Welcome Why distributed Getting started Security Communications Managing Meetings Project management Technology Policies

Communications

Communication strategies to help distributed teams work together effectively.

Checklist for team leaders

Establish a ‘Single Source of Truth’

Create a handbook or similar repository where everyone knows they can go to find up to date information.
Instruct teams to update this source continually (have them write it into their processes).
Set an example by updating and referring to it regularly.
Make the handbook editable (by request) by everyone in the organization.
This source should contain:
- Policies and procedures
- Team agreements
- Process documentation
- Links to project boards / documentation
- Organizational information
- Team roles / responsibilities

Set standards for team communications

Determine what tools will be used universally among team members (email, chat, etc.)
Designate which tools are used for what purpose
Agree on expected response times for various comms channels during work hours
Empower asynchronous communication through collaboration tools

Establish regular touchpoints for teams

Recurring all-hands calls (weekly/monthly)
- Teamwide updates
- Informal training / information sharing
Daily check-in on video call for teams working together often
- What I did yesterday
- What I’m doing tomorrow
- Blockers / questions / action items
Regular retrospectives of projects or internal efforts
- What went well
- What could be better
- Action items / what we’ll do next time

Foster human relationships

Establish online calls that encourage human connection
- Weekly topic-based social calls for small groups of employees
- “Virtual coffee” for two or three employees to connect
- “Virtual happy hour” or similar end-of-week team gathering
Encourage video-by-default for online meetings
Set group chat channels that prompt non-work conversations
- #appreciations / #celebrations / etc.
- #pets / #parenting / #gardening / #health / etc.

Checklist for teams

Work in the open

Use a “Single Source of Truth” to document and centralize information
Update tickets and documentation continuously
Err on the side of over-communication vs. under-communication
Default to public channels in group chat so knowledge is shared
Share drafts and information early and often
Use collaborative ways of working (i.e., shared note-taking document)
CC relevant people in emails, but be clear about whether a response is expected (and from whom)

Communicate with empathy

Assume best intentions
Ask clarifying questions / seek additional context
Be clear about what you need
- Clear = “I have a non-urgent question about…”
- Unclear = “Hey, are you busy?”
Give recognition and appreciation often
Recognize that conflict and tension are normal – seek to identify the root cause

Employ best practices for group chat

Use “threading” to keep conversations tidy and easy to follow
Use notification settings to cut down unnecessary noise (snooze, mute channels, Do Not Disturb, etc.)
Use status to indicate your availability (away for lunch, vacation, caring for kids, etc.)
Create channels for groups or topics
Use group chat for:
- Social conversations / interesting links
- Quick questions / clarifications
- Real-time exchanges with folks in your timezone
- General announcements
Don’t use group chat for:
- High-level conversations
- Big decisions
- In-depth feedback

Tools

Group chat tools

Handbook tools

Resources

Services

Training

Get customizable training for small or large groups at your agency on remote / telework best practices.

Browse training

Coaching

Get personalized coaching and implementation help for building effective distributed government teams.

Browse coaching

Consulting

Get one-on-one consulting for orientation on telework policies and best practices, along with recommendations for your agency.

Browse consulting