As a leader of two different virtual teams of writers and creatives, there are many things that are vital to running smooth operations. But my number one, most important thing I need is effective communication.
We live in a digital world - now more than ever - and we often assume that communication is simple. But so much can be lost in the sea of emails, texts, Slack messages, etc. when we are not able to communicate face-to-face. We all experience digital fatigue, too. How often do you feel overwhelmed with your inbox? 🙋🏻♀️
And let me go back to say that communication, even in the best of circumstances, is not simple.
Nonverbal communication can be misinterpreted. Body language, facial expressions, and posture are several examples of this. One’s tone of voice or hand gestures can tell an entirely different story. And this is just if you are talking in person! In digital communication, the tone and message are interpreted by the reader. Without the right words and methods, one email could have devastating consequences.
So how do entrepreneurs and business owners navigate this minefield?
I have been leading teams virtually and in-person for several years, and I’ve added a few things to my skill set to communicate effectively in a virtual world:
Know your audience.
Those fragmented sentences or funny memes you send to your best friend? They will probably not be well received in your business emails. You must tailor your message to your recipient or audience. This might seem like an obvious tip, but you would be surprised at how challenging this can be.
Without face-to-face interaction, your words will represent you to whomever you are communicating with. This can be your newest team member or the COO of a major corporation. Choose your words carefully and know how to address that person appropriately.
Use clear, concise language and punctuation.
You do not need to use fancy words or abbreviations. If you want your message to be understood, clear and concise words are key. Don’t try to sound “smarter,” just get to the point! This is especially important when addressing employees or teams. If you have tasks you need accomplished or are setting deadlines, say it clearly so there cannot be any confusion.
The same goes for punctuation. Use it appropriately and for goodness sake, don’t put an exclamation mark on everything. No one is excited about everything, and that’s what it conveys.
And I expect the same from my teams. I lead milspouse writers and entrepreneurs, and no one knows better than a milspouse how chaotic life can become. I understand that deadlines may be missed or that emails may fall through the cracks. But if that person does not communicate to me what is happening or if they are struggling, I cannot help him or her.
Know the technology you are using.
I know - there is a new app or platform practically every week. Don’t feel pressured to use the newest thing if you are not fluent in it. If email is your go-to method for addressing your team, then keep using it. If you prefer utilizing a Facebook group, a Slack channel, or you are jumping on the Clubhouse bandwagon, go for it! Just make sure you know how to properly and efficiently use whichever you choose.
Many entrepreneurs and business owners find that a mix of different platforms works best. Email is still king for your customer and client communication while messaging apps or services can work more effectively internally. I like to use Facebook and Slack for more informal and quicker communication with my teams, but I still reserve email for formal communication.
Be a good listener.
Half of communication is listening. While you may not be actively listening in person, you can still be a good listener by paying attention to the subject of the communication, the words used, and any graphics or context clues that you may glean. Be perceptive and open to the communication you receive.
Understand that miscommunication is going to happen.
It happens to all of us, no matter how carefully you crafted that text message or agonized over that email. Remember that it is usually not personal, just a misunderstanding. In their article called Top 10 Tips for Effective Communication, Fremont College suggests using diplomacy to handle these mishaps. Talk directly to the person and handle it promptly. I like this nugget of wisdom from their article:
“To prevent a small misunderstanding from turning into a major crisis...respond with an open mind and refrain from personal attacks. Ask questions and listen carefully to the responses so you can understand where the other person is coming from.”
Communication is something every person can and should work on continually.
No matter how technology advances or how many apps we have to talk to one another, it always comes down to effective communication to truly understanding one another. Add a few of these tips to your repertoire, and let me know what your tips are for effective communication in a virtual world!
Rachel is the co-owner and Editor of The Military Mom Collective. She has been an Air Force spouse for 17 years. Her husband's career had taken them to many assignments around the world, and she currently lives in Hawaii (but only for a few more weeks!). She is a mother of four children as well. She holds a BA in English and a MA in Management. When not busy with work or her family, she enjoys volunteering within the military community, reading as many books as possible, and drinking all the coffee.
Rachel is also the Copy Editor at AMSE and a freelance writer. She has been featured on We Are The Mighty, Her View From Home, AMSE, The Beautifull Project, Hand-in-Hand QC, and other publications. She has been blogging for herself and other organizations for over 10 years and is always trying to stay on top of SEO practices and using the power of experiences and storytelling to empower businesses and individuals.
