How to foster communication while working at home

For some, it may seem contradictory to focus on fostering communication in a majority digital workplace, but given the direction of many fields and global health concerns, it is an inevitable possibility that we have to consider. Many workplaces have been fully remote for some time now but given the ongoing pandemic, and the possibility that employees will choose to continue working from home, there needs to be more focus on embracing remote work instead of just waiting for the storm to pass. I believe that working from home is a great option year-round, so I will be giving tips and tricks on how to maximize the potential of working remotely by fostering healthy communication practices.

Embrace different approaches

Everyone learns and communicates differently, the beautiful thing about remote work is that it can be tailored to accommodate more learning techniques than in-person workspaces. There are introverts among you, people with anxiety, and people who just prefer to write things down before they communicate. For a long time, workplaces have operated to the benefit of the extrovert, but now there is a great opportunity for workplaces to design ways to accommodate different styles of learning and communication. More social people can opt to have daily video conferences with a team or supervisor, while solo workers can check in and ask questions over digital channels.

It is a lot to juggle right off the bat, but as you develop personalized standards for employees the benefits are incredible. Individual productivity will increase, and employees will appreciate that their comfort and personality is taken into account. It is a great way to improve a sense of community despite being in different locations.

Develop multiple communication channels

In order to fully embrace different approaches, there need to be several communication channels for different needs. This applies to varying levels of formality and varying approaches to communication. Installing different systems helps erase certain concerns that inevitably pop up when working remotely.

There should be different channels for quick questions, concerns, or check-ins, than the ones for formal emails or submissions. This helps alleviate confusion and encourages employees to communicate more. Not knowing where or how to ask questions can sometimes discourage people from communicating. However, if an employee knows that they need to Google chat for check-ins, use Slack for group work, and emails for formal correspondence and submissions, then there is no confusion and the set rules help create an expectation for communication.

Set availability timeframes

Setting time limits for communication availability may seem counterintuitive to fostering communication but in practice, it cultivates a sense of accountability. By saying, “I will not be available to reach via communication channels by this set time” it ensures that they will be available outside that time. Ensuring that people are accountable during specific work hours creates a much-needed expectation for remote work. It respects the work/life balance, while also developing a seamless avenue for communication within a specific time frame. Having a set time frame allows for supervisors to guarantee responsiveness and cultivate an accountable and respectful atmosphere for employees.

Limit miscommunicated intentions

Once communication channels are established it is important to promote an environment where employees “seek to understand”. This means that people try to assume the best in others, and try to see things from their point of view. When working from home, this is especially important, as digital communications can result in the loss of prosaic cues and miscommunicated intentions. I would recommend establishing a training video or program to introduce people to communicating online. Some communicative techniques like sarcasm or idioms may not translate across digital platforms. It is better to speak plainly, and lean on the side of over communicating. Sometimes what you believe to be self-explanatory is not easily understood for others, and it is more efficient to over-explain now than it is to correct or circle back later.

Create a hybrid conference routine

More generally, people will be heading back to the office and some will be staying at home. This can seem daunting for employers as it is difficult to combine various communication platforms. What I would recommend is creating a hybrid conference routine now, before an official transition begins. There should be separate protocols for people calling in from home and people who are in the office. You can hold a meeting where there are people in both settings, but systems that help with volume control, audibility, interruptions and questions are vital. Once these hybrid routines are able to work smoothly, there is no need to fear changes or trends in remote/in-person work.