{"id":12856,"date":"2017-01-03T15:13:07","date_gmt":"2017-01-03T21:13:07","guid":{"rendered":"https:\/\/blog.planview.com\/?p=12856"},"modified":"2021-04-20T09:33:37","modified_gmt":"2021-04-20T14:33:37","slug":"keeping-remote-teams-cohesive-part-3-over-communication-is-key","status":"publish","type":"post","link":"https:\/\/blog.planview.com\/keeping-remote-teams-cohesive-part-3-over-communication-is-key\/","title":{"rendered":"Keeping Remote Teams Cohesive, Part 3: (Over-) Communication is Key"},"content":{"rendered":"<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-12857\" src=\"https:\/\/blog.planview.com\/wp-content\/uploads\/2020\/03\/RemoteTeamsPart3Blog-1024x614.jpg\" alt=\"\" width=\"1024\" height=\"614\" srcset=\"https:\/\/blog.planview.com\/wp-content\/uploads\/2020\/03\/RemoteTeamsPart3Blog-1024x614.jpg 1024w, https:\/\/blog.planview.com\/wp-content\/uploads\/2020\/03\/RemoteTeamsPart3Blog-1024x614-300x180.jpg 300w, https:\/\/blog.planview.com\/wp-content\/uploads\/2020\/03\/RemoteTeamsPart3Blog-1024x614-768x461.jpg 768w, https:\/\/blog.planview.com\/wp-content\/uploads\/2020\/03\/RemoteTeamsPart3Blog-1024x614-750x450.jpg 750w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/p>\n<p><em>This is part of a three-part series on keeping remote teams cohesive. We recommend that you begin with\u00a0<a href=\"\/keeping-remote-teams-cohesive-part-1-6-steps-to-hiring-remote-employees\/\" data-ol-has-click-handler=\"\">parts 1 (hiring)<\/a>\u00a0and\u00a0<a href=\"\/keeping-remote-teams-cohesive-part-1-6-steps-to-hiring-remote-employees\/\" data-ol-has-click-handler=\"\">2 (onboarding)<\/a>\u00a0before reading this post on communication.<\/em><\/p>\n<p>In the final installment of this series, I\u2019ll discuss the importance of effective communication \u2014 over-communication, in fact \u2014 in remote teams. I\u2019ll share the communication strategies and methods that I\u2019ve seen be most effective for keeping remote teams cohesive.<\/p>\n<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_80 counter-hierarchy ez-toc-counter ez-toc-grey ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title\" style=\"cursor:inherit\">Table of Contents<\/p>\n<span class=\"ez-toc-title-toggle\"><a href=\"#\" class=\"ez-toc-pull-right ez-toc-btn ez-toc-btn-xs ez-toc-btn-default ez-toc-toggle\" aria-label=\"Toggle Table of Content\"><span class=\"ez-toc-js-icon-con\"><span class=\"\"><span class=\"eztoc-hide\" style=\"display:none;\">Toggle<\/span><span class=\"ez-toc-icon-toggle-span\"><svg style=\"fill: #999;color:#999\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" class=\"list-377408\" width=\"20px\" height=\"20px\" viewBox=\"0 0 24 24\" fill=\"none\"><path d=\"M6 6H4v2h2V6zm14 0H8v2h12V6zM4 11h2v2H4v-2zm16 0H8v2h12v-2zM4 16h2v2H4v-2zm16 0H8v2h12v-2z\" fill=\"currentColor\"><\/path><\/svg><svg style=\"fill: #999;color:#999\" class=\"arrow-unsorted-368013\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"10px\" height=\"10px\" viewBox=\"0 0 24 24\" version=\"1.2\" baseProfile=\"tiny\"><path d=\"M18.2 9.3l-6.2-6.3-6.2 6.3c-.2.2-.3.4-.3.7s.1.5.3.7c.2.2.4.3.7.3h11c.3 0 .5-.1.7-.3.2-.2.3-.5.3-.7s-.1-.5-.3-.7zM5.8 14.7l6.2 6.3 6.2-6.3c.2-.2.3-.5.3-.7s-.1-.5-.3-.7c-.2-.2-.4-.3-.7-.3h-11c-.3 0-.5.1-.7.3-.2.2-.3.5-.3.7s.1.5.3.7z\"\/><\/svg><\/span><\/span><\/span><\/a><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 ' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/blog.planview.com\/keeping-remote-teams-cohesive-part-3-over-communication-is-key\/#Build_and_Maintain_Trust_through_Direct_Communication\" >Build and Maintain Trust through Direct Communication<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/blog.planview.com\/keeping-remote-teams-cohesive-part-3-over-communication-is-key\/#Create_Communication_Habits\" >Create Communication Habits<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/blog.planview.com\/keeping-remote-teams-cohesive-part-3-over-communication-is-key\/#Visualize_Work_with_Kanban\" >Visualize Work with Kanban<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/blog.planview.com\/keeping-remote-teams-cohesive-part-3-over-communication-is-key\/#Cultivate_Rapport\" >Cultivate Rapport<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/blog.planview.com\/keeping-remote-teams-cohesive-part-3-over-communication-is-key\/#Keeping_Remote_Teams_Cohesive_Over-_Communication_is_Key\" >Keeping Remote Teams Cohesive: (Over-) Communication is Key<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-6\" href=\"https:\/\/blog.planview.com\/keeping-remote-teams-cohesive-part-3-over-communication-is-key\/#Recommended_Reading\" >Recommended Reading<\/a><\/li><\/ul><\/nav><\/div>\n<h2><span class=\"ez-toc-section\" id=\"Build_and_Maintain_Trust_through_Direct_Communication\"><\/span>Build and Maintain Trust through Direct Communication<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>In my post on\u00a0<a href=\"\/keeping-remote-teams-cohesive-part-1-6-steps-to-hiring-remote-employees\/\" data-ol-has-click-handler=\"\">onboarding<\/a>, I introduced Esther Derby\u2019s framework for building trust on teams: Display trust; address issues directly; share relevant information; follow through on commitments, or give early notice when you can\u2019t; say no when you mean no; share what you know and what you don\u2019t know.