a healthy balance between work and fun will increase the productivity of the whole team and build a much closer relationship between team members.

This is especially important in today’s remote world where it is not possible for people to have some of the in-person experiences they used to enjoy.

While it may be difficult to replicate the same kind of fun in a virtual environment, it's not impossible to achieve a similar effect through the creative use of humor.

For example, memes are one of the most effective ways to share jokes on digital communication platforms in the workplace, as they can be created easily and quickly, can be conveniently personalized, and can get the message across clearly and in a matter of seconds.

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However, there are a few points to keep in mind when trying to incorporate humor into your workflow.

• Leadership: The initiative to use humor should be taken by the highest authorities represented on the platform. When they start telling jokes, it means they are giving the green light to the other members of the group to do the same.
• Observation: Observation is an important part of the process of bringing fun into the work process. Careful observations of current events, the latest industry trends and developments, and the professional and personal histories of individual team members not only make the jokes funnier and more relevant, but also convey a sense of caring for each team member. 
• Content: Choosing the right content is the most important principle in creating a decent joke. For example, jokes should not be used to shame someone for a mistake they have made at work. Any matter that requires a serious, private discussion is not a good topic for a joke.
• Respect: Respect is an essential part of a good joke. Boundaries should be drawn very carefully when it comes to making jokes so that no one is offended and a sense of respect prevails in the workplace.
• Gender and age sensitivity: It is important to be aware that people of different genders and ages may interpret humor differently and be sensitive to different topics. Therefore, all team members should take these differences into account when making jokes.
• Cultural awareness: People from different parts of the world might find jokes about certain topics offensive, especially if they have something to do with the religion they practice. Everyone is encouraged to improve their understanding of other cultures so as not to offend anyone unintentionally.
• Permission: Some jokes need permission from the person they're about, depending on the joke and how close you are. Always think if you need their permission before sharing, and sometimes it's best to mention in the post that you got their okay.
• Right channel: On platforms like Slack, you can make separate channels and invite specific people to them. This stops distractions during work. For instance, you can have a channel called #random or #team just for fun stuff. This way, people know it's not urgent, and they can check it when they're free. It also lets anyone who doesn't want these messages to leave the channel easily.
• Timing: Timing is important. If someone's new to the team, it's best to wait until everyone's more comfortable before making jokes about them.
• Inclusion: As many teams are  made up of people from different nationalities and backgrounds, it is extremely important to use the right mix of insider jokes, culture-specific jokes, and international jokes that can be understood by a wider audience. 

Developing the capacity to laugh at jokes directed at you

Terms like "offensive" or "insulting" can vary based on individual perspectives, shaped by cultural backgrounds and life experiences.

Some may take offense at jokes aimed at them simply because they haven't learned to take themselves less seriously or understand humor across cultures.

With distributed teams now including members from diverse nationalities, it's crucial for everyone to develop the ability to laugh at harmless jokes, even if they're outside their usual humor preferences. Doing so not only adds enjoyment to work but also creates a more enjoyable workplace for all.

Avoiding phone number-based communication platforms

It's generally best to avoid using phone-based communication in professional settings unless someone has explicitly stated their preference for it or if the nature of the work demands it.

For example, journalists covering breaking news might need to communicate constantly via SMS and calls, which is understandable. However, in contexts where immediate communication isn't necessary, it's better to use alternative platforms.

This practice demonstrates respect for the other person's time and privacy, makes future reference to conversations easier, reduces miscommunication, and helps maintain a calm work environment by avoiding an unnecessary sense of urgency that can cause distraction and anxiety. 

Creating a timesheet

One of the best practices for remote work is creating a timesheet to track your hours on assignments each week. This helps you avoid unintentional overtime and allows for easier disconnection from work at the end of each day, promoting a healthier work-life balance.

It also enhances communication with colleagues and supervisors, as you can manage your workload effectively and adjust deadlines accordingly. Additionally, having a timesheet enables supervisors to identify any time management issues, facilitating skill improvement or introducing necsesary changes. 

Communicating your departure from the company effectively

In fluid remote work environments, it's common for people to consider changing jobs. If you're about to leave your company, it's recommended to share the news of your upcoming departure with your colleagues and explain your reasons if possible.

This serves several important purposes:

• It's courteous and professional to express gratitude to your team members before leaving.
• It helps prevent confusion, especially among those you work closely with.
• It keeps the possibility open for a potential return to the company or future collaboration with former colleagues.
• It prevents negative perceptions of the company, as unexplained departures can lead others to question their employer.

Avoiding this communication can lead to confusion and misunderstandings. If a team member fails to communicate their departure, it's essential for team leaders to do so transparently and provide reasons for clarity. 

It's understandable that sometimes individuals choose to leave a company with unresolved issues and intentionally remain silent about it. However, both employers and employees are encouraged to resolve conflicts before they escalate. 

If a person leaves the company because they have been fired or laid off, the situation must be handled with greater care so that others do not feel insecure about their jobs.

Not over-communicating self-imposed deadlines

In the workplace, there are generally two kinds of deadlines: fixed and flexible.

It's important to clearly communicate and meet strict deadlines. However, for tasks with no set deadlines, it's better to set your own deadlines without sharing them in detail with others involved.

This is because specifying a deadline can add unnecessary pressure and may make you appear incompetent if you fail to meet it, impacting both your personal and professional life negatively.

For example, if asked to complete something "at your earliest inconvenience" or "by next week," avoid committing to a specific time like "before noon on Tuesday."

Instead, say something like "I'll try my best to finish this task by the end of next week."

This approach allows you flexibility to focus on the task without unnecessary stress.

