May
15
2015
From Brighton to Birmingham: communicating with teams in different locations
By Norma Johnson.
Communicating with teams – wherever you are in the UK – has its challenges. Which manager hasn't heard this: “We feel completely out of the loop; we hear what is going on only when someone from head office is here…”
As a manager based in Brighton, who has a team that is spread out across the several counties in England, how do you communicate with them in a way that helps them feel part of the team?
The first tip is to remember that virtual team meetings are great but nothing beats face-to-face contact. It may be only a few times a year – perhaps to coincide with the organisation’s summer party – but having at least one opportunity where all team members get around a table together to plan for the year ahead is time well spent (even if the diary planning has to start six months in advance!) Face-to-face means that reactions to new ideas and initiatives can be discussed effectively as body language and facial reactions are evident to all players in one go rather than endless email consultations where your colleagues will hesitate to put concerns, or lack of understanding, in writing. Even the most skilled networkers find it challenging to bond with colleagues via a video link.
Secondly, simply because your meeting is a virtual one make sure that you prepare as you would if they were coming to your office for the meeting. Agree the agenda in advance, put any items that need research and in-depth discussion at a later date in the diary and, most of all, don’t overlook the social aspect of your meeting. You wouldn’t start a face-to-face meeting without some conversation and a virtual meeting should be no different. Quite often the need to be time-efficient on a video link means that personal interaction is curtailed and that is rarely helpful.
The personal touch includes things that those of us who mainly meet face-to-face take for granted. If it’s your birthday the cakes are likely to surface at the team meeting. For those colleagues whom you rarely see, make sure their birthdays are in the team diary and that cakes are produced belatedly for them next time you are all together. And do send a birthday message from the team. This may not sound like much but if you are in the location furthest from all your colleagues it does mean something to you. It helps you feel like you are part of the team.
And thirdly, good managers know that communication is a two-way process, not a one-off event. So when you’re next having a one-to-one meeting with a team member, particularly someone who is based miles away, ask how effective they feel communications are from you and for their suggestions on how to improve them. Of course you manage the team; however, everyone is responsible for making communications as effective as possible. At least until someone drops in from head office!
