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In the “office-optional” business model, all work takes place at home, the neighborhood espresso shop, or anyplace that saves commute time, gas, and office space. Regardless of business model, top …

In the “office-optional” business model, all work takes place at home, the neighborhood espresso shop, or anyplace that saves commute time, gas, and office space. Regardless of business model, top organizations know it's critical to achieve meaningful communication, a feeling of camaraderie, and company cohesiveness. This article will explore the unique communication characteristics and needs of the “office-optional” trend as well as review several high-tech and low-tech ways to stay in touch.

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  • 1. S TAY I N G C O N N E C T E D I N A V I RT U A L W O R L D
  • 2. STAYING CONNECTED IN A VIRTUAL WORLD Michaels & Associates Docntrain, Ltd. dba Michaels & Associates 11639 E. Wethersfield Road, Scottsdale, AZ 85259 USA marketing@michaelsandassoc.com www.michaelsandassoc.com Phone: 480-614-8440 Toll-free: 877-614-8440 Fax: 480-614-2775 Copyright © 2008 Michaels & Associates Docntrain, Ltd. dba Michaels & Associates. All rights reserved.2Page
  • 3. STAYING CONNECTED IN A VIRTUAL WORLDS TAY I N G C O N N E C T E D I N A V I RT U A L W O R L D :“ O F F I C E - O P T I O N A L ” C O M M U N I C AT I O NTelecommuting is no longer the wave of the future; it’s here and it’s taking the world bystorm! With improvements in networking technology, e-mail, instant messaging, smartphones and web/video conferencing, companies depend on their employees’ productivity in,en route to, and outside of the office. In fact, many businesses expect—or at leastencourage—employees to work from home on a regular basis. What is surprising is thatsome innovative companies are totally virtual. In the “office-optional” business model, allwork takes place at home, the neighborhood espresso shop, or anyplace that savescommute time, gas, and office space.Communicating in a Virtual WorldSo what’s different about being a virtual employee? In a word: everything. One of thebiggest issues facing the virtual world is a lack of meaningful communication. The ability toremain connected with coworkers and management in a way that minimizes personal andprofessional isolation is a major hurdle. Without a brick-and-mortar business office,complete with cubicle farm and daily water cooler chats, how are teleworkers to maintain afeeling of camaraderie and company cohesiveness? This article will explore the uniquecommunication characteristics and needs of this trend as well as review several high-techand low-tech ways to stay in touch. 3 Page
  • 4. STAYING CONNECTED IN A VIRTUAL WORLD The 3 Cs of Connectedness According to a recent article in Inc. magazine, strong communication skills are a “must have” for workers who need to fit into a virtual work community. It’s probably a given that the majority of virtual employees communicate frequently—and well—but what are they missing by working remotely? Jeanne L. Allert thinks she has the answer. As she emphasizes in her Training & Development article, “You’re Hired, Now Go Home,” “Virtual workers need … a daily sense of connectedness to colleagues, the company, and the larger purpose.” If this is true, many teleworkers may have a daily need for personal connection—much like their physical requirements of the Recommended Daily Allowance (RDA) for vitamins and minerals. In the typical office, it’s fairly easy to form relationships and acquire your RDA of face-to-face time every day. But as a virtual employee, there are obstacles. Let’s take a closer look at the three Cs of connection to examine them further: Connectedness to Colleagues Connectedness to the Company Connectedness to a Cause Virtual employees need to learn how to Remote employees need a hefty sense of Geographically dispersed workers feel expand their world through communication personal connection and contribution to more productive, useful and secure when with each other—as well as with associates their virtual company. Management is they have a tie to a higher cause—even outside of their virtual bubble—by using generally responsible for creating a feeling one related to a professional organization. technology wisely. A daily dose of personal of connectedness to the company and its Working toward a larger purpose as a team connection can have the power to turn an goals. Individual employees, however, can can also create strong bonds between unhappy, distressed employee into a assist in this effort to build a corporate employees. happy, well-adjusted one. community through their personal initiative to openly contact management and fellow employees. Whether you’re a part-time telecommuter, a totally virtual employee or a team manager, here are some effective techniques to help you, or your employees, meet your daily4 personal connection needs.Page
  • 5. STAYING CONNECTED IN A VIRTUAL WORLDConnecting with ColleaguesConnecting with colleagues is as easy as peeking over your cube wall and saying “hi” when you’re inan office; in the office-optional world, however, it means making good use of the available technology.Fortunately, IT communication tools are improving all the time. In Telecommuting: Facing Reality inthe Virtual Office, a paper presented at a recent Society for Technical Communication conference,Bonnie J. Davis offers tips for management and employees to reduce isolation and use technologywell. Whether you’re a virtual employee or simply telecommute a few days a week, her ideas ring true:  Partner a telecommuter and office worker, if possible.  Be very proactive; don’t wait for things to happen or for people to contact you.  Initiate conversations using an online chat program.  Incorporate teleconferencing and videoconferencing into your regular communications.Did you pick up on the fact that Bonnie’s ideas relate to technology? There are a multitude ofcommunication tools and techniques available. But here’s the catch: what works for you or yourcompany is more art than science. In some businesses, instant messaging, e-mail and web meetingsare the tools of choice; for others, phone or virtual private networking (VPN) keeps teleworkers in 5 Page
