In the midst of COVID-19, businesses have been faced with many difficult questions when it comes to communicating with their workforces on an in-person and virtual basis. And in terms of communication strategies, choosing when and how to elaborate plans is more critical than ever – given the state of hybrid work.
So, how can your communication strategy be inclusive for all members of your organization regardless of working location? And what steps can you take to ensure that each member of your team feels included in overall business strategies?
In today’s workplace, the power of choice is more important than ever. Providing flexibility encourages personalization, and even more so, equitable opportunities. Reduce the high risk of burn out by showing willingness to be flexible.
Define Meeting Times
Be conscious of remote “drive-bys.” While a short phone call could be appropriate when you need a quick answer, make sure meetings that require full attention have set times and dates. Understand which meetings require precise agendas and ensure each participant needed is notified with appropriate time to prepare.
Establish universal guidelines for your team to follow – managers and employees alike. Are there certain engagement tools that you’d like to see used? Are you assigning a different participant to lead your team’s meetings each week? Should each member bring materials to share? Ensure that expectations are clear and communicated from the start.
Set Clear Agendas For Meetings
Before heading into meetings, set clear and concise agendas that will dictate the pace of the time scheduled. Beyond the meeting talking points, include meeting expectations, goals and protocols – that way each participant is understanding of the meeting’s overall mission.
If employees suggest a more desirable virtual meeting environment, brainstorm expectations that will make both parties comfortable. Offer audio-only options to more inclusively accommodate participants in an effort to improve virtual collaboration outcomes. Ask for feedback and communicate frequently, asking questions along the way.
Share Agendas/Materials In Advance
Give your team enough time to review presentations, collateral, or other reference documents ahead of scheduled meeting times. This will ensure proper preparation and fair review time for all participants involved. This also ensures that any questions that come about can be prepared ahead of time.