Signing out of work-related communication platforms on non-working days

To help yourself avoid the urge to check messages or contact colleagues on your days off, it's best to not just turn off work notifications but also sign out of all work platforms on your devices, like laptops or phones. This shows self-respect and sets healthy boundaries with your teammates.

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Mastering the skill of time blocking

You can help your mental health by scheduling specific times for different tasks, like writing or interviewing.

During these times, log out of platforms where you get messages and notifications to avoid distractions. For example, check messages every few hours instead of staying constantly online.

Using app blockers or leaving your phone in another room can also help you stay focused.

Time blocking is especially useful if you're not always online for work. If something urgent comes up, your employer can call you directly.

Not checking work-related platforms on non-working days

Unless required by the job or contract, team members should avoid checking work emails on weekends. This practice demonstrates self-respect, prioritizes mental and physical health, and helps establish boundaries with colleagues.

The reasoning is straightforward: If you see a colleague online during the weekend or their announced vacation, it may seem unprofessional, especially if it's a leader advocating for work-life balance. Others may perceive you similarly if you do the same.

It could also lead to confusion because you will not know if they are on “holiday” or at “work" when they reply to some of your messages, and you will not know if you should message them or not. And it might be awkward to ask them for clarification.

Not being all over the place on communication platforms

It's tempting to respond to every message in group chats like Slack to show engagement and care, whether it's a birthday celebration, visa approval, or work-related news. However, it's better to only react or reply to messages that meet certain criteria:

• They're directly related to you.
• They affect you directly.
• They're from people you know well.
• They require a response.
• They're about a cause worth supporting.

Responding to every message can distract you, drain your time and energy, and give the impression you're not focused on work. It might even seem insincere. Balance is key.

A fun tip is to choose a unique emoji that you like and use it in appropriate situations so that others can see that you have seen and acknowledged their message without sending a written reply.

Under-promising but over-delivering

In today's fast-paced communication, it's common to feel the need to impress by making promises that are hard to keep, like finishing a task too quickly. This pressure might stem from not being physically seen working, leading to a desire to appear busy.

However, making too many promises only leads to disappointment and stress. It's better to promise less and exceed expectations when you can.

Knowing when to take the initiative and when not to

Being supportive and proactive in helping others is a key trait of a good team player, especially in a virtual workspace where stress levels can be high.

It's crucial not to feel compelled to help if it will leave you feeling overwhelmed or emotionally and physically drained.

If a colleague asks for your help in a public channel on a communication platform, avoid allowing pressure to sway your decision. Assess your own capabilities and only offer help if you can manage it.

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Being adaptable

In today's rapidly changing work environment, being adaptable is very important. If there are reasonable changes in company policies, communication platforms, or your job scope, it's best to embrace them and learn new skills instead of complaining.

Not giving unsolicited advice

You might encounter individuals who continuously offer advice or share their thoughts without you seeking their opinion when you discuss personal or work-related matters with them.

It's respectful to avoid providing unsolicited advice or unwanted assistance. However, if you genuinely believe you can offer a different perspective, ask the person if they're open to hearing your input before sharing your thoughts.

Not replying to a message when experiencing extreme emotions

With the rise of instant communication tools like live chat, there's a temptation to respond immediately, especially when feeling strong emotions like anger or joy.

For example, if your boss criticizes you for something, you might feel compelled to defend yourself right away. 

However, emotions can cloud judgment, so it's best to wait until you're calm before replying. Similarly, if you're ecstatic about unexpected news like a bonus, it's wise to wait before reacting in an extreme emotional state.

When emotions are high, it's often better to avoid calling colleagues and opt for a written message instead. Writing allows you to slow down, control emotions, and revise your response if needed.

Sleeping on it

With the quick availability of the "send" button on communication platforms, it's tough to resist responding immediately, especially to important decisions.

However, research suggests waiting at least 24 hours before communicating significant decisions that could affect your career or organization.

For example, if offered a full-time position as a part-timer, it's best to thank them and request time to consider before responding.

Interacting with co-workers in their native language

The diverse makeup of remote teams nowadays presents a wonderful chance to learn new languages. It's not only a valuable skill but also enhances internal communication.

Greeting or thanking a team member in their language demonstrates respect, adds enjoyment to communication, and creates stronger connections.

However, be cautious not to overdo it, especially if English is the primary language at your workplace, to avoid excluding others.

Asking the right questions

Asking questions is crucial in communication because it clears up doubts and reduces misunderstandings. Yet, it's just as vital, if not more, to ask the right questions. 

With real-time chat tools available, the temptation to ask immediately when something's unclear is strong.

However, it's better to take time to read messages carefully, consider different aspects, and do research if needed before seeking clarification from the sender.

Learning to say “No”

Life has become overwhelming for almost everyone, especially in the workplace where demands can be constant. It's important to learn to say “No” when you can't accommodate a request and confidently explain why.

Knowing how and when to say “No” is a valuable skill that promotes overall well-being and professional growth.

Being okay with hearing “No”

Sometimes, you might ask for something reasonable, but the other person says “No” for their own reasons.

It's important to understand that everyone has the right to say “No.” In this situation, it is best to thank the person for considering your request and not take it personally.

Avoiding self-sabotage

Do yourself a favor and avoid self-sabotage when you make a mistake, like saying something inappropriate during a conversation or forgetting to follow up on an important email. This helps you maintain your mental well-being.

Not taking things personally

In remote workplaces where face-to-face communication between team members is very limited or non-existent, it's easy to take things personally and get upset. However, this is a common communication pitfall to avoid.

Whether it's being the target of a joke or a colleague missing your message or being late to a call, try not to take it personally. Everyone has off days, so it's important to be understanding and not too hard on others if you want to maintain peace of mind. 

Stay tuned for the next part of the guide!

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