Communication is an essential aspect of every job. With many companies adopting a remote work environment and engaging offshore teams to tap into talent and cost advantages, it has become essential to maintain strong virtual communication across the organisation.
Virtual communication allows us to connect with others via the internet, regardless of physical distance. It’s a regular part of our lives, whether through emails, phone calls, or video chats. Whether sending a quick message or having a face-to-face conversation over a screen, virtual communication bridges distances and maintains relationships despite physical barriers.
Communication with global team members may seem challenging at first, but with the right strategies and a proactive mindset, you can set up your business for success. The key to a successful offshore partnership lies in your ability to communicate clearly, build trust, and create a productive environment where everyone feels valued and inspired to contribute their best work.
To facilitate the growth of your global team, we highly recommend establishing the following golden rules:
Establish clear communication channels
Utilise a combination of tools such as video conferencing, group chats, emails, task management, and file sharing platforms. Each channel has its advantages and disadvantages, so it’s essential to select the one that best suits your team’s needs. These channels enable real-time collaboration, allow quick information sharing, and keep your offshore team members in the loop.
Be responsive
One of the most crucial communication rules is to be responsive. For instance, if a team member sends you an email or instant message, you should aim to reply as soon as possible. As a recipient, you can simply send a ‘thank you’ or ‘I will get back to you by [X] ’ acknowledging receipt of the message. This will foster a productive working environment whilst also building trust. Real-time communication is essential for addressing queries and providing feedback, allowing your global team to move fast and focus on what matters the most.
Schedule regular face-to-face meetings
Make sure to schedule face-to-face meetings at regular intervals via Zoom, Google Meet, or your preferred video conferencing tool. There’s something positive and impactful about seeing someone’s face, and video chats can be just as effective as in-person meetings. Depending on your needs, you can schedule daily, weekly, or fortnightly meetings, but ensure that you maintain this rhythm to strengthen team engagement.
Implement virtual meeting protocols
As an organisation, you must adapt and refine virtual meeting protocols to create a more sustainable meeting culture. For example, establishing clear guidelines on camera usage for personal connection and professionalism. Also, tailor communication tools to the context—use team messaging platforms for quick check-ins and reserve video conferencing for longer, more in-depth discussions. This will streamline communication and ensure that the right tools are used for the right purposes.
Make your communications interactive
Using digital polls and surveys to initiate feedback is great for creating engagement during virtual meetings. This ensures that everyone contributes to the ongoing discussion and fosters continuous and engaging dialogue throughout the calls.
Encourage offshore team-building activities
Team building activities are incredibly effective at helping offshore and in-house team members to know each other better. As a result, fostering a bond across your global team and creating trust to help make work more collaborative. Consider conducting virtual training sessions, virtual game sessions, virtual Icebreakers or other activities. The sky is the limit! By investing time and effort in these activities, you can help build a strong sense of camaraderie among your offshore team members.
In conclusion, effective communication is paramount for successful collaboration with offshore team members. Over time, with these practices in place, you can ensure the team’s success and achieve your desired outcomes while creating a culture of global collaboration in your company.
