How can I improve communication at a virtual office?

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I just started working at a virtual office. I am finding that communication is harder as people have different schedules but you're not sure when they're around, if they're online, if they're available, etc. How can I have good communications with my fellow co-workers when we are all virtual?







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    up vote
    18
    down vote

    favorite
    2












    I just started working at a virtual office. I am finding that communication is harder as people have different schedules but you're not sure when they're around, if they're online, if they're available, etc. How can I have good communications with my fellow co-workers when we are all virtual?







    share|improve this question
























      up vote
      18
      down vote

      favorite
      2









      up vote
      18
      down vote

      favorite
      2






      2





      I just started working at a virtual office. I am finding that communication is harder as people have different schedules but you're not sure when they're around, if they're online, if they're available, etc. How can I have good communications with my fellow co-workers when we are all virtual?







      share|improve this question














      I just started working at a virtual office. I am finding that communication is harder as people have different schedules but you're not sure when they're around, if they're online, if they're available, etc. How can I have good communications with my fellow co-workers when we are all virtual?









      share|improve this question













      share|improve this question




      share|improve this question








      edited Sep 14 '13 at 12:54









      Rhys

      5,73623558




      5,73623558










      asked Apr 18 '12 at 12:05









      Michael Durrant

      9,68122856




      9,68122856




















          4 Answers
          4






          active

          oldest

          votes

















          up vote
          19
          down vote



          accepted










          To aid communications, you need to ensure that everybody logs into some messaging system - Skype for example - as soon as they're "at work" and there should only be one system you all use. This way you can quickly see who's available and who isn't. If you can, try to keep to a regular schedule so that everyone knows that you'll be available at the same time each day.



          Video calls via web cams could help here as well.



          Having a shared calendar that marks holidays, business trips away will also help for the times when you have to break your schedule. Giving each other plenty of warning about appointments etc that mean late starts or early departures will also help.



          If you aren't too geographically dispersed, arrange regular physical meetings. This should be both business meetings on work time and social meeting outside of work time. These will help you "bond" with your co-workers.






          share|improve this answer






















          • +1 Shared calendar and messaging system. While only one member of my office works entirely remotely, just about everyone has one work-at-home day every week. We have a shared GCal listing people's availability and people are expected to be reachable by phone, email, or gchat when they're off-site. We also have an office IRC channel for group discussions, though it's admittedly under-utilized at the moment.
            – sheepeeh
            Apr 18 '12 at 13:10











          • +1 You pretty much hit on everything I would've said. Shared calendars, and consistent expectations of communications (we use Google Hangouts for when people aren't physically present).
            – jcmeloni
            Apr 18 '12 at 14:13






          • 1




            +1 for core hours when everyone is online and logged in to a communication system. Email can help with offset schedules, but the amount of work that can be accomplished in a 5-minute real-time conversation can take hours of email.
            – voretaq7
            Apr 18 '12 at 16:54

















          up vote
          3
          down vote













          Depending on how much influence you have at the company, it's worth suggesting that you all draw up an agreement between you as to how communication should be managed.



          Any companies that I've worked at virtually, the policy has always been that if you are not in an office you still need to behave as if you are i.e. during working hours you should be contactable by whatever form e.g. IM, Skype, email, phone etc. If you can agree this policy then you can be comfortable that there are no barriers to you contacting colleagues.



          And as ChrisF points out a shared schedule is a significant part of this and also regular face-to-face business meetings and social meetings.






          share|improve this answer



























            up vote
            3
            down vote













            Although I don't work virtually, the places that I've worked that allow people to have virual office days have tended to have some guidelines to help reduce communication problems caused by people being in different locations.



            The first is consistant hours. The concept of "core hours" exist in the office, and also apply to people working remotely. These are hours where they are expected to be available via the corporate IM network, email, and phone. Everyone on the team is expected to be working during these hours, with the exception of vacation or sick time. Core hours are, in my experiences, about 5-6 hours of the day, with the other 2-3 hours being at your convenience.



