Point Lookout An email newsletter from Chaco Canyon Consulting
Point Lookout, a free weekly email newsletter from Chaco Canyon Consulting
   February 2, 2005 Volume 5, Issue 5
 
   Recommend this issue to a friend
   Join the Friends of Point Lookout
   HTML to link to this article…
Archive: By Topic    By Date
Links to Related Articles
Sign Up for A Tip A Day!
   Create a perpetual bookmark to the current issue AddThis Button

Virtual Communications: Part II

by Rick Brenner

Participating in or managing a virtual team presents special communications challenges. Here's Part II of some guidelines for communicating with members of virtual teams.

Ed picked Katrina's number from his cell phone menu, slid his coat just a bit off his right shoulder, stuck the phone between his shoulder and his ear, froze for a moment with his right arm halfway out of his coat sleeve, and listened. "Good," he said aloud to himself, "Ringing. Maybe she's in."

A mobile phoneHe listened to the ringing as he slid his right arm out of his coat, then his left. He threw the coat on the hard hotel bed and sat down on the desk chair. As he began untying his left shoe, Katrina's voice came on the line.

It was her outgoing message. She gave her name and said, "Press star to skip this message." Ed pressed star, thinking, 'Thank you, Katrina.' He'd heard her message thousands of times, but he could never remember how to skip her message.

When Katrina recorded her outgoing message, she gave a gift to all of her colleagues by telling them how to skip her message. For repeat callers like Ed, it saves a few seconds every time. It adds up, and it can be a wonderful thing when he's rushed, or at the end of a long day. Little niceties like that can make the difference between a high-performance team and one that struggles to survive.

Here's Part II of my guidelines for communications within virtual teams. See "Virtual Communications: Part I," Point Lookout for January 26, 2005, and "Virtual Communications: Part III," Point Lookout for February 9, 2005, for more. Be realistic — you'll probably
have to leave a message
when you call

Use Call Waiting only with Caller ID
Interrupting a call just to find out who else is calling is a destructive practice. Get a service called "Caller ID with Name on Call Waiting," which lets you see who's calling without interrupting the current call. Even with this service, interrupt a call only for emergencies or when the second caller calls a second time.
Think "inbox" when leaving voicemail
For voicemail, follow the format we use for email: first give your name, your full phone number, the topic, and the priority, and then give the body of the message. It's a courtesy to the listener.
Speak slowly in voicemail
Speak clearly. If you're calling from a noisy environment, such as an airport, try to find a quiet place to make your call. Slow down even more when you say your phone number or email address.
Don't make up voicemail messages on the fly
Be realistic — you'll probably have to leave a message when you call. Be prepared to do so.
Leave only simple voicemail messages
Complex voicemail messages are hard to follow. The recipient almost always has to write them down. If possible, send complex messages by email. Thirty seconds is the practical maximum, especially if the recipient gets lots of voicemail.
Say goodbye only once
It's amazing how many people say multiple goodbyes. One will do the job.

How many voicemail messages will your team send this year? Think about how much time you can save, and how much confusion you can avoid, if your team follows these guidelines. Just don't try to explain them in voicemail. Go to top  Top  Next issue: Virtual Communications: Part III  Next Issue
AddThis Button


303 Tips for Virtual and Global TeamsIs your organization a participant in one or more global teams? Are you the owner/sponsor of a global team? Are you managing a global team? Is everything going well, or at least as well as any project goes? Probably not. Many of the troubles people encounter are traceable to the obstacles global teams face when building working professional relationships from afar. Read 303 Tips for Virtual and Global Teams to learn how to make your global and distributed teams sing. Order Now!
Your Comments
Are Welcome
Would you like to see your comments posted here? Send me your comments.
About
Point Lookout
Thank you for reading this article. I hope you enjoyed it and found it useful, and that you'll consider recommending it to a friend.

Point Lookout is a free weekly email newsletter. Browse the archive of past issues. Subscribe for free.

Support Point Lookout by joining the Friends of Point Lookout, as an individual or as an organization.

Do you face a complex interpersonal situation? Send it in, anonymously if you like, and I'll give you my two cents.

Related Articles
More articles on Personal, Team and Organizational Effectiveness:
Coaching Services
I offer email and telephone coaching at both corporate and individual rates. Contact me for details at rbrenner@ChacoCanyon.com or (617) 491-6289, or toll-free in the continental US at (866) 378-5470.
Get the E-Book!

Past issues of Point Lookout are available in four e-books:

Available in early 2009: 2007-2008.

Reprinting This Article

Are you a writer, editor or publisher on deadline?

Are you looking for an article that will get people talking and get compliments flying your way? You can have 500 words in your inbox in one hour. License any article from this Web site. More info
Public Seminars
Person-to-Person Communication for Project Managers
When we talk, listen, send or read emails, read or write memos, or when we leave or listen to voice mail messages, we're communicating person-to-person. And whenever we communicate person-to-person, we risk being misunderstood, offending others, feeling hurt, and being confused. There are so many ways for things to go wrong that we could never learn how to fix all the problems. A more effective approach avoids problems altogether, or at least minimizes their occurrence. In this very interactive program you'll learn a model of inter-personal communications that can help you stay out of the ditch. In those moments of intense involvement, when we're most likely to slip, you'll have a new tool to use to keep things constructive. Read more about this program. Here's an upcoming date for this program:

