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Communication Best Practices for Global Teams
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Hey there, I'm looking for remote companies that would like to be profiled for a new series on async-first work. I'll be highlighting *how* teams collaborate with fewer meetings, including sharing calendar screenshots for different roles (ex. here's a typical schedule for a software engineer at our company). Please reply to this email if you're interested in being featured! Joining a globally distributed remote team for the first time later this month. Time zones will span Pacific Standard Time all the way to Central European Time.
How do you communicate without bothering people in other time zones who are off work? Should I schedule every message to be delivered during their work hours?
Congratulations on the new role! Joining a globally distributed team is an exciting opportunity but comes with some unique communication challenges. In a healthy distributed team, an async-first culture is often in place, meaning that communication is structured to avoid the need for real-time responses. Since you're new to this working style, adapting might take some time. Here's what you need to know: TLDR below 👇 | Read this on the web | Subscribe Avoid Scheduled MessagesYour first step is to identify your team's communication norms. While scheduled messages might seem like the answer, this approach causes more problems than it solves, including:
If scheduled messages are the default, it's typically due to:
Hopefully, the company you're joining doesn't fall into one of those two buckets. Understand Communication NormsInstead of relying on scheduled messages, all distributed teams should have clear guidelines on when and how to communicate. One of the key guidelines is a responsiveness policy that clearly defines expectations for written communication. For most companies I work with, that policy is something like, Please respond within 24 hours during your regular work hours. Due to the distributed nature of the team, you may receive notifications outside your normal working hours, but there's no expectation for you to check or respond during that time. This is followed by step-by-step instructions on how to set up virtual boundaries that adhere to the responsiveness policy so team members aren't bothered (or tempted) during off hours. We then work on turning this from policy to culture via having managers model this behavior and incentivizing when teammates work async rather than asap. This may seem basic, but so many teams forget to relay this information. This leads to an assumption from team members that they need to be available around the clock, which quickly causes notification overload and burnout. A responsiveness policy proactively combats those problems. If your team doesn't have this guideline, consider proposing one! Clear expectations reduce stress, improve productivity, and create a smoother workflow. Design Messages for Distributed Time ZonesSince async communication doesn't have the instant back-and-forth of real-time conversations it requires you to be intentional with the structure of your messages. Here are some best practices for increasing clarity: Communicate everything upfront: Don't just say hi. With longer periods between messages, it's important to proactively communicate as much as possible upfront. One technique is to provide an "if-then" response. Instead of saying "Try this", say "Try this, if this happens, then try that".
Don't bury the lede: For longer messages, open with a quick summary and your question before diving into the details. This helps busy colleagues to quickly understand the context and respond faster. Be direct and specific: Use straightforward language and avoid acronyms to reduce confusion. Create a personal source of truth: If something is asked more than twice, add it to a personal frequently asked questions doc that colleagues can utilize when you're offline. Highly recommend also reviewing the eight core principles of my Work Forward Approach. It's designed to help you anticipate and address challenges before they arise, creating a smoother, more productive async-first work experience. Joining a globally distributed team is an incredible opportunity that allows for unparalleled autonomy, but it does require mastering async communication. Since you're new to this working style, don't expect it to come easy from day one. Embrace the learning curve and be patient with yourself. By remembering that effective collaboration on a global team is a blend of clear expectations, strategic use of tools, and a commitment to thoughtful communication techniques, you'll open the door to building something truly amazing with a distributed team. TLDRJoining a distributed team means navigating comms across time zones Don't default to scheduled messages instead:
Embrace the learning curve. You’ll soon excel in global collaboration. Quote of the WeekGood words are worth much, and cost little. - George Herbert In Other NewsHow to think for yourself The Remote Worker’s Guide to Becoming a Better Writer
In Case You Missed ItHow do you juggle WFH with a baby? Big thank you for all the kind messages in reply to this article! I was hesitant to hit send, but I'm so glad I did and that many of you found it helpful ❤️
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