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Communication and productivity are interdependent, and in a distributed team, their relationship is abundantly clear. While a cozy, in-person meeting might easily segue into a waffly chat, the nature of distributed collaboration tends to highlight time-wasting more starkly.
Communication has evolved with technology, but many of those now IMing colleagues cut their teeth writing internal memos on typewriters. Cultural and generational clashes are both common in distributed collaboration, and more damaging than they might be if the working relationships had a face-to-face component.
Many have discussed email etiquette, but for the average web worker, the notion of politesse can seem archaic — or even counterproductive in some circumstances. Here, then, are five golden rules for respectful, productive digital communication, whether you’re using email, IM, video chat, phone, or other communications tools like document sharing and time tracking systems.
1. Have an agenda, and meet it
To keep digital exchanges functional, set an agenda. Whether it’s a one-line email, or a one-hour video conference, your interaction will be more productive if you stay on track. Your colleagues will appreciate it, because it shows respect for their time. And it’ll let you identify any part of the exchange that’s off-topic, and end it — perhaps suggesting an alternative time to address it — before it gets out of hand.
Having an agenda helps cut down on time-wasting, but it also encourages responsiveness, since your collaborators know what you need, and don’t need to wade through the waffle to give it to you.
2. Don’t spam
In this context, spam is any form of unwanted or unnecessary communication. It doesn’t need to involve multiple recipients: leaving your colleague a phone message, then sending a text, and following up with an email, is example of spam. Sharing your new document with a colleague who’s on your team, but doesn’t need to use it, is an example of spam.
Spam overwhelms us. It makes us stressed and cranky, and it makes maintaining focus difficult. Be astute in working out what to share with which team members, and learn to differentiate between information for information’s sake, and necessary communication.
3. Respect time constraints
Having respect for the time constraints of your colleagues governs a range of collaborative behaviors.
Give collaborators time to receive your communication, digest it and formulate a reply around the other work they’re doing before you bug them for their response. Prioritize your communications points so that colleagues know what’s most important, and tell them if something’s urgent. Conversely, don’t earmark a task or communication as urgent if it’s not. As well as indicating the reason for your communication, identify your expectations of a response timeframe, so your colleague can prioritize your request.
Remember: while digital communications tools may seem immediate, we’re only human, and none of us can be in two places at once.
4. Be clear
Clarity and directness underpin digital collaboration. But, particularly in written or very short communications, choose your words carefully. Short can very easily come across as terse. Speak in a way that’s appropriate to your colleague, and your relationship with them, as well as the communications medium your using.
Choosing the right tool for the job can influence your ability to communicate what’s needed. Limits on length, or attachments and other inclusions, can hobble communications, so make sure you choose the medium that suits your needs best. Don’t try to wedge a phone conversation into a voicemail, for example — your garbled, rushed message will just add to the “noise” to your colleague’s day. Instead, just explain why you’re calling and ask them to call you back. Explain the details in person when they do.
Being clear is particularly important in shared, multi-party systems like document sharing and contact management systems. Stick to the guidelines your team has set for aspects like naming and storage conventions — it’ll reduce confusion and communications noise, and generally make life easier for your colleagues.
5. Be open
Digital workers can end up hiding behind a smokescreen of task managers, email autoresponders, and voicemail all too easily if they feel overwhelmed. Lead by example. If you’re asking a team member for something, be available to answer their questions about your request. Be diligent about responding to colleagues in an appropriate way using the foundations outlined here.
Accept that good digital collaboration takes time and mutual understanding — it is, after all, communication between people. Relegating a colleague whose communications approach annoys you to the back of the queue is rarely productive; the best way to encourage others to collaborate with you in the way you want is to take the time to explain your preferences to them.
That conversation could eradicate the kind of uncertainty that undermines good distributed working relationships, and cement the foundations for ongoing productive collaboration.