The benefits of hiring remote staff globally are evident, but communicating with remote employees of different cultures and languages in various time zones can be challenging.
The nature of remote work across borders is often asynchronous, and employees don’t have much in common with other team members, whether it be culture, language, or personal circumstances.
This leaves remote workers feeling left out of the loop and disconnected from the project, team, or company. The lack of unity and a common purpose results in a silo mentality, where information is not shared, and collaboration is hampered.
The nature of remote work across borders is often asynchronous, and employees don’t have much in common with other team members, whether it be culture, language, or personal circumstances.
This leaves remote workers feeling left out of the loop and disconnected from the project, team, or company. The lack of unity and a common purpose results in a silo mentality, where information is not shared, and collaboration is hampered.
What is a silo in an organization?
The Merriam-Webster dictionary defines a silo as ‘an isolated grouping, department, etc., that functions apart from others especially in a way seen as hindering communication and cooperation’.
In a nutshell, a silo creates division and promotes a lack of communication and collaboration. This reduces the efficiency of an organization and can negatively impact company culture.
So, how do you better manage remote workers to maintain effective communication and a cohesive company?
In a nutshell, a silo creates division and promotes a lack of communication and collaboration. This reduces the efficiency of an organization and can negatively impact company culture.
So, how do you better manage remote workers to maintain effective communication and a cohesive company?
6 Strategies for Effective Communication:
1- Start off on the right footing
When onboarding new remote employees, clearly set out the business’s communication practices and protocols. Explain how information and knowledge are shared within teams, between departments, with the organization as a whole, and with external parties.
Invite participation and questions to avoid isolation or confusion. Be open to suggestions, especially to accommodate their personal working circumstances, but within reason.
Invite participation and questions to avoid isolation or confusion. Be open to suggestions, especially to accommodate their personal working circumstances, but within reason.
2- Select the right tools of the trade
Technology is key to staying in touch with a remote workforce. A vast number of applications and systems are available for all types of organizations. Some of these tools are familiar, while others are highly specialized and industry-specific.
To maintain unity in an organization, using common applications and platforms instead of different tools and channels for every department or team is best.
To maintain unity in an organization, using common applications and platforms instead of different tools and channels for every department or team is best.
When reviewing a platform, ensure that it meets the following criteria:
- Simplifies the workload
- Offers easy access for all relevant stakeholders
- Encourages collaboration
- Offers easy access for all relevant stakeholders
- Encourages collaboration
Where necessary, provide individual or team training on an application and invite feedback on its usefulness as a communication and collaboration tool.
Digital platforms and collaboration tools used for liaising with individuals and groups, both internal and external, should be laid out.
Explain which applications and collaboration tools are used for brainstorming, project management, and communication. Discuss version control and security expectations and ensure everyone understands the protocols.
Digital platforms and collaboration tools used for liaising with individuals and groups, both internal and external, should be laid out.
Explain which applications and collaboration tools are used for brainstorming, project management, and communication. Discuss version control and security expectations and ensure everyone understands the protocols.
3- Scheduling: Make time to meet
Your remote employees could all be in different time zones, which can lead to a ‘Lone Ranger’ approach to the company’s goals. Responses to queries can be delayed, and miscommunication thrives, resulting in a breakdown in trust, a sense of disconnection, and the building of silos.
However, the advantages of working over different time zones are significant if communication is managed correctly. The result will be a diverse team capable of contributing around the clock and positively affecting productivity.
However, the advantages of working over different time zones are significant if communication is managed correctly. The result will be a diverse team capable of contributing around the clock and positively affecting productivity.
Flexibility in scheduling is key here: Where possible,
schedule regular online meetings at a time when all staff are working, whether this is at the beginning, middle, or end of their workday. Where staff members’ time zones differ vastly, meetings may have to be less frequent and scheduled outside of the regular working hours. Remember to record meetings for the benefit and inclusion of those unable to attend.
However, the importance of speaking face-to-face (via video call), understanding the visual cues, providing context, and developing working relationships with remote staff cannot be emphasized enough.
An opportunity to talk openly, evaluate goals and give feedback on the work being undertaken will break down the silo of ‘working alone.’ So, ask co-workers who would be willing to join a meeting outside their usual hours and schedule accordingly.
During meetings, ensure that each team member contributes ideas and shares their knowledge, problems encountered, and solutions.
However, the importance of speaking face-to-face (via video call), understanding the visual cues, providing context, and developing working relationships with remote staff cannot be emphasized enough.
An opportunity to talk openly, evaluate goals and give feedback on the work being undertaken will break down the silo of ‘working alone.’ So, ask co-workers who would be willing to join a meeting outside their usual hours and schedule accordingly.
During meetings, ensure that each team member contributes ideas and shares their knowledge, problems encountered, and solutions.
4- Foster relationships
It’s important to foster relationships between remote-working team members and across different projects to prevent detachment from the team or the company.
With the freedom of the virtual realm, it is entirely possible to host virtual team-building events for remote workers. These events will help them feel included in the team and motivate them to work toward a common goal.
You can also include diversity and inclusion activities in every remote interaction, whether it’s during a virtual meeting or on a message board that’s in daily use.
Additionally, wherever possible, encourage informal communication between staff to build trust and strengthen cohesion.
With the freedom of the virtual realm, it is entirely possible to host virtual team-building events for remote workers. These events will help them feel included in the team and motivate them to work toward a common goal.
You can also include diversity and inclusion activities in every remote interaction, whether it’s during a virtual meeting or on a message board that’s in daily use.
Additionally, wherever possible, encourage informal communication between staff to build trust and strengthen cohesion.
5- Set clear boundaries and goals
When communicating with remote staff across borders, set inclusive boundaries to avoid alienating team members. This will include acceptable times for messages and calls, especially across time zones.
Keep correspondence short and sweet!
Lay out the goal, its deadline, and each person’s responsibility and give clear guidance as to the project's expectations. Don’t overwhelm everyone with information; remind all collaborators to ask questions and then follow up with individuals. Offer additional resources to those who need them and act on feedback consistently.
Remember to assess cultural differences and, if necessary, lay down a few simple ground rules about tone and acceptable language.
Consider hosting a workshop to assist a team in understanding digital ‘body language’ and cultural nuances in the virtual environment. This will prevent misunderstandings or estrangement among individuals or even a whole team.
6- Assess practices regularly
Communication practices will change and adapt as a company grows and technology advances. A team may need to use a unique tool or process to facilitate their work, which, over time, may lead to them being siloed from other departments or projects
To stay on top of this, analyze communication channels and practices regularly to ensure all stakeholders are still involved. Invite stragglers into common groups and encourage cross-functional collaboration.
By giving remote workers an opportunity to showcase their expertise and to grow their skills, they will feel included and valuable.
Smashing Silos For Better Efficiency
Silos are not something any business wants to create. But sometimes, they happen—especially in a remote environment.
By applying the above guidelines and being proactive, your organization can abolish silos and establish and maintain an open, unified workforce committed to a common goal.
By applying the above guidelines and being proactive, your organization can abolish silos and establish and maintain an open, unified workforce committed to a common goal.