            The next would be to keep everyone aware of your hours. In the office, people tend to have a signboard on their cube or office door indicating their schedule. It has their preferred email address, phone number, and an on-site point of contact (typically their supervisor). If they are taking any time off or will be unavailable, it is indicated on this. The use of shared calendaring systems also helps as people can indicate times when they have meetings (real or virual), vacation hours, or have allocated times to work that requires minimal disruptions.



            Finally, people only tend to work a few days a week virtually. It might be helpful to pick a single day where everyone works in the office to attend to things that can not be done remotely. It also provides a good social bonding for the team, so consider a team lunch (even if it's in the cafeteria) on these days to try to make sure everyone's working well together.






            share|improve this answer



























              up vote
              1
              down vote














              • Skype



                You can use this to keep in touch with staff and clients. You can do calls and conferences at no cost.




              • Dropbox



                Share your files with staff or between your laptop and desktop.




              • Google Docs / Google Calendar



                Share and update documents. Share and update calendars.




              • Virtual office / address



                I use it as it is cheaper than hiring office space and I don't think P.O Box look professional, nor does a home address



              Just what I use to aid with the operations and organisation of working virtually! Hope it is of some help.






              share|improve this answer






















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                4 Answers
                4






                active

                oldest

                votes








                4 Answers
                4






                active

                oldest

                votes









                active

                oldest

                votes






                active

                oldest

                votes








                up vote
                19
                down vote



                accepted










                To aid communications, you need to ensure that everybody logs into some messaging system - Skype for example - as soon as they're "at work" and there should only be one system you all use. This way you can quickly see who's available and who isn't. If you can, try to keep to a regular schedule so that everyone knows that you'll be available at the same time each day.



                Video calls via web cams could help here as well.



                Having a shared calendar that marks holidays, business trips away will also help for the times when you have to break your schedule. Giving each other plenty of warning about appointments etc that mean late starts or early departures will also help.



                If you aren't too geographically dispersed, arrange regular physical meetings. This should be both business meetings on work time and social meeting outside of work time. These will help you "bond" with your co-workers.






                share|improve this answer






















                • +1 Shared calendar and messaging system. While only one member of my office works entirely remotely, just about everyone has one work-at-home day every week. We have a shared GCal listing people's availability and people are expected to be reachable by phone, email, or gchat when they're off-site. We also have an office IRC channel for group discussions, though it's admittedly under-utilized at the moment.
                  – sheepeeh
                  Apr 18 '12 at 13:10











                • +1 You pretty much hit on everything I would've said. Shared calendars, and consistent expectations of communications (we use Google Hangouts for when people aren't physically present).
                  – jcmeloni
                  Apr 18 '12 at 14:13






                • 1




                  +1 for core hours when everyone is online and logged in to a communication system. Email can help with offset schedules, but the amount of work that can be accomplished in a 5-minute real-time conversation can take hours of email.
                  – voretaq7
                  Apr 18 '12 at 16:54














                up vote
                19
                down vote



                accepted










                To aid communications, you need to ensure that everybody logs into some messaging system - Skype for example - as soon as they're "at work" and there should only be one system you all use. This way you can quickly see who's available and who isn't. If you can, try to keep to a regular schedule so that everyone knows that you'll be available at the same time each day.



                Video calls via web cams could help here as well.



                Having a shared calendar that marks holidays, business trips away will also help for the times when you have to break your schedule. Giving each other plenty of warning about appointments etc that mean late starts or early departures will also help.



