Category: Virtual team

Communication is one of the pillars upon which virtual teams build their strength.  Every day, an organization needs to set up strategic planning, feedback, collaboration and leadership. These aspects depend on establishing clear and effective networking among the members of a team.

Some companies may now be facing the need to operate remotely due to the public restrictions established globally to control the spread of the coronavirus disease (COVID-19). In this scenario, companies have to find different ways to hold meetings, share daily information, instructions, etc.

One of the most useful resources is video calls or video conferences, since they nearly recreate the face-to-face experience that at times online conversation lacks. But for those not used to them, video calls can be more exhausting than actual meetings because of the use of a headset, the digital sound and images, connectivity or domestic issues. However, when video calls are efficiently planned, these issues can be completely addressed and solved. Virtual meetings are a very rewarding and enriching communication experience that has no equal within remote operations.

Before: Prepare

Not every subject is appropriate for video calls. For instance, notices, news, and heavy data reports can be displayed in written formats, which allows information to be easily accessible for further use. But to discuss collectively, to hear general reports of more than one department or to introduce new members of a team, a well-planned video call is the perfect ally of effective time management.

Keep in mind the following tips when preparing for a virtual meeting:

1. If you are the organizer, prepare an agenda and have a moderator who points out who speaks next.
2. If you will be speaking, prepare notes and practice what you have to say.
3. Everyone: Check if your camera, microphone, and speakers are working BEFORE the meeting starts. Having to deal with technical issues can be very annoying for the attendees.

During: Leverage

During a video call, certain practices can also help participants take full advantage of the meeting. 

1. Mind your environment. A light, tidy context will help you give the right impression.
2. Take and type notes. This way, you will have a summary or a draft for further reports or briefs.
3. Be respectful of the other’s speaking turns. Thus, raise your hand if you need to intervene, and if it’s the right moment to do so.
4. Record the meeting. Having this resource available can have multiple uses.

After: Share

What happens in the video conference doesn’t stay in the video conference. The discussed matters, the conclusions, the valuable information shared should be taken into account for planning and defining new actions, changes, or resolutions.

1. Share your notes or prepare reports. This way, there will be a record of the attendees and the topics discussed.
2. Share the meeting recording. If a member of a team couldn’t make it to the call, if you need to review your notes or analyze in detail something said, you will regret not having your conferences recorded. 

It’s part of a strategy

We might think that some organizational practices —like holding video calls, scheduling online, and being a leader from afar— are somehow spontaneous skills when operating remotely. But there is always a planned and more professional way of addressing them. Consciously preparing virtual meetings impacts productivity, time management and communication. Give it a try!

The rapid international expansion of the coronavirus disease (COVID-19) significantly impacted the everyday lives of individuals across the globe. Many governments established a quarantine or public restrictions in order to control the spread and circulation of the virus. As a result, daily routines, industrial processes, productive activities and transit were affected globally.

In our current climate, many companies and public entities are carrying out their duties to contain the virus by switching to a home-office model (except for critical activities, like the job of health care providers). A lot of employees and employers are new to this scenario. However, at Terra Translations we are experts in working-from-home, since we’ve operated daily under a 100 percent virtual basis for 20 years.

In an effort to collaborate with all those who are not used to working from home, we’ll offer some insight on best practices to consider. With an optimal organizational strategy, operating remotely won’t affect productivity nor efficient communication.

On the company’s end

To achieve successful development of the company operations, there are strategies that help the management team strengthen connectivity and communication among employees.

1. Use online tools: Every member of a team or company should be able to have quick access to the information needed to do their jobs remotely. Hence, online tools such as file sharing systems or work management platforms help organize the team’s tasks and access needed data anytime. Besides, some companies have their own management systems which administer daily operations, staff and information.
2. Communicate clearly and positively: Calls and video calls can replace meetings and maintain a successful corporate communication. But when addressing someone via instant messaging or email we must pay extra attention. As the other person is not listening to the tone of voice or seeing gestures, he or she can misunderstand the attitude of the message. Cultivating a polite and positive attitude in written messages keeps healthy work relationships.
3. Schedule but keep it flexible: The staff can benefit from fixed daily schedules to organize their work routine at home. But some employees —especially those who are taking care of kids and/or older adults— need flexibility to attend the needs of others at home. Promoting collaboration among coworkers will help support the tasks and provide breaks for those who need them most.
4. Share: Keep employees informed with institutional news, share reliable information and show that the company is there to support the staff. This will promote confidence and a sense of security. A safe, informed and calm environment will foster, also, a smooth daily workflow.

At home but at work

For employees not used to working from home, it can be challenging to adjust their routines. The first basic practice that impacts productivity and organization is the separation of the workplace. Ideally, there is a room in the house settled as a home office. This will contribute to keeping a distance between domestic and work-related issues. If this is not possible, to have an exclusive space, desk or table can be useful too.

Second, it’s important to establish a time schedule routine. Some remote workers prefer working under a flexible timetable, while others prefer fixed hours. Regardless, having an organized routine will help in setting limits to work time. That will impact on domestic and personal welfare.

Furthermore, there are other practices that improve remote work. For instance, keeping the workplace tidy and neat will increase the sense of comfort, along with using ergonomic chairs and furniture.

Also, self-care is a very important factor. For Terra’s CEO Marina Ilari, for example, “Getting dressed or combing your hair for work will make you feel better about yourself,” she suggests. As she sees it, although it’s a simple action, self-care supports self-esteem and, thus, staff’s wellbeing.

The challenges: health and family

As Terra’s team knows how to operate daily from home, every member has a tip to share. For example, for our Quality Assurance Manager, Ivana Sabelli, we should never overlook the relationship between work and wellbeing. In that regard, she notes three aspects we must not forget: vision, focus, posture. “Scanning a far object for 30 seconds every 40 minutes is a way of taking care of your vision health,” she suggests. Also, there are techniques to apply even while editing. “Doing breathing exercises and stretching while working will improve relaxation and a sense of welfare,” she added.

On the other hand, one of the greatest challenges is to entertain children all day while working on a full-time schedule. Sometimes, kids demand attention, and to work in separate rooms is not possible. For those cases, our Senior Project Manager Cintia Sturla has some advice: “You can even get them involved in work, only for a few minutes. They can press a key or you can explain to them what you’re doing,” she suggests. When that doesn’t work, she admits she has worked wearing costumes (sometimes more than one at a time!) for her identical twins’ joy.

Director of Operations Manuela Lamas also has twins and double wit. For video calls, she always stays in a closed room, “But I hand some paper and colored pencils to my kids, so they can slip me love messages or drawings under the door,” she says. That way, children feel connected with their working parents while doing creative activities.

***

All these actions, strategies, and considerations show that there is plenty to set in motion on everybody’s end. An interconnected, ready-to-go and healthy environment —both for remote managers and their teams— will secure a successful operation even in such unexpected times.