Communications

Communications is always important on anything that we do, but we often take it for granted that it will be as efficient as when conducted in face to face communications.  However, for virtual people working together, communications is probably the most important aspect as you need to have this setup correctly to even agree to work together and start producing results.

Information Sharing

How information should be shared is different across organizational sizes and styles, but even more so across cultural lines.

• Some will expect information to be pushed down the hierarchy, in a more compartmentalized manner, sent to those who are taught to need it
• For others, information is to be shared freely across organization levels, departments and across lines of authorities.

The key is to understand how others in your work team views communications and then decide on the most efficient way to communicate that will satisfy the project needs and the stakeholders.  As is often the case, discussing openly is required so that everyone understand other views before a decision is made.  Even when agreeing to an approach, make accomodation in the plan and in your dealings with people and other cultures for those differences.

You should come to an agreement on what is posted, who gets access, who can contribute to it. This should be discussed and decided on a call preferably.

Email VS boards

Email is still the most widely used medium, but people have too much email.

Posting information on a web site, team discussion board or wiki can be done and and then send the link only for those that need access, but people can choose to read it all in details or not.

Hierarchy

Formal cultures will not favor sharing as much information, especially if the higher authority person is in a meeting. Offer some type of communication where people can express themselves in private, anonimously.  Meeting Leader need to be aware of that when asking for key comments

Individuality - Common approach

• Some people expect rewards or recognition for their good work.  A little competition is an accepted way of increasing performance and boosting morale.
• Some other cultures are happy as seeing everything is from the team, no need to have individual rewards, since everybody has been part of the team
• Some country rules limit what specific rewards can be given to people

Timing

Punctuality. Everybody has jammed pack schedules.  All need to accept that and be on time. Don't make excuses.  This is important for the whole team.  Show respect.  Some cultures have a different approach, but a team has to have a common understanding / ground rules.  Short meetings are a must and they must be efficient, so being late to a virtual meeting is bad.  Have people understand the consequences.

Deadlines.  Some cultures consider these as very important, unbreakable promises,  while some others see it as an indications only.  Have a common understanding as to what the consequences of not meeting deadlines.   Some deadlines may be more critical that others and that should be discussed by the team as well.

Planning Horizons. Some cultures have a shorter-term view than others when considering decisions.  This may be a result of being stock listed, or under the influence of other internal limitations. Others have a much much longer planning horizons with much more options and scenarios planned-out. This needs to be agreed upon with the team

State your standard approach for the team.  Each member should create a bio sheet with how to be contacted, days and time, experiences and preferred approach.

Types of Communications

Build-in time to discuss comm channels available, and what channel will be used for what purpose. Discuss what makes people comfortable.  Some may want meetings to focus on exceptions and emails for routine stuff.  Others may say that this makes them uncomfortable and issues be raised in a private way.

Conclusion

When dealing Face to face, some of these cultural issues will also surface, but working virtually makes adapting to the different realities more difficult.  Therefore, when working virtually, assume differences unless proven otherwise, be curious about them with other cultures.

Think about how differences can impact your work.  Learn how you are likely to be perceived by other cultures so that you can determine the best approach to use.  Find someone who can talk to you about cultural issues and perceptions.  Don't take it for granted, you will need time to adjust and optimize for projects, cultures and individual personalities.