<\/p>\n<p>Notice the verbs of each of these: Display, address, share, follow through, give notice, say, share. Each of these reflects a need for proactive, direct, clear communication. This is how managers and team members will build trust with their remote employee.<\/p>\n<p>But it isn\u2019t enough to just build trust \u2014 you have to maintain it as well. When you hire a smart, talented person, it\u2019s easy to assume that once you onboard them, they\u2019ll be entirely self-sufficient. However, as initiatives change, the team grows, and priorities shift, it\u2019s easy for remote employees to get lost in the shuffle.<\/p>\n<p>I\u2019ve found that the following strategies are helpful for maintaining trust through direct communication in remote teams:<\/p>\n<ul>\n<li>Have an onsite team member take notes during team meetings, and distribute them after so everyone can review them.<\/li>\n<li>Create a simple log of any major team decisions \u2014 what was decided, when, and why. This is helpful for everyone on the team, especially as the team grows and individuals specialize, to have a record of how team priorities were implemented. This also allows your team to keep a record of any continuous improvement initiatives.<\/li>\n<li>Make use of a social messaging tool like Slack, and organize it according to teams, sub-teams, and projects, so everyone knows where to go for important information. The team log mentioned above can be a Slack channel, with important decisions pinned to the channel.<\/li>\n<\/ul>\n<h3>A Note for Managers<\/h3>\n<p>These recommendations are equally important for managers as they are for teams: According to\u00a0<a href=\"https:\/\/hbr.org\/2015\/06\/the-top-complaints-from-employees-about-their-leaders\" data-ol-has-click-handler=\"\">Harvard Business Review<\/a>, 91% of employees say communication issues drag down their management. A successful relationship between manager and remote employee requires proactive communication. Leaders must share the vision to keep their team members on track toward their objectives. It\u2019s not just about \u201cchecking in\u201d from time to time \u2014 remote employees need the same amount of face time as onsite employees, if not more \u2014 and it\u2019s up to both the remote employee and their manager to make this happen.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Create_Communication_Habits\"><\/span>Create Communication Habits<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>In 2012 New York Times Bestseller\u00a0<a href=\"http:\/\/amzn.to\/2g7wOUj\" data-ol-has-click-handler=\"\">The Power of Habit<\/a>, author Charles Duhigg describes the habit loop. It starts with the cue, then a routine, and finally, a reward. Teams need to identify ways to make communication a habit.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-12858\" src=\"https:\/\/blog.planview.com\/wp-content\/uploads\/2020\/03\/Slide11.jpg\" alt=\"\" width=\"720\" height=\"540\" srcset=\"https:\/\/blog.planview.com\/wp-content\/uploads\/2020\/03\/Slide11.jpg 720w, https:\/\/blog.planview.com\/wp-content\/uploads\/2020\/03\/Slide11-300x225.jpg 300w, https:\/\/blog.planview.com\/wp-content\/uploads\/2020\/03\/Slide11-100x75.jpg 100w\" sizes=\"auto, (max-width: 720px) 100vw, 720px\" \/><\/p>\n<p>Beyond keeping meeting minutes and a decision log as mentioned above, the daily standup is an excellent communication habit for all teams, especially remote teams. Standups are an opportunity for teams to gather to discuss work and identify and remove anything getting in the way of productivity. Learn more about standups\u00a0<a href=\"https:\/\/blog.planview.com\/how-to-run-effective-standups-and-retrospectives\/\" data-ol-has-click-handler=\"\">here<\/a>.<\/p>\n<p>For remote employees, daily standups are an invaluable opportunity for facetime with their team. Standups allow remote employees to ask for help, communicate their value, and learn how they can add value to the work of others.