The Secret to Efficient Virtual Communication
How do you actually improve your remote communication skills? What’s the best way to write and respond to virtual, remote messages?
With the number of people working from home at an all-time high — reaching a staggering 71% in the United States — there’s one thing we all really (sometimes desperately) need to focus on.
This “thing” is the call for more effective communication — and it has the power to make or break our work lives both in and out of the office. That said, fine-tuning this aspect of professionalism doesn’t come easy to everyone.
No worries. That’s what I’m here for. You’ve met a cat. You’ve had a latte. Well — brace yourselves, my friends, for CATTE.
Yes, it’s a little adorable. Yes, it’s kind of ridiculous, but it’s also the pneumonic device you need to really make your written communication work once and for all. Don’t mistake its charm for weakness.
So, without further ado, let’s break it down, shall we?
C for Context
A lack of clarity could be your single greatest downfall when it comes to professional communication. You should be establishing a clear context for all of your messages to save time and really connect recipients with your meaning or request.
Here’s an example that doesn’t make the cut.
“Could you update that today?”
This is nonspecific, and could come with a lot of follow up questions. It’s ambiguous not only when it comes to what “that” is, but misses the opportunity for a more specific timeline. Let’s look at a better approach.
“Could you please update the GA report by 3pm today so I can send the update to our client before tomorrow’s meeting?”
No room for confusion here. This is much better.
A for Answer
When answering questions, it’s important to ensure your response is thorough and that — in certain instances — it’s clear which question you’re responding to. While a face-to-face context makes running through a series of queries quick and easy, written communication can make it a struggle.
Here’s an example of a less-than-stellar exchange.
“Can I update the website this morning? Also, do you mind sending me the notes from yesterday’s call? What did you think of the final PDF.”
“No.”
This doesn’t only read as icy, it fails to make clear what’s being addressed. For a question-and-answer process to be seamless, both parties need to have their ducks in order.
Yes, it takes two to tango — but it’s an easy fix. Let’s take a look at a better approach.
“Hi there! A few questions:
Can I update the website this morning?
Do you mind sending me the notes from yesterday's call?
What did you think of the final PDF?”
“Hi Amy,
Not yet. I’m still reviewing. I’ll let you know when.
Done!
Good to ship, thanks.”
This isn’t only amicable. It’s effective and, while it does take a bit of extra effort right out of the gate — will save you tons of time and energy in the long run.
T is for Timeline
If we’re not clear on precisely when we want something done, it can cause resentment, confusion, or frustration when a teammate fails to hit the mark.
Here’s an example that’s ambiguous.
“Can you take a look at this?”
The recipient doesn’t really know what this message means. They could put your request on their to-do list for later today, or later this week. That’s not always something you want to leave up to their discretion.
Here’s an example that ensures everyone’s on the same page.
“Could you please review the GDOC and provide feedback by EOD so I have it ready for the meeting tomorrow morning?”
Take the time to be specific and no one will be caught off guard.
T is also for Transparency
Being honest and clear in your communication is important to building trust, working effectively, and making a positive impression. A little extra clarity goes a long way when it comes to reaching mutual understanding, and moving forward with your work.
Let’s say a team member asks you to add a new project to your day but your schedule is already jam packed. This can go one of two ways. Here’s an example that misses the mark.
“No, I can’t.”
A more thorough explanation has the potential to save face, prevent confusion, and ensure valuable opportunities don’t pass you by. Here’s one that works.
“I’m working on a 4pm deadline for my other client so I cannot review that today. I’ll have time to review your document tomorrow after 1pm. Sound good?”
With this approach, everyone is clear on bandwidth and expectations.
E is for Emojis
Yes, really. Emojis. Emojis and emotion.
Written messages lack cues that come with in-person chats, such as body language and facial expression. As a result, they’re often misinterpreted or read into. Warmth and connection are crucial in the workplace — and no one wants to be misread. An emoji here or there makes all the difference.
Here’s an example that would serve as a real bummer for its recipient.
“No we don’t do that.”
Okay then. Ouch. Be honest. Would you want to work with this person? Let’s try again.
“We’ve never done that, but let’s bring it up at the next team meeting. Sound good? 😊”
Sometimes, building an atmosphere of warmth and acceptance is just one little round mood setter away. Being friendly isn’t hard but it makes a huge difference when it comes to team morale. At the end of the day, there’s no good reason not to do this.
To improve your workplace communication, check our workshops, startup manager training, or 1:1 coaching services.