                If you aren't too geographically dispersed, arrange regular physical meetings. This should be both business meetings on work time and social meeting outside of work time. These will help you "bond" with your co-workers.






                share|improve this answer






















                • +1 Shared calendar and messaging system. While only one member of my office works entirely remotely, just about everyone has one work-at-home day every week. We have a shared GCal listing people's availability and people are expected to be reachable by phone, email, or gchat when they're off-site. We also have an office IRC channel for group discussions, though it's admittedly under-utilized at the moment.
                  – sheepeeh
                  Apr 18 '12 at 13:10











                • +1 You pretty much hit on everything I would've said. Shared calendars, and consistent expectations of communications (we use Google Hangouts for when people aren't physically present).
                  – jcmeloni
                  Apr 18 '12 at 14:13






                • 1




                  +1 for core hours when everyone is online and logged in to a communication system. Email can help with offset schedules, but the amount of work that can be accomplished in a 5-minute real-time conversation can take hours of email.
                  – voretaq7
                  Apr 18 '12 at 16:54












                up vote
                19
                down vote



                accepted







                up vote
                19
                down vote



                accepted






                To aid communications, you need to ensure that everybody logs into some messaging system - Skype for example - as soon as they're "at work" and there should only be one system you all use. This way you can quickly see who's available and who isn't. If you can, try to keep to a regular schedule so that everyone knows that you'll be available at the same time each day.



                Video calls via web cams could help here as well.



                Having a shared calendar that marks holidays, business trips away will also help for the times when you have to break your schedule. Giving each other plenty of warning about appointments etc that mean late starts or early departures will also help.



                If you aren't too geographically dispersed, arrange regular physical meetings. This should be both business meetings on work time and social meeting outside of work time. These will help you "bond" with your co-workers.






                share|improve this answer














                To aid communications, you need to ensure that everybody logs into some messaging system - Skype for example - as soon as they're "at work" and there should only be one system you all use. This way you can quickly see who's available and who isn't. If you can, try to keep to a regular schedule so that everyone knows that you'll be available at the same time each day.



                Video calls via web cams could help here as well.



                Having a shared calendar that marks holidays, business trips away will also help for the times when you have to break your schedule. Giving each other plenty of warning about appointments etc that mean late starts or early departures will also help.



                If you aren't too geographically dispersed, arrange regular physical meetings. This should be both business meetings on work time and social meeting outside of work time. These will help you "bond" with your co-workers.







                share|improve this answer














                share|improve this answer



                share|improve this answer








                edited Jun 20 '12 at 16:22









                Jim G.

                11.8k105373




                11.8k105373










                answered Apr 18 '12 at 12:11









                ChrisF

                8,56423957




                8,56423957











                • +1 Shared calendar and messaging system. While only one member of my office works entirely remotely, just about everyone has one work-at-home day every week. We have a shared GCal listing people's availability and people are expected to be reachable by phone, email, or gchat when they're off-site. We also have an office IRC channel for group discussions, though it's admittedly under-utilized at the moment.
                  – sheepeeh
                  Apr 18 '12 at 13:10











                • +1 You pretty much hit on everything I would've said. Shared calendars, and consistent expectations of communications (we use Google Hangouts for when people aren't physically present).
                  – jcmeloni
                  Apr 18 '12 at 14:13






                • 1




                  +1 for core hours when everyone is online and logged in to a communication system. Email can help with offset schedules, but the amount of work that can be accomplished in a 5-minute real-time conversation can take hours of email.
                  – voretaq7
                  Apr 18 '12 at 16:54
















                • +1 Shared calendar and messaging system. While only one member of my office works entirely remotely, just about everyone has one work-at-home day every week. We have a shared GCal listing people's availability and people are expected to be reachable by phone, email, or gchat when they're off-site. We also have an office IRC channel for group discussions, though it's admittedly under-utilized at the moment.
                  – sheepeeh
                  Apr 18 '12 at 13:10











                • +1 You pretty much hit on everything I would've said. Shared calendars, and consistent expectations of communications (we use Google Hangouts for when people aren't physically present).
                  – jcmeloni
                  Apr 18 '12 at 14:13






                • 1




                  +1 for core hours when everyone is online and logged in to a communication system. Email can help with offset schedules, but the amount of work that can be accomplished in a 5-minute real-time conversation can take hours of email.
                  – voretaq7
                  Apr 18 '12 at 16:54















