Working together at a distance: 5 tips for successful communication

In the picture you can see a woman at the laptop during a video conference.

The larger and more complex the company structure is and the more interfaces there are in the daily work, the better and more efficient the coordination of all those involved must be in order to successfully implement joint projects. After all, good teamwork is a decisive factor for the success of a company. But it is not only the company that benefits from good communication: if the communication within a team or the entire company is right, each individual employee sees himself as an important part of the whole.¹

To ensure successful teamwork, consistent communication is also necessary. This usually takes the form of regular coordination, such as fixed days or project meetings. In a study by the StepStone job platform on successful teamwork, the most frequently mentioned necessary social qualities were “communication skills” and “reliability” (85% each). When asked about collaboration within teams, 71 per cent of respondents said they meet frequently enough to communicate effectively. 80 per cent said they keep each other informed about work-related matters.² It is well known from everyday work that precisely this mutual exchange usually takes place in a natural way, for example during short meetings in the coffee kitchen or a joint lunch. However, this only applies if the team members are at the same location.

Virtual teams need virtual solutions to realise communication
With increasing mobility, more home offices or cross-locational, international project teams, team members are often locally separated from each other. It is not possible to go to the office next door to discuss the current status. That’s why communication has to be done differently. When working in such virtual teams, solutions are needed that help ensure successful communication even without the natural interpersonal exchange: digital channels. For this reason, online meetings, video conferences and chat programmes have become an integral part of everyday business life and are, for the most part, indispensable.

Regular exchange via digital communication channels ensures successful project progress. Here, communication usually takes place on a purely working level. However, communication on a personal level is also essential so that all project participants feel perceived, consider themselves part of the whole and a sense of belonging is created.

In order to establish successful project communication, there are various possibilities that can be easily integrated into the daily work of a team:

5 tips for successful communication in the (virtual) team

Regular coordination
Weekly or bi-weekly (virtual) meetings ensure an overview of project progress, upcoming deadlines and to-dos as well as task distribution and workload within the team. In addition, they provide space for questions, promote exchange and enable a common level of information among all participants. The series of appointments should be adapted to the projects and cover the necessary time frame – there must be enough time for all open questions and necessary discussions. The selection of participants is also important: the entire project team must be involved, and if necessary, other participants from interfaces can also take part on relevant points.
Establishing communication on equal terms
Successful teamwork is made possible by the cooperative attitude of all team members. It is important that equality prevails in the team and that communication is nevertheless based on partnership and constructive despite existing hierarchies. All team members should show each other the same esteem and experience this themselves. Clear communication rules, respectful cooperation, active listening and interest in the topics of the others promote open and constructive exchange.
Video meetings: turn on the camera
To work successfully in a team, it is important that everyone knows who they are dealing with. Video transmission makes it easier to identify faces and names, which is especially helpful for new team members. In addition, when working at a distance, facial expressions in connection with the tonality are particularly important in communication, which can be perceived through video transmission. Gestures that can be experienced make colleagues more approachable, which also strengthens interpersonal relationships. Furthermore, non-verbal communication accounts for the largest share of communication (55%).³ When working from home for a longer period of time or at a location without personal contact, switching on the camera and seeing the other colleagues – even if it is only virtual – helps to maintain the feeling of togetherness even at a distance and to promote a stable relationship between the team members.
Set up a team chat – and use it
A virtual chat room in which all project members are represented allows for quick clarification of questions that arise without having to schedule a meeting or wait until the next joint meeting. Information about staff absences, scheduled interim statuses or feedback can also be addressed there to all or individual members. This ensures seamless project communication. However, when introducing such a group chat, it should be clearly communicated which rules apply to this chat. For example, private conversations should take place in 1:1 conversations and not swamp the group. A daily good morning and goodbye additionally create a sense of community and promote interpersonal exchange.
Encourage private exchange
Active appointments for a virtual coffee or lunch break give space for interpersonal exchange in addition to the work level. A team works together more successfully if a personal level of communication is also achieved to a certain extent. A personal bond is also important to strengthen team cohesion. Trust in each other and motivation for personal commitment to the project are also promoted through informal exchange. Regular coordination also prevents team members from being “forgotten”. In addition, private exchanges provide better impressions of how colleagues are doing.