Organizational Politics for People Who Hate Politics
Have you ever felt powerless to implement an important new idea? Have you ever been "blind-sided" at a meeting? Have you ever lost two good employees because you could find no way to keep them from attacking each other? These are some of the issues of organizational politics. Many of us have become enmeshed in them from time to time, but we've also known some people who seem to be able to engage and prosper. How is that done? We'll inventory the challenges of organizational politics, and provide tools for anticipating and addressing them. The focus of this program is practical — attendees learn concrete techniques for dealing with the problems that arise in workplace politics, while keeping their integrity intact. Read more about this program. Here are some upcoming dates for this program:

Managing Virtual Teams for Real Performance
Managing global or dispersed teams is challenging — miscommunications, misunderstandings, and interpersonal conflict all thrive in the typical environment of the distributed team. And they're even more common in global teams, because of time-zone offsets and language and cultural differences. We'll inventory the challenges distributed and global teams face, and provide tools for anticipating and addressing them. The focus of this program is practical — attendees will learn concrete techniques for preventing and dealing with the problems that accompany global and distributed teams. Read more about this program. Here's an upcoming date for this program:

The Politics of Meetings for People Who Hate Politics
There's a lot more to running an effective meeting than having the right room, the right equipment, and the right people. With meetings, the whole really is more than the sum of its parts. How the parts interact with each other and with external elements is as important as the parts themselves. And those interactions are the essence of politics for meetings. This program explores techniques for leading meetings that are based on understanding political interactions, and using that knowledge effectively to meet organizational goals. Read more about this program. Here's an upcoming date for this program:


Contact Information
Download vCard
Download vCard
Richard Brenner
Chaco Canyon Consulting
700 Huron Avenue, Suite 11J
Cambridge MA, 02138

Phone: (617) 491-6289
Toll-free: (866) 378-5470 in the continental US
Fax: (617) 395-2628
Email: rbrenner@ChacoCanyon.com
Copyright © 1998-2008 Richard Brenner. All Rights Reserved.
Site Map  Terms of Use  Privacy Policy  Returns Policy
Date and time limits of special offers on this site are New York time.
Last Modified: Wednesday, 14-May-2008 05:07:23 EDT
Valid HTML 4.0! Valid CSS! Next Issue State of the Art Teamwork Essays on Teamwork, Conflict and Project Management April Is Workplace Conflict Awareness Month Workshops and Seminars Point Lookout Archive for 2006 Point Lookout Archive for 2001 Point Lookout Archive for 2002 Point Lookout Archive for 2003 Point Lookout Archive for 2004 Point Lookout Archive for 2005 E-Books and E-Booklets for People at Work Google
How to Spot a Troubled Project
How to Spot a Troubled Project Before the Trouble StartsProjects never go quite as planned. We expect that, but we don't expect disaster. How can we get better at spotting disaster when there's still time to prevent it? How to Spot a Troubled Project Before the Trouble Starts is filled with tips for executives, senior managers, managers of project managers, and sponsors of projects in project-oriented organizations. Check it out!
More
Virtual Team or Virtual Catastrophe?
303 Tips for Virtual and Global TeamsThe key to managing virtual or global teams is creating a sense of team despite the obstacles of separation. Read my tips booklet, 303 Tips for Virtual and Global Teams, to learn how to make your virtual global team sing. Newly revised and updated for 2008! Check it out!
More
Support
Point Lookout
by starting your Amazon search here
When you start here, a part of every purchase you make goes to support Point Lookout, at no cost to you.
Search Now:
Amazon Logo
Webmasters: Add Value to Your Sites!
Webmasters, Two links in a chainadd value to your Web sites quickly and easily. Pick up the HTML to link to this article in a choice of formats.
More
Love the Work But Not the Job?
Go For It: Sometimes It's Easier If You RunAre you doing work you love? Are you less in love with the job? Bad boss, long commute, troubling ethical questions, hateful colleague? Read Go For It! Sometimes It's Easier If You Run to learn what we can do when we love the work but not the job. It helps you get moving again!
More
Are you plagued by rivalries and destructive conflicts?
101 Tips for Managing ConflictAre you fed up with tense, explosive meetings? Are you or a colleague targets of a bully? Read 101 Tips for Managing Conflict to learn how to make peace with conflict. Check it out!
More
Is your change project stuck in neutral?
101 Tips for Managing ChangeAre you managing a change effort that faces rampant cynicism, passive non-cooperation, or maybe even outright revolt? Read 101 Tips for Managing Change to learn how to plan and execute your change efforts to inspire real, passionate support. Check it out!
More
Subscribe to my free newsletter
Point Lookout, a free, weekly, email newsletter, gives concrete tips and suggestions for dealing with the challenging but everyday situations we all face. Subscribe instantly or read more about it.
More
Subscribe to
A Tip A Day!
A Tip A DayA Tip a Day arrives by email each business day. It's 20 to 30 words at most, and gives you a new perspective on the hassles and rewards of work life. Most tips also contain links to related articles. Free!
More
Is your organization mired in Meeting Madness?
101 Tips for Effective MeetingsDo you ever wonder if all these meetings are really necessary? (They aren't) Or whether there isn't some better way to get this work done? (There is) Read 101 Tips for Effective Meetings to learn how to make meetings more productive — and more rare. Check it out!
More
Are You an Ace at What You Do?
Exchange your "personal trade secrets" — the tips, tricks and techniques that make you an ace — with other aces, anonymously. Visit the Library of Personal Trade Secrets.
More
Download a
catalog of services
If your teams don't yet consistently achieve state-of-the-art teamwork, check out this catalog. I can help!
More