                +1 Shared calendar and messaging system. While only one member of my office works entirely remotely, just about everyone has one work-at-home day every week. We have a shared GCal listing people's availability and people are expected to be reachable by phone, email, or gchat when they're off-site. We also have an office IRC channel for group discussions, though it's admittedly under-utilized at the moment.
                – sheepeeh
                Apr 18 '12 at 13:10





                +1 Shared calendar and messaging system. While only one member of my office works entirely remotely, just about everyone has one work-at-home day every week. We have a shared GCal listing people's availability and people are expected to be reachable by phone, email, or gchat when they're off-site. We also have an office IRC channel for group discussions, though it's admittedly under-utilized at the moment.
                – sheepeeh
                Apr 18 '12 at 13:10













                +1 You pretty much hit on everything I would've said. Shared calendars, and consistent expectations of communications (we use Google Hangouts for when people aren't physically present).
                – jcmeloni
                Apr 18 '12 at 14:13




                +1 You pretty much hit on everything I would've said. Shared calendars, and consistent expectations of communications (we use Google Hangouts for when people aren't physically present).
                – jcmeloni
                Apr 18 '12 at 14:13




                1




                1




                +1 for core hours when everyone is online and logged in to a communication system. Email can help with offset schedules, but the amount of work that can be accomplished in a 5-minute real-time conversation can take hours of email.
                – voretaq7
                Apr 18 '12 at 16:54




                +1 for core hours when everyone is online and logged in to a communication system. Email can help with offset schedules, but the amount of work that can be accomplished in a 5-minute real-time conversation can take hours of email.
                – voretaq7
                Apr 18 '12 at 16:54












                up vote
                3
                down vote













                Depending on how much influence you have at the company, it's worth suggesting that you all draw up an agreement between you as to how communication should be managed.



                Any companies that I've worked at virtually, the policy has always been that if you are not in an office you still need to behave as if you are i.e. during working hours you should be contactable by whatever form e.g. IM, Skype, email, phone etc. If you can agree this policy then you can be comfortable that there are no barriers to you contacting colleagues.



                And as ChrisF points out a shared schedule is a significant part of this and also regular face-to-face business meetings and social meetings.






                share|improve this answer
























                  up vote
                  3
                  down vote













                  Depending on how much influence you have at the company, it's worth suggesting that you all draw up an agreement between you as to how communication should be managed.



                  Any companies that I've worked at virtually, the policy has always been that if you are not in an office you still need to behave as if you are i.e. during working hours you should be contactable by whatever form e.g. IM, Skype, email, phone etc. If you can agree this policy then you can be comfortable that there are no barriers to you contacting colleagues.



                  And as ChrisF points out a shared schedule is a significant part of this and also regular face-to-face business meetings and social meetings.






                  share|improve this answer






















                    up vote
                    3
                    down vote










                    up vote
                    3
                    down vote









                    Depending on how much influence you have at the company, it's worth suggesting that you all draw up an agreement between you as to how communication should be managed.



                    Any companies that I've worked at virtually, the policy has always been that if you are not in an office you still need to behave as if you are i.e. during working hours you should be contactable by whatever form e.g. IM, Skype, email, phone etc. If you can agree this policy then you can be comfortable that there are no barriers to you contacting colleagues.



                    And as ChrisF points out a shared schedule is a significant part of this and also regular face-to-face business meetings and social meetings.






                    share|improve this answer












                    Depending on how much influence you have at the company, it's worth suggesting that you all draw up an agreement between you as to how communication should be managed.



                    Any companies that I've worked at virtually, the policy has always been that if you are not in an office you still need to behave as if you are i.e. during working hours you should be contactable by whatever form e.g. IM, Skype, email, phone etc. If you can agree this policy then you can be comfortable that there are no barriers to you contacting colleagues.



