Right now I am working on a couple of projects outside of my daily work duties. Both of these are with organizations that don’t have enough revenue to compensate their teams yet. That’s totally fine with me, because I think the investment of time and expertise is paid off with experience and networking. I’m truly grateful for these opportunities.
As the world economy moves away from a traditional 9-5 office environment and into a more digital workspace without offices or break rooms, we run into a huge problem with communication. You’re unlikely to “bump into” the project manager if you live 1,300 miles away, and there is no way that you’re all going to start and stop your work day (or week) at the same time as the rest of the team.
Between e-mail, instant messaging, video teleconferencing, social media groups, forums and listservs, we are absolutely overwhelmed by the methods of communication available.
In order to create an effective team, you need to orchestrate effective communication. I think one of the best things that people on digital teams can do is to have meetings.
In the traditional workplace, we see so many blog posts and articles telling us how meetings are unproductive time killers. However, we’re not talking about the traditional workplace, and we’re not talking about packing our calendars with them.
The great advantage of working digitally is that we have the opportunity to do things at our own pace and be rewarded for our results, not just our “time spent.” However, in order to ensure that the team is on the same page, it is important to wrangle everyone together.
How to Schedule a Meeting
Quite possibly the most important step in having a meeting is scheduling it. There are plenty of tools available online, but one of the easiest to use is a shared calendar like Google Calendar. When teammates share their calendars with each other, they can see when their counterparts are available.
It’s likely that there won’t be a time suitable for every member of the team, however steps should be taken to include as many people as possible. Another strategy to successful attendance is to rotate the meeting times to suit team members on different continents or working from different time zones.
Once you have identified a great time for the meeting, make sure to inform the participants. No, I’m not talking a tweet or a text message or a hidden paragraph in an e-mail. Create an appointment.
Those of us that work in a corporate culture live by our Outlook calendars. In fact, I’ve heard plenty of colleagues in my years say things like, “if it’s not on my calendar, how am I supposed to know about it?”
Digital calendars like those from Microsoft Exchange and Gmail are great because they allow us to collaborate and keep updated on all of our digitally connected devices.
During the Meeting
A meeting without purpose is just a waste of time.
Be sure to clearly define the goals of the meeting and ensure that you have someone taking notes. You and your team will benefit most if they walk away from the meeting with action items, goals and clear and concise expectations. Don’t use meetings to just discuss ideas or concepts, but use them as a tool to get things done.
If someone comes to a meeting with an idea, this is the opportunity to create a plan of action so when you meet the next time, you will have results to review.
Keep it concise. If the meeting is only carving 30 minutes out of its attendees calendars, don’t expect anyone to be happy if you carry one for 45 minutes to an hour. Time is precious, especially for those volunteering it to you.
After the Meeting
Follow-up is critical. If you don’t engage the attendees and your team members, you aren’t going to get the results you were pushing for. I’ve attended so many digital meetings where afterwards, attendees instant message each other asking whether or not there were any “to do” items, or any value taken from the conversation. Be sure that whomever was taking notes does an efficient job of capturing the topics covered, the takeaways and the action items and expectations for the next meeting.
Communicating Apart from Meetings
Meetings are just one small part of the way we communicate within teams. It is critical to adopt a standardized approach to how you will communicate with your team if you expect them to respond and be engaged.
If you are sharing a message on a private social media group for the team, then sending them an e-mail, but instant messaging them in between, people won’t know what medium they should be most focused on.
From the early stages of your startup, project or community, be sure to let your team know what your expectations are, how communication will be delivered, how often and what the expectation is for responses.
There are literally hundreds of tools available for communicating with teams, but it doesn’t mean that you should try to use all of them at once. Find what works best for your team. It will probably involve a combination of static communication (Google Docs), group conversation (Google Groups or Private Community) and instant/personal communication (E-mail or Instant Messaging).
Be careful, if you inundate your team with too much communication, or communication from too many methods, you might be overwhelming them. Also, if your communication covers too many topics, you might end up with a shotgun spray of results instead of a focused torpedo.
If you want to have a successful project, you need to have successful communication. Let your team help you shape the way you communicate and you will all come out winners.