<\/p>\n<p>Daily standups keep the team in sync, without disrupting the flow of daily work (effective standups usually take less than 15 minutes). The team can check in and prioritize\u00a0commitments on a daily basis. For managers, daily standups are an excellent opportunity to ensure that the team is prioritizing work according to the team\u2019s goals.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Visualize_Work_with_Kanban\"><\/span>Visualize Work with Kanban<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>It\u2019s said a picture is worth a thousand words. A few years ago, I was working at a\u00a0<a title=\"\" href=\"https:\/\/startupweekend.org\/\" target=\"_blank\" rel=\"noopener noreferrer\">Startup Weekend<\/a>. We were trying to understand all we needed to do to launch our application. Brandon Carlson started putting up note cards on the wall. This was the first Kanban board I had seen. We started with simple steps, like To Do, Doing, and Done. It was really incredible to see how quickly Kanban helped this group of people become a team \u2014 and start prioritizing, delegating, and getting work done.<\/p>\n<p>Visualizing work with Kanban can be invaluable for remote teams. Kanban boards help teams and their managers stay aligned around priorities, goals, and project objectives. Kanban helps remote employees communicate what they\u2019re working on to their team, manager, and stakeholders.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Cultivate_Rapport\"><\/span>Cultivate Rapport<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Rapport is defined as: \u201ca close and harmonious relationship in which the people or groups concerned understand each other\u2019s feelings or ideas and communicate well.\u201d This should be every team\u2019s communication goal. Much like balancing a basketball on your finger, building rapport on a remote team takes constant motion. It\u2019s not something you do once and forget about it. We need to keep it in mind at all times.<\/p>\n<p>When I think of rapport, I always think of my mother. Whenever she meets someone, she tries to find something in common with her new friend. Seeking common ground allows her to establish a meaningful foundation for the relationship. Then, each time she interacts with that person, she has something meaningful to ask about: Instead of a simple, \u201cHow are you?\u201d, she\u2019s able to ask, \u201cHow is your pottery class going?\u201d or \u201cHow is your son liking his new school?\u201d This is why people love my mother \u2014 because she is empathetic and cultivates rapport.<\/p>\n<p>Empathy is challenging when you aren\u2019t working face to face. On a remote team, we need to be very attentive to pick up on our co-worker\u2019s emotions and energy. Our teammates may need our help. If we tune them out or only maintain a transactional relationship, we\u2019ll miss an opportunity to help them succeed.<\/p>\n<p>As a team member or a manager of a remote employee, it\u2019s important to know what\u2019s going on, both in their work and their personal lives (as much as they want to share, of course). We spend 40+ hours a week with our coworkers \u2014 it\u2019s helpful if we know, like, and understand them as people. Make an effort to cultivate rapport with remote team members by making efforts to include them in social, as well as work conversations. If you\u2019re organizing team building events, find create ways to include remote employees. Do not let a geographical barrier become an emotional or professional one! Cultivate rapport, and you\u2019ll reap the personal and professional rewards of strong team morale.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Keeping_Remote_Teams_Cohesive_Over-_Communication_is_Key\"><\/span>Keeping Remote Teams Cohesive: (Over-) Communication is Key<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>The definition of cohesion is \u201cthe action or fact of forming a united whole.\u201d The goal of any team is to work as a unified whole towards a common goal. However, unified does not mean uniform \u2014 great teams are a mix of talented individuals, and developing cohesion in great teams requires a uniquely personal mix of communication tools, habits, and tactics. Building a remote team that trusts, supports, and empowers each other is a challenge, but it\u2019s a challenge worth tackling.