Part of our ‘Working from home‘ Series
As we get used to social distancing and working from home, we also have to get used to keeping in contact with colleagues, and customers, in new and unfamiliar ways. A basic email format may not provide the right tools for communicating and so video, instant messaging, and cloud-sharing apps are crucial for maintaining productivity and clear communication channels. So, what are the best ways to make the most of this engaging technology?
1. Have the right technology
Regardless of the size of your business, investing in key software, that makes it easy for your employees to communicate, is crucial for remote working. You’ll want to think about the ability to make video conferences or calls simply and easily, but incorporating instant-messaging and file-sharing functions will provide additional collaborative tools for working with colleagues in real-time.
Whilst there are various programmes that allow each of these functions individually, valuable software that incorporates all of these under one system is Microsoft 365. 365 not only includes your basic Microsoft Office tools – such as Word, PowerPoint, Excel – but links your account with a OneDrive space to keep all your files in a secure cloud database that can be accessed from anywhere you are. Alongside this, Microsoft Teams contains a multitude of features, including call and video functions, but also the ability to create specific team sections where you can share files, messages, to-do lists and work on the same documents together, at the same time.
One thing to bear in mind is that all of this software can become obsolete if employees don’t have the right hardware. If employees are using their own personal equipment (PC or phone), then you will need to make sure that it is up-to-date and set up to work with their work profile. If they have been provided with hardware, then they will need to be given the right equipment that is compatible with their needs and requirements – for example, a graphic designer may require a higher specification laptop for large editing applications.
2. Using video-calling tools
Although we may conduct video calls commonly in our personal lives, using video-calling software may be unfamiliar for some in a business environment; being out of the office, or remote working, can lead to a need for ‘virtual meetings’. this can involve conference calls, video meetings and live online events, and when using these tools, there are a number of things that you can consider to make the most out of your meetings.
Embrace online conversations
With many of us working from home by ourselves, it can often feel quite isolating. In order to overcome this, encourage your team to turn on their video and interact face-to-face when making a call. Not only does it make you feel more connected but it can often help you to express yourself more clearly when you are able to see the other parties you are talking to.
Be mindful and inclusive
A crowded call can make it difficult for everyone to share their opinion equally. Pausing frequently to allow others to ask questions, or reminding attendees to use the chat window can be great for making sure that everyone understands the conversation. It’s also helpful to remember that muting your microphone, when not speaking, can remove unnecessary and disruptive background noise and keep the meeting running smoothly.
Record your meetings
When you start a meeting, make sure to hit ‘record’. Employees who are unable to join the current meeting can then watch the footage later. This way, people can easily review anything they missed or that need to be repeated.
3. Make the most of instant messaging
Instant messaging and chat functions are a quick and easy way to communicate with colleagues when you don’t require a formal obligation like a conference call. It is a useful tool for spreading information quickly and it can also serve as a form of informal conversation that would usually happen in an office, such as during a coffee break.
Why not try making a section on your chat just for casual information and chats to keep your whole team connected, especially when you are over different regions of the country or even the globe.
4. Collaborate with online file sharing
Being able to work collaboratively and share documents in real-time removes the hindrance of having to constantly share files back and forth via email. You can access and edit files easily, even when you’re out of the office. and with a cloud-based storage system, your files stay both secure and accessible regardless of your location.
Working remotely can be isolating and so it is important to create opportunities for your team to get together and make use of the communication tools you have available – ensuring that you and your colleagues still feel engaged, regardless of your location.