  • 6. STAYING CONNECTED IN A VIRTUAL WORLD touch. The trick is to be flexible with your communication choices. Pat, an instructional developer/designer who works as a virtual employee, strengthens ties to previous colleagues through e-mail and phone. Drew, a newcomer to the virtual workforce, says he solicits “friends, colleagues, and others to join [his] instant messaging circle.” This provides much-needed social interaction—with the advantage in that he can either take it (when he’s not busy) or save it until later. Some technology-free suggestions involve scheduling breakfast with home office peers, inviting a peer to lunch (your treat), visiting former coworkers, and speaking to professional associations. If you’re open to the idea of social networking, consider sites such as Facebook.com, LinkedIn.com, XING.com or CollectiveX.com to establish new connections and rekindle old ones. You can even spend some time commenting on blogs related to your area of expertise. Believe it or not, you’ll get responses. Julie, another full-time virtual worker, uses the telephone to stay in touch with others. While she is warming up to instant messaging, she gravitates to the phone first since she’s a “talker.” She adds: “Even though I love my work and tend to like being by myself, my life is full with family, friends and community. I can’t imagine it being any other way!” Julie and many others have discovered virtual work doesn’t have to be isolating.6Page
  • 7. STAYING CONNECTED IN A VIRTUAL WORLDConnecting with the CompanyIn the office-included business scenario, connecting with the company is a snap. Just step into your manager’s office for friendly chit-chat or attend amanagement presentation. Without the use of bricks and mortar, helping employees connect with the company can be a major managementheadache. While it’s relatively quick to set up instant messaging and other communication software or hardware, it can be daunting to communicatebusiness goals, strategies and philosophy without face-to-face meetings. Communication is especially tough for management teams with an entirenetwork of virtual employees.Inc. magazine believes virtual workers “don’t have the luxury ofcommunicating face-to-face … and they miss the nonverbalas well as verbal cues.” Are there specific managementtechniques that do pay off with this communicationdilemma? Inc. says management should “Work withremote employees to increase their sense ofcompany loyalty by sharing information (especiallyabout how the company is meeting its goals) andby encouraging face-to-face get-togethers.” 7 Page
  • 8. STAYING CONNECTED IN A VIRTUAL WORLD To help office-optional workers feel allied with their company, some executive teams hold weekly or monthly web-based meetings designed to get employees talking as a group and make sure everyone’s on the same page. If you’re a manager, consider meeting with employees on an individual basis as well. After all, most teleworkers have been employed by traditional businesses in the past and tend to expect a certain amount of “face time” with their manager. Organizing an end-of-the-year or end-of-the-project party is another way to strengthen the union of company and employee. If you’re able, host casual social events (think food and drink) to discuss the state of the company, upcoming work assignments, and help employees stay “in the know” about the business. Companies can provide the necessary tools for employees to stay connected—but it’s up to employees to use them. As one communication-savvy instructional developer put it: “…although I work from home, I never feel isolated. I always feel like there is a whole community of people to tap as resources.” With the right tools and approach, managers can foster a strong connection between their company and virtual employees.8Page
  • 9. STAYING CONNECTED IN A VIRTUAL WORLDConnecting to a CauseIn the traditional office, hardly a day goes by without a chance to volunteer for a good cause. It’s human nature to crave a connection to a higherpurpose. According to the Journal of Health and Social Behavior, volunteer work can boost your energy level six ways: it enhances happiness, lifesatisfaction, self-esteem, sense of control over life, physical health and mood.When you’re a teleworker, opportunities for connecting to a larger purpose seem limited. But all you really have to do is check your e-mail inbox. Doyou have an invitation to join a professional association? These busy organizations offer easy ways for virtual employees to put their talent to work. It’sfairly painless to attend meetings with other teleworkers or volunteer service to an organization related to your business. These tactics provide solidways to make sense of business trends while connecting to a larger purpose. Before you launch into avolunteer effort, though, think about your strengths. Are you skilled in meeting people andestablishing good customer relations? If so, take part in your professional organization by becoming a public relations representative. Do you like to see other professionals expand their knowledge of their field of expertise? If this is a match, offer your services to an educational committee. The list of meaningful—and career-building—connections goes on and on. 9 Page
  • 10. STAYING CONNECTED IN A VIRTUAL WORLD Related resources: Drew, the instructional developer we mentioned earlier, was recently inspired to set up a chat group for  Hidden Assets: Harnessing the Power of the local American Society of Training & Development chapter on LinkedIn.com. This approach had a Informal Networks, by Charles Ehin twofold benefit: he became more involved in ASTD and his coworkers who joined the group  www.chiefhomeofficer.com strengthened their own relationship to the company as well as to ASTD. In a related venture, two Offers advice on the home office, including experienced project managers collaborated on a presentation for an upcoming ASTD conference. This communication tool is in addition to the numerous webinars and workshops they host. Not only are they connecting to a  http://www.masternewmedia.org/online_colla larger goal, but they are simultaneously getting their business name out in circulation. boration.htm Robin Goode’s regular reviews of online collaboration issues, trends and If you’re not into professional organizations, think about performing volunteer work with other members technologies of your virtual team. If your company allows off-site group meetings, round up coworkers for a Habitat  http://www.meetup.com for Humanity weekend or to perform community service at a pet shelter or food bank. A resource for More and more virtual workers are using women who are re-entering the workforce, Fresh Start, is always on the lookout for volunteers to the Internet to get off the Internet present workshops, train women re-entering the workforce and serve as mentors. This could be a  http://www.volunteermatch.org perfect fit for training specialists or professionals with speaking experience. On a smaller scale, initiate Matches individuals to specific volunteer a food drive on your own or donate blood. Some of the best bonding experiences begin from the opportunities friendships you establish by working for a greater cause. Check volunteermatch.org and  http://www.charityguide.org charityguide.org for more great ideas. Provides a directory of agencies where volunteers are needed10Page
  • 11. STAYING CONNECTED IN A VIRTUAL WORLDAs a virtual employee or manager of a virtual team, you can have the best of both worlds—office-included and office-optional. Whether your office is athome, the gym or the neighborhood cafe, all it takes is a little planning to ensure your daily requirement of personal connection.