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Recommended_Reading\"><\/span>Recommended Reading<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>To learn more about building cohesion in remote teams, we recommend the following resources:<\/p>\n<ul>\n<li><a href=\"https:\/\/blog.planview.com\/how-lean-improvement-methods-enable-respect\/\" data-ol-has-click-handler=\"\">How Lean Improvement Methods Enable Success<\/a><\/li>\n<li><a href=\"https:\/\/blog.planview.com\/build-quality-in-the-key-to-continuous-delivery-in-kanban\/\" data-ol-has-click-handler=\"\">Build Quality In: The Key to Continuous Delivery in Kanban<\/a><\/li>\n<li><a title=\"\" href=\"https:\/\/info.planview.com\/kanban-roadmap-_ebook_lad_en_reg.html\" target=\"_blank\" rel=\"noopener noreferrer\" data-ol-has-click-handler=\"\">Kanban Roadmap: How to Get Started in 5 Steps<\/a><\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"<p>This is part of a three-part series on keeping remote teams cohesive. We recommend that you begin with\u00a0parts 1 (hiring)\u00a0and\u00a02 (onboarding)\u00a0before reading this post on communication. In the final installment of this series, I\u2019ll discuss the importance of effective communication \u2014 over-communication, in fact \u2014 in remote teams. I\u2019ll share the communication strategies and methods&#8230;<\/p>\n","protected":false},"author":163,"featured_media":0,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"_editorskit_title_hidden":false,"_editorskit_reading_time":0,"_editorskit_is_block_options_detached":false,"_editorskit_block_options_position":"{}","footnotes":""},"categories":[7808,38],"tags":[511],"class_list":["post-12856","post","type-post","status-publish","format-standard","hentry","category-virtual-teams","category-work-collaboration","tag-leankit"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v26.8 (Yoast SEO v26.8) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>Keeping Remote Teams Cohesive, Part 3: (Over-) Communication is Key - Blog | Planview<\/title>\n<meta name=\"description\" content=\"In the final installment of this series, I\u2019ll discuss the importance of effective communication \u2014 over-communication, in fact \u2014 in remote teams.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/blog.planview.com\/keeping-remote-teams-cohesive-part-3-over-communication-is-key\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Keeping Remote Teams Cohesive, Part 3: (Over-) Communication is Key\" \/>\n<meta property=\"og:description\" content=\"In the final installment of this series, I\u2019ll discuss the importance of effective communication \u2014 over-communication, in fact \u2014 in remote teams.\" \/>\n<meta property=\"og:url\" content=\"https:\/\/blog.planview.com\/keeping-remote-teams-cohesive-part-3-over-communication-is-key\/\" \/>\n<meta property=\"og:site_name\" content=\"Planview Blog\" \/>\n<meta property=\"article:publisher\" content=\"http:\/\/www.facebook.com\/pages\/Planview-Inc\/89422974772\" \/>\n<meta property=\"article:published_time\" content=\"2017-01-03T21:13:07+00:00\" \/>\n<meta property=\"article:modified_time\" content=\"2021-04-20T14:33:37+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/blog.planview.com\/wp-content\/uploads\/2020\/03\/RemoteTeamsPart3Blog-1024x614.jpg\" \/>\n<meta name=\"author\" content=\"Tom Henricksen\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:creator\" content=\"@Planview\" \/>\n<meta name=\"twitter:site\" content=\"@Planview\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"Tom Henricksen\" \/>\n\t<meta name=\"twitter:label2\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"6 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\/\/schema.org\",\"@graph\":[{\"@type\":\"Article\",\"@id\":\"https:\/\/blog.planview.com\/keeping-remote-teams-cohesive-part-3-over-communication-is-key\/#article\",\"isPartOf\":{\"@id\":\"https:\/\/blog.planview.com\/keeping-remote-teams-cohesive-part-3-over-communication-is-key\/\"},\"author\":{\"name\":\"Tom Henricksen\",\"@id\":\"https:\/\/blog.planview.com\/#\/schema\/person\/c45e2ecca88a9f58214c5782f6a511d0\"},\"headline\":\"Keeping Remote Teams Cohesive, Part 3: (Over-) Communication is Key\",\"datePublished\":\"2017-01-03T21:13:07+00:00\",\"dateModified\":\"2021-04-20T14:33:37+00:00\",\"mainEntityOfPage\":{\"@id\":\"https:\/\/blog.planview.com\/keeping-remote-teams-cohesive-part-3-over-communication-is-key\/\"},\"wordCount\":1269,\"publisher\":{\"@id\":\"https:\/\/blog.planview.com\/#organization\"},\"image\":{\"@id\":\"https:\/\/blog.planview.com\/keeping-remote-teams-cohesive-part-3-over-communication-is-key\/#primaryimage\"},\"thumbnailUrl\":\"https:\/\/blog.planview.com\/wp-content\/uploads\/2020\/03\/RemoteTeamsPart3Blog-1024x614.jpg\",\"keywords\":[\"LeanKit\"],\"articleSection\":[\"Virtual Teams\",\"Work Management for Teams\"],\"inLanguage\":\"en-US\"},{\"@type\":\"WebPage\",\"@id\":\"https:\/\/blog.planview.com\/keeping-remote-teams-cohesive-part-3-over-communication-is-key\/\",\"url\":\"https:\/\/blog.planview.com\/keeping-remote-teams-cohesive-part-3-over-communication-is-key\/\",\"name\":\"Keeping Remote Teams Cohesive, Part 3: (Over-) Communication is Key - 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