The world of work is continuously shifting. While remote work was the preferred model in the years following the pandemic, hybrid and flexible working arrangements are how most people want to work today. According to the latest MichaelPage Talent Insights report, 12% of respondents work remotely full-time, 37% are in the office full-time, and 51% are working according to the flexible/hybrid model.
This means employers must create efficient collaborative virtual workplaces and communication systems that ensure workflow and productivity remain uninterrupted, regardless of whether an employee is in the office, working remotely, or doing a bit of both.
Because this pivot to a digital workplace has been so quick, it has come with a new set of problems, such as loss of company culture, communication breakdowns, disruption in remote/hybrid employees’ work-life balance, fault lines in coordination with remote team members, and the loss of social connections.
In today’s blog, we look at how both employers and employees can overcome these obstacles, and how improving soft skills and becoming a pro at digital etiquette can create a collaborative, productive, and happy virtual workspace for all.
Digital Etiquette Dos and Don’ts for Employers
Setting a remote workplace policy that details employee etiquette in a digital workplace creates the baseline for acceptable behaviour and clarifies expectations. It protects the employer and employees and makes the “how” of remote work within the company transparent and fair so that employees know where they stand.
The guidelines should reflect the company culture and values and support business objectives. Baseline rules can be drawn up around issues such as expected hours of availability, including the “right to disconnect.” It can also include details such as dress code for online meetings, the use of emojis during messaging, and whether it’s required to have your camera turned on during virtual meetings, and your phone turned off.
To keep everyone connected and foster relationships between colleagues, schedule regular one-on-one and virtual team meetings, whether work-related or informal. During team meetings, observe who is speaking too much and who isn’t speaking up enough, and try to balance things out.
Formulate an integrated communication strategy so you deliver the right message, at the right moment, from the right voice, to the right audience, and on the right channel. By keeping your communication and messages consistent, you’ll nurture a trusted, transparent, and positive digital workplace. MasterStart’s Business Writing course is invaluable as it teaches employees how to align their professional correspondence with the organisation’s brand and tone, avoiding misunderstandings and ensuring everyone speaks with one voice.
Creating a healthy culture where teams can work towards organisational objectives, whether in-office, hybrid or fully remote, requires managers to acquire a unique set of HR skills. Our Human Resource Skills for People Managers will give you all the tools you need to plan, lead and manage in hybrid and remote work environments.
Digital Etiquette Dos and Don’ts for Employees
With the rules for remote work firmly in place, the onus is on the employee to make the most of the tools available to ensure they remain connected to the rest of the team and the projects they work on.
Staying connected doesn’t always come naturally to everyone, and without the skills needed to communicate effectively online, remote employees risk feeling left out (ghosted), overwhelmed, or misunderstood.
First of all, set work boundaries (hours and days you are at your desk) and use your communication app to set your work status (e.g. “on a break” or “in a meeting”). Turn off notifications if you need to get some deep work done to show that you won’t respond for a while. Using these tools shows you are still engaged and present, and your colleagues don’t have to second guess what happened to you.
Ensure your background is clutter-free during video conferences and dress as you would for in-person meetings to project professionalism and get you into the right mindset for work.
Successfully navigating social workplace dynamics requires much more than a knack for using workplace tech. It requires a distinct set of soft skills that will help you master the fine art of digital etiquette — the rules and guidelines for respectful and appropriate online communication.
Effective communication (including active listening), empathy, time management, and adaptability are the soft skills that will help you succeed in a virtual world. These skills matter significantly in the workplace because they are the glue that holds a team together.
Effective communication and active listening are the cornerstones of virtual collaboration. Whether in a virtual meeting or messaging a colleague, be mindful of your tone, avoid jargon, and use inclusive language. Always respond promptly to emails, task notifications, messages, and requests, keeping different time zones in mind. It’s easy to get distracted in virtual meetings, but by practising active listening, you’ll be more engaged. Remember to mute your microphone when you’re not speaking, and avoid side conversations.
Time management is another important soft skill for remote workers, but it requires you to be self-motivated, organised and autonomous (remote workers are in many ways their own manager). Again, set boundaries for when you’re available for work and communication and proactively manage your calendar and to-do list. If you’re more productive during nontraditional hours, communicate openly with your manager to be on the same page about availability and work hour expectations.
Empathising across digital divides is a special skill that goes hand in hand with leadership, emotional intelligence, cultural literacy, and communication. It’s the ability to know if you are truly reaching the people you’re communicating with, and what makes you responsive to colleagues’ triggers, nuances, and struggles. Empathy is a coveted skill when it comes to honing your negotiation skills. It helps you understand the other side’s wants and needs, allowing you to make deals where everyone wins.
Finally, adaptability and flexibility are critical remote work skills. Remote work often involves dealing with disruptions at home or co-working spaces, as well as adapting to varying schedules and different time zones. Hybrid workers also have to manage frequently changing locations, modify work setups, and ensure they have decent WiFi, which can be challenging if they can’t adapt easily.
In a remote environment, social, cultural, and verbal cues generated by in-person actions are quickly diluted. For this reason, remote and hybrid work relies more heavily on soft skills than in-office work. Contact us if you’d like to know more about how MasterStart can help you or your employees master the necessary soft skills to thrive in remote and hybrid environments.