                    And as ChrisF points out a shared schedule is a significant part of this and also regular face-to-face business meetings and social meetings.







                    share|improve this answer












                    share|improve this answer



                    share|improve this answer










                    answered Apr 18 '12 at 12:18









                    br3w5

                    423149




                    423149




















                        up vote
                        3
                        down vote













                        Although I don't work virtually, the places that I've worked that allow people to have virual office days have tended to have some guidelines to help reduce communication problems caused by people being in different locations.



                        The first is consistant hours. The concept of "core hours" exist in the office, and also apply to people working remotely. These are hours where they are expected to be available via the corporate IM network, email, and phone. Everyone on the team is expected to be working during these hours, with the exception of vacation or sick time. Core hours are, in my experiences, about 5-6 hours of the day, with the other 2-3 hours being at your convenience.



                        The next would be to keep everyone aware of your hours. In the office, people tend to have a signboard on their cube or office door indicating their schedule. It has their preferred email address, phone number, and an on-site point of contact (typically their supervisor). If they are taking any time off or will be unavailable, it is indicated on this. The use of shared calendaring systems also helps as people can indicate times when they have meetings (real or virual), vacation hours, or have allocated times to work that requires minimal disruptions.



                        Finally, people only tend to work a few days a week virtually. It might be helpful to pick a single day where everyone works in the office to attend to things that can not be done remotely. It also provides a good social bonding for the team, so consider a team lunch (even if it's in the cafeteria) on these days to try to make sure everyone's working well together.






                        share|improve this answer
























                          up vote
                          3
                          down vote













                          Although I don't work virtually, the places that I've worked that allow people to have virual office days have tended to have some guidelines to help reduce communication problems caused by people being in different locations.



                          The first is consistant hours. The concept of "core hours" exist in the office, and also apply to people working remotely. These are hours where they are expected to be available via the corporate IM network, email, and phone. Everyone on the team is expected to be working during these hours, with the exception of vacation or sick time. Core hours are, in my experiences, about 5-6 hours of the day, with the other 2-3 hours being at your convenience.



                          The next would be to keep everyone aware of your hours. In the office, people tend to have a signboard on their cube or office door indicating their schedule. It has their preferred email address, phone number, and an on-site point of contact (typically their supervisor). If they are taking any time off or will be unavailable, it is indicated on this. The use of shared calendaring systems also helps as people can indicate times when they have meetings (real or virual), vacation hours, or have allocated times to work that requires minimal disruptions.



                          Finally, people only tend to work a few days a week virtually. It might be helpful to pick a single day where everyone works in the office to attend to things that can not be done remotely. It also provides a good social bonding for the team, so consider a team lunch (even if it's in the cafeteria) on these days to try to make sure everyone's working well together.






                          share|improve this answer






















                            up vote
                            3
                            down vote










                            up vote
                            3
                            down vote









                            Although I don't work virtually, the places that I've worked that allow people to have virual office days have tended to have some guidelines to help reduce communication problems caused by people being in different locations.



                            The first is consistant hours. The concept of "core hours" exist in the office, and also apply to people working remotely. These are hours where they are expected to be available via the corporate IM network, email, and phone. Everyone on the team is expected to be working during these hours, with the exception of vacation or sick time. Core hours are, in my experiences, about 5-6 hours of the day, with the other 2-3 hours being at your convenience.



                            The next would be to keep everyone aware of your hours. In the office, people tend to have a signboard on their cube or office door indicating their schedule. It has their preferred email address, phone number, and an on-site point of contact (typically their supervisor). If they are taking any time off or will be unavailable, it is indicated on this. The use of shared calendaring systems also helps as people can indicate times when they have meetings (real or virual), vacation hours, or have allocated times to work that requires minimal disruptions.



                            Finally, people only tend to work a few days a week virtually. It might be helpful to pick a single day where everyone works in the office to attend to things that can not be done remotely. It also provides a good social bonding for the team, so consider a team lunch (even if it's in the cafeteria) on these days to try to make sure everyone's working well together.






