What’s the best strategy for expanding your team? In the past, the typical answer was to hire employees, which usually also meant finding office space, purchasing equipment, and building the team.
But that’s no longer the only option nor is it always the go to solution.0
If you’re not already working with a virtual team, chances are you will in the future. Here are 0five lessons I’ve learned that can help ensure things run smoothly:
- Over-communicate and Be Clear Communication is essential in any relationship—whether it’s in marriage, friendships, or professional settings. When you’re not in the same office or even the same city, effective communication becomes even more critical.
Without the ability to drop by someone’s office or observe body language, you have to be diligent about communicating clearly. I always encourage my team to ask questions and clarify anything they’re uncertain about. It’s better to answer a few questions upfront than to have someone spend hours on a project only to realize there was a misunderstanding. Let’s face it, as leaders, we aren’t always as clear as we think we are.
So, make it a habit to over-communicate and clarify—it’s a key to success.
- Implement Daily or Weekly Check-ins You might be concerned that over-communicating will flood your inbox or blow up your phone, but it doesn’t have to. A great way to manage this is to consolidate non-urgent issues into regular check-ins.
Instead of sending several emails throughout the day, have your team save their questions for daily or weekly meetings. In busy periods, a daily check-in works best, but during slower times, a weekly check-in might suffice. Having these structured calls or video chats can save time and ensure everyone is aligned.
- Prioritize Video Calls Over Emails If I had to rank communication methods with a virtual team, I would rank video calls at the top and email at the bottom. Video calls come closest to in-person interaction, allowing you to pick up on facial expressions and non-verbal cues. We use Zoom, but many tools are available.
Next in line are phone calls, which allow for a more personal connection and quicker back-and-forth communication. Tools like Slack or Asana are also effective for team coordination. Texting is convenient for quick questions within a small circle, but it shouldn’t replace meaningful communication. Lastly, email is useful but can easily become overwhelming and time-consuming if overused.
- Assume Positive Intent Despite your best efforts, there will inevitably be communication gaps or misunderstandings when working remotely. When that happens, resist the urge to jump to conclusions.
Assume the best in people and consider that the issue might be due to unclear instructions, a misunderstanding, or an unexpected circumstance. Approach the situation with a calm mindset, asking questions like, “I noticed the flight wasn’t booked. Could you help me understand what happened?” rather than reacting negatively.
- Celebrate Wins To foster a sense of team spirit, it’s important to share successes with your virtual team, just like you would with an in-person team.
It’s easy to take your team for granted when you don’t see them every day, so make it a point to celebrate milestones. Whether it’s sending a small gift, hosting a virtual celebration, or just giving a shout-out in a meeting, recognizing achievements goes a long way toward building camaraderie.
Even though we may not work in the same space, connecting and celebrating together has made us feel like a cohesive team.