With many businesses and offices temporarily closed because of the coronavirus pandemic, entire companies are readjusting to working remotely. It can be difficult to have all of your meetings over the phone and video and to send what feels like hundreds of emails and messages throughout the day. It is more important than ever to be organized, a clear communicator, and also considerate of your co-workers as we all navigate this difficult time — and doing that will help you strengthen your remote work relationships.
Strong work relationships are key to getting ahead at work. You will have people who want to help you succeed and will give you advice, pitch in when you are in a pinch, and advocate for you. Whether it is virtual or IRL, the workday goes by faster and is more fun when you like and respect the people you work with and have a good working relationship with them.
Communicate clearly and concisely:
Strengthen remote work relationships by making sure all of your communication is clear and concise. When you are emailing, use a new and descriptive subject line when it is necessary and know who to address the email to and who should be cc’d. Make your emails as readable as possible by formatting them with shorter paragraphs, bullets, or numbered lists, and always have a clear call to action if you need something from someone. Reread your emails for typos and errors like spelling people’s names correctly, having the right dates and times, and attaching the right documents. When you reread the email, make sure that there is enough context for someone less familiar with the subject matter. Just because you are typing quickly over Slack or another instant messaging tool, it doesn’t mean the conversation can be very casual. Read the messages over before hitting send and make sure your communication has a professional tone. If you are in a more formal office that wouldn’t normally send GIF and emoji responses, for example, don’t start now. Before calls and video meetings, think about what you want to share and prepare a few talking points in advance so you sound more confident and composed. It will make it easier to be more eloquent and to avoid verbal crutches like “um,” “you know” and “like.”
Be proactive and anticipate people’s needs:
One of the best ways to strengthen remote work relationships is to anticipate people’s needs in advance. Will someone want a summary of the next steps after a meeting? Is there a way you could make things more efficient for yourself or make a bigger impact on the team? Be on the lookout for problems you can solve for your team, your boss, and your co-workers. It could be as big as offering to lead a marketing campaign or as small as offering to proofread a friend’s presentation before the team Zoom meeting later that day.
Be considerate about when and how you communicate:
This is a difficult time and people are likely more stressed than usual and may be having trouble focusing — especially if they are a working parent. Although you normally might not start your emails by asking how someone is doing or saying that you hope that they and their families are doing well, this isn’t a normal time. If you are close to someone, ask how they are doing. Otherwise, let them know you care without prying by simply saying that you hope they are doing well. Take notes in a meeting and send them to your co-worker so she doesn’t have to be on the call when she is also watching two kids under two years old.
Avoid sending emails on the weekends or late at night when people are with their families and trying not to think about work. Be cognizant of people’s time by sending one email at the start of the day with what you need to move forward and any questions you may have instead of sending ten to twenty emails or chats throughout the day. If you know someone is home with kids (because you keep seeing or hearing them in the background of your meetings) try to stick to emails and chats instead of calling. If you are scheduling a meeting or are in a thread about a group meeting, ask what works best for them. You could message them separately and offer to take notes during the meeting and send the notes along.
Plan virtual catch-ups with co-workers:
You used to eat lunch with your friends from work, get coffee together to beat the afternoon slump, or simply sit next to each other and chat periodically throughout the day. Instead, nurture remote work relationships by, planning virtual lunch, coffee, or video chat catch-ups with your coworker friends. If something exciting happens like someone gets promoted or gets recognition for a great job, send an email or message to congratulate them. While this is a great way to get together with the co-workers you are close to, it isn’t the time to try to network one-on-one with co-workers you don’t know (even virtually) because they are likely dealing with a lot personally and professionally. Instead, strengthen remote work relationships by getting to know the people who go to any virtual happy hours, workshops, or events your company is hosting digitally.