How can you prevent miscommunication when you work in remote teams?

As organizations move online, they are challenged to keep their businesses moving while learning HOW to work online effectively.  One of the most valuable tips we can give any organization or employee during a shift to remote teaming is to metacommunicate!  That is, make sure that the members of your teams are taking some planned time to communicate about communication. Here are some steps to help you manage a metacomm session:

1. Set up a practice metacommunication session in a web conference.  Audio and video help create a feeling of presence for everyone.
2. Give your team members a basic description of metacomm–what it is and why they should do it.
3. Give your team a list of beginner’s questions such as 
   • What kind of technology does the team want to use to support what kinds of communication?  Formal? Informal? Urgent? Routine? Complex?
   • How quickly do you expect to hear back from each other? Normally? In an emergency?
   • What points of contact do you each need if things change unexpectedly? Remember, because you are working remotely, a change in personnel could mean a break in contact if only one method of contact is provided (multiple points are encouraged).
   • How do you want to handle criticism?  This can vary a great deal based on personality and culture.
   • You should add questions to the above list and encourage the team to do so.  
   • Have the team report back on the process and the communication norms they identify.  
4. Record these communication norms, and the team can edit them when needed.  This document becomes your communication contract.

When your team shares communication expectations, you reap a lot of benefits.  Two of the most important benefits are that

• You get fewer problems,  and 
• You get quicker resolution to problems that do occur.  

Create a team culture where metacommunication is encouraged and valued.