Here's how you can foster effective communication in virtual teams.

Virtual high-performing teams have a heightened need for clear communication to drive efficient and effective outcomes. Layer in disparate professional levels and native languages, and the need goes up exponentially. Document, explain, retain and sustain is the recipe. Document: -Start day 0 with onboarding expectations are documented and shared. -Create your rhythm of business and document what is expected to be shared by which role in the weekly, monthly, and quarterly updates- OKR process, Business Updates, etc. Explain: Managers review with their team. Retain: -Repeatable processes in a shared drive or tool that enables live comments and answers. Sustain: -These are living artifacts that get optimized over time.

Setting expectations is like setting a dress code in a choir; If you don't dress accordingly, you do not participate. Virtual teams need to know the tone of the company, what is acceptable and what isn't. In my company, we sensitize everyone from day one. Team members learn that we are a family, and we are not an over-the-top company; we don't use Kafkaesque processes to achieve things. We address each other on a first name basis, but if anyone is not comfortable with that, then they can address each other with an appropriate name both parties like and are comfortable with. We play and party, but when it's time for work, it is time for work. We do not micromanage, everyone is treated like a stakeholder, hence they should act accordingly

Have team group chats. Encourage everyone to ask/answer questions in those team chats. It's really easy to feel alone when you work remotely. Don't fall into the mindset that "someone else will get it" when a question is asked. The team isn't succeeding when team members aren't getting help from each other.

Setting expectations, whether virtual, hybrid or in office, is leadership 101. The question is, what virtual communication practices will be used, and how frequently? For example: Slack - Respond to DM: 24 hours - No group blasts. Be specific as to who is to respond. - Admin is Taylor A. Email - Respond to Direct Email: 48 hours - Group Email: Denote either Info Only or call out who needs to take action. Text - Individual preference is based on one-on-one communication. Phone Call - Respond as soon as possible. If someone calls you, it means a human wants to talk to you. Answer the call. In my prior companies, we always had a standard practice for communication. Everyone agreed to it when they took a position.

Apps that facilitate face-to-face communication, update sharing, and chat would be your first choice. Have the same consideration for your team. Choose resources that, from wherever they are, encourage participation and a sense of community for everybody. By giving priority to user-friendly platforms and taking time zones into consideration, you demonstrate that you appreciate each team member's contribution and well-being, which facilitates inclusive and seamless virtual communication.

Tools, tools, tools. This is less about the tools and more about consistency. Everyone has an opinion and preference. I like Zoom over Teams, Slack over Discord, blah blah blah. The real challenge is making sure the team remains consistent with the tools they select. When smaller groups break out and use their tools, things get tricky. A good leader knows how to be open to conversations about tools and when to make a decision and to enforce the rules. There is a balance and each org should be willing to discuss options and reevaluate when the time is right. But let's be clear, tools can kill a virtual team if the team rejects them. The leader must always be listening.

The biggest rapport builder I know is being on camera. Knowing others are paying attention and seeing body language and facial expressions is a massive benefit to all involved. Eye contact, even on Zoom, matters and builds connection. Do they smile when you talk to them, or do they have a sour face and are pissed off? I've been on Zoom calls with 25 people; only three are on camera. This does not work when building and growing a virtual team. We must see each other. It is the foundation of all human engagement.

To foster effective communication in virtual teams, encourage feedback. Create a safe space where team members feel comfortable sharing their thoughts and opinions. Ask open-ended questions to stimulate discussion and actively listen to responses. By encouraging feedback, you'll build trust, foster collaboration, and ensure everyone's voice is heard.

Feedback is very critical in a virtual setting. Regular feedback through anonymous surveys and one-on-one meetings to identify areas for improvement, both in communication and overall workflow are important tools. This open environment allows us to continuously refine our approach.

Celebrating successes is vital. Recognizing contributions through team emails, video call shout-outs boosts morale and reinforces the value of clear communication in achieving goals. It highlights the positive impact strong communication has on our projects.