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Communicating successfully in today’s global organizations depends on making sure that messages are understood accurately and intended outcomes are achieved. With the loss of non-verbal cues and the likelihood of different cultures, it is essential to choose appropriate technologies and behaviours for successful virtual communication. This presentation gives useful and easy to apply tips and advice, which will ensure that you and your team communicate effectively as possible. For more advice on how to thrive in the borderless workplace, contact us today: [email protected]
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A Guide to Virtual Communication
Creating shared understanding across boundaries
© Transnational Management Associates Ltd. All Rights Reserved. [Virtual Communications]
2
Workers in today’s global
organizations face greater
communication challenges than
ever before.
Virtual
Communications
© Transnational Management Associates Ltd. All Rights Reserved. [Virtual Communications]
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Communicating via technology is inherently
more challenging in itself, with face-to-face
mechanisms lost or distorted and vocal and
nonverbal communication cues mostly
absent.
Virtual
Communications
© Transnational Management Associates Ltd. All Rights Reserved. [Virtual Communications]
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The added likelihood of communicating
with colleagues in different time zones and
cultures, which can also often distort
communication, means it is essential to
choose appropriate technologies and
behaviours for successful virtual
interactions.
Virtual
Communications
© Transnational Management Associates Ltd. All Rights Reserved. [Virtual Communications]
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With so much done via
technology and
without ever seeing
many colleagues I
find I miss that ‘human’
touch…
To make
your virtual
communications
work both for you
and others adopt
the following tips
“
”
© Transnational Management Associates Ltd. All Rights Reserved. [Virtual Communications]
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How can you relate more through technology?
Communicating via technology creates emotional distance.
Virtual communications can appear impersonal, co-located colleagues tend to side more with each other and false assumptions and attributes become attached to those on the other end of technology, leading to greater communication challenges.
Building rapport goes a long way in eliminating these problems.
To make
your virtual
communications
work both for you
and others adopt
the following tips
© Transnational Management Associates Ltd. All Rights Reserved. [Virtual Communications]
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In the early days
Choose technology that meets the needs of the task and that will connect you socially
Be proactive and connect simply to say hello – it reminds others you’re ‘human’
Show enthusiasm in your communications
To make
your virtual
communications
work both for you
and others adopt
the following tips
© Transnational Management Associates Ltd. All Rights Reserved. [Virtual Communications]
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Longer Term
My team mate never
appears to understand what I
say.
I speak to him on Skype and he
says all is OK, but when I email
him he never responds!
Create a rhythm to your communications, get into the habit of being in touch
Respond to others clearly and precisely and do so promptly
“
”
© Transnational Management Associates Ltd. All Rights Reserved. [Virtual Communications]
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What impact does culture have?
Virtual communication can be difficult when different cultures interact. Cultural difference, from local to national, or organizational to business unit, can vary significantly and in the virtual world of today communication only magnifies its impact. For example, implicit (low context) cultures rely on the meaning of words when they communicate, explicit (high context) cultures rely heavily on deeper understanding, ambiguity, silence and non-verbal gestures. This opposing way of communicating presents many challenges to overcome.
© Transnational Management Associates Ltd. All Rights Reserved. [Virtual Communications]
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Follow these top tips to make your cross-cultural virtual communications clearer: Be alert - in the virtual world culture is out of sight. Ensure you keep
cultural considerations in mind at all times:
Implicit cultures use soft communication: polite and indirect, visual and aesthetic
Explicit cultures use hard communication: direct and to the point, information rich
Select the richest medium possible, choosing spoken communications wherever possible
Use colour with due thought in your visual communications - colour has cultural meaning, which affects interpretation
© Transnational Management Associates Ltd. All Rights Reserved. [Virtual Communications]
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I have a 3 hour ‘sweet spot’
where my manager’s working
hours and mine both match.
He insists during that time we
communicate by phone,
but I don’t think it’s always
necessary.
How can you make time difference work?
Spanning time zones can present
advantage as well as disadvantages.
Here are some helpful tips when you
should look to use real time
(synchronous) communications and
when it’s OK or even advantageous to
use delayed time (asynchronous)
communications.
“
”
© Transnational Management Associates Ltd. All Rights Reserved. [Virtual Communications]
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How can you make time difference work?
Synchronous Issues cannot be easily predicted in advance
When quick and confirmed shared understanding is required
When real-time interaction/sharing is critical
When the presence of a decision maker is needed
© Transnational Management Associates Ltd. All Rights Reserved. [Virtual Communications]
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How can you make time difference work?
Asynchronous Communications are non-urgent
So individuals can engage in communications at a time that suits
To meet specific needs, priorities or preferences of individual
When participants need to research or reflect before making contributions
When the message needs to be perpetual information
When time zones make synchronous difficult
© Transnational Management Associates Ltd. All Rights Reserved. [Virtual Communications]
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In virtual team meetings the
others speak so quickly and
interrupt one another so much
that I am unsure what they are
talking about much of the time.
What adaptations are needed for different languages?
Virtual communication can also be
difficult when it involves people who
are communicating in a non-native or
secondary language.
“
”
© Transnational Management Associates Ltd. All Rights Reserved. [Virtual Communications]
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Follow these tips to overcome secondary language barriers: Address difference in common language by using a leaner media
(text and image based).
Be precise with your words and especially avoid unclear analogies and metaphors
Make complex information visual and make visuals clearer by adding words
When speaking be aware of how you say things: keep it simple, keep it slow, ask straightforward questions
When listening be attentive to what is and what is not said and give the other person time to think by not interrupting
Check for shared understanding at the end of your communications
© Transnational Management Associates Ltd. All Rights Reserved. [Virtual Communications]
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Publications Written by Terence Brake, Director of Learning & Innovation at TMA World. Our new Borderless Working e-book series
About Us
Visit
www.tmaworld.com/insights
to discover the latest
thinking from our experts on
global, collaborative, cross-
cultural and virtual working.
There you’ll find links to our:
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hesitate to send any comments, questions or feedback to us at:
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Visit
www.tmaworld.com/insights
to discover the latest
thinking from our experts on
global, collaborative, cross-
cultural and virtual working.
