Project Jam #1☕- Nicole Williams - Project Communication In a Remote Working Setting

Welcoming a Guest Article

Artur Henriques

and

Nicole Williams

Oct 18, 2024

Hey, fellow Leader 🚀,

Welcome to a very special edition of The Long Missing Sow. Today we have Nicole Williams, author of

PM Researcher

and I am excited to share with you her thoughts about Project Communication in a Remote Working setting. Please have a look at Nicole’s work and subscribe to her newsletter if you fancy the topic. Without further ado, let’s read what Nicole has to share with us.

Hello, Nicole here,

Remote work has become increasingly common, allowing teams to collaborate and execute projects from different locations. While this flexibility offers numerous benefits, it presents unique challenges, particularly in project communications. Effective communication is the cornerstone of successful project management, and the shift to remote work requires reevaluating communication strategies to ensure seamless coordination and collaboration.

The prevalence of remote work has created new challenges in project communications. Without the luxury of face-to-face interaction, teams must find alternative ways to convey and interpret information accurately. Additionally, global dispersion, time zone differences, and cultural barriers further complicate communication, potentially leading to misunderstandings.

To overcome these challenges, project managers can implement the following strategies:

1. Create Psychological Safety:

Foster an environment where team members feel secure sharing ideas and feedback.
Regularly check in on team members’ well-being and encourage sharing their challenges.
Use anonymous surveys to allow team members to express concerns or suggestions without fear of judgment.
Host team-building activities to strengthen relationships and build trust among members.

This Ted Talk is a great example of real-world psychological safety in action - How to Turn a Group of Strangers into a Team

2. Promote Cultural Competence:

Offer cultural awareness training that covers various cultural norms and communication styles.
Organize regular workshops focusing on inclusivity and respect for diverse perspectives.
Encourage team members to share their cultural backgrounds during meetings to enhance understanding.
Create resources or reference materials that highlight cultural practices relevant to team members.

3. Establish Conflict Resolution Protocols:

Develop clear guidelines outlining steps for addressing conflicts within the team.
Train team leads in conflict resolution techniques to facilitate discussions.
Schedule regular team retrospectives to reflect on challenges and address any ongoing issues collectively.
Create a system for reporting conflicts anonymously when necessary to ensure all voices are heard.

4. Enhance Feedback Mechanisms:

Schedule regular feedback sessions, both individual and team-based, to discuss performance and communication.
Implement feedback tools that allow team members to give and receive feedback in real time.
Encourage a practice of continuous feedback rather than waiting for formal reviews.
Recognize and celebrate improvements and successes based on feedback received.

5. Utilize Collaborative Tools:

Invest in a suite of project management tools that cater to your team's specific needs for communication and collaboration.
Train team members on how to effectively use these tools to maximize their potential.
Set up channels or groups within these tools specifically for different projects or topics to streamline discussions.
Review and adjust tool usage based on team feedback to keep processes efficient.

6. Become a strong asynchronous communicator:

Asynchronous communication involves advancing projects and exchanging information without requiring all collaborators or stakeholders to be available simultaneously. In a fully remote environment, mastering asynchronous workflows is crucial to preventing dysfunction and improving productivity. The advantages include facilitating effective teamwork across different time zones, minimizing the need for meetings, and allowing team members to work on their own schedules, all of which contribute to increased morale and efficiency. However, transitioning to this approach necessitates numerous significant and minor adjustments.

Most communication methods we’re used to, such as chat and meetings, are synchronous by default. Even in an asynchronous workflow, there is a space for synchronicity, namely, to solve problems.

Slack or a chat tool can also be useful for getting attention to a timely issue; we are all naturally inclined to respond more quickly to a chat message than to an email or project update. However, ensure that work discussions are redirected to your single source of truth. Use communication platforms like Slack and video calls for coffee chats, sharing wins, giving praise and thanks, and connecting over personal interests. In that way, these tools can add to your team experience rather than impeding it.

7. Establish Clear Communication Protocols:

Define and document preferred communication channels, such as urgent matters versus general updates.
Set clear expectations for response times to avoid confusion and ensure timely communication.
Create virtual meeting guidelines, including best participation practices and follow-up actions.

Regularly revisit these protocols to adapt to the team’s evolving needs.

8. Foster a Culture of Openness:

Encourage informal conversations and regular check-ins among team members to build rapport.
Implement “office hours” where team leaders are available for casual discussions, fostering accessibility.
Create a shared digital space for team members to share personal updates, fostering a sense of community.
Promote transparency in decision-making processes to enhance trust and engagement.

9. Leverage Video Conferencing:

Use video conferencing tools for team meetings to allow visual communication and non-verbal cues.
Encourage team members to turn on their cameras to create a more engaging and interactive environment.
Use breakout rooms for smaller group discussions during larger meetings to facilitate deeper conversations.
Provide guidelines for effective virtual meeting etiquette to ensure productive sessions.

10. Emphasize Clarity and Context:

Encourage team members to provide context when sharing information to prevent misunderstandings.
Use visual aids, such as slides or infographics, to clarify complex ideas during discussions.
Summarize key points and action items at the end of meetings to reinforce clarity.
Encourage team members to ask questions if they need clarification, fostering an open dialogue.

11. Encourage Active Listening:

Train team members on active listening techniques, such as summarizing and paraphrasing what others say.
Promote a practice of acknowledging contributions during discussions to show appreciation.
Encourage team members to ask follow-up questions to enhance understanding and show engagement.
Create an environment where silence is acceptable, allowing time for reflection before responding.

Revisiting these strategies will help you navigate remote project communications and adapt to changing needs and technologies.

Hope this helps.

That’s it. If you find this post useful please share it with your friends or colleagues who might be interested in this topic.

Cheers,

Nicole & Artur