                            share|improve this answer












                            Although I don't work virtually, the places that I've worked that allow people to have virual office days have tended to have some guidelines to help reduce communication problems caused by people being in different locations.



                            The first is consistant hours. The concept of "core hours" exist in the office, and also apply to people working remotely. These are hours where they are expected to be available via the corporate IM network, email, and phone. Everyone on the team is expected to be working during these hours, with the exception of vacation or sick time. Core hours are, in my experiences, about 5-6 hours of the day, with the other 2-3 hours being at your convenience.



                            The next would be to keep everyone aware of your hours. In the office, people tend to have a signboard on their cube or office door indicating their schedule. It has their preferred email address, phone number, and an on-site point of contact (typically their supervisor). If they are taking any time off or will be unavailable, it is indicated on this. The use of shared calendaring systems also helps as people can indicate times when they have meetings (real or virual), vacation hours, or have allocated times to work that requires minimal disruptions.



                            Finally, people only tend to work a few days a week virtually. It might be helpful to pick a single day where everyone works in the office to attend to things that can not be done remotely. It also provides a good social bonding for the team, so consider a team lunch (even if it's in the cafeteria) on these days to try to make sure everyone's working well together.







                            share|improve this answer












                            share|improve this answer



                            share|improve this answer










                            answered Apr 18 '12 at 12:19









                            Thomas Owens

                            13.4k45368




                            13.4k45368




















                                up vote
                                1
                                down vote














                                • Skype



                                  You can use this to keep in touch with staff and clients. You can do calls and conferences at no cost.




                                • Dropbox



                                  Share your files with staff or between your laptop and desktop.




                                • Google Docs / Google Calendar



                                  Share and update documents. Share and update calendars.




                                • Virtual office / address



                                  I use it as it is cheaper than hiring office space and I don't think P.O Box look professional, nor does a home address



                                Just what I use to aid with the operations and organisation of working virtually! Hope it is of some help.






                                share|improve this answer


























                                  up vote
                                  1
                                  down vote














                                  • Skype



                                    You can use this to keep in touch with staff and clients. You can do calls and conferences at no cost.




                                  • Dropbox



                                    Share your files with staff or between your laptop and desktop.




                                  • Google Docs / Google Calendar



                                    Share and update documents. Share and update calendars.




                                  • Virtual office / address



                                    I use it as it is cheaper than hiring office space and I don't think P.O Box look professional, nor does a home address



                                  Just what I use to aid with the operations and organisation of working virtually! Hope it is of some help.






                                  share|improve this answer
























                                    up vote
                                    1
                                    down vote










                                    up vote
                                    1
                                    down vote










                                    • Skype



                                      You can use this to keep in touch with staff and clients. You can do calls and conferences at no cost.




                                    • Dropbox



                                      Share your files with staff or between your laptop and desktop.




                                    • Google Docs / Google Calendar



                                      Share and update documents. Share and update calendars.




                                    • Virtual office / address



                                      I use it as it is cheaper than hiring office space and I don't think P.O Box look professional, nor does a home address



                                    Just what I use to aid with the operations and organisation of working virtually! Hope it is of some help.






                                    share|improve this answer















                                    • Skype



                                      You can use this to keep in touch with staff and clients. You can do calls and conferences at no cost.




                                    • Dropbox



                                      Share your files with staff or between your laptop and desktop.




                                    • Google Docs / Google Calendar



                                      Share and update documents. Share and update calendars.




                                    • Virtual office / address



                                      I use it as it is cheaper than hiring office space and I don't think P.O Box look professional, nor does a home address



                                    Just what I use to aid with the operations and organisation of working virtually! Hope it is of some help.







                                    share|improve this answer














                                    share|improve this answer



                                    share|improve this answer








                                    edited Apr 28 '12 at 22:43









                                    yannis

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                                    answered Apr 20 '12 at 11:16









                                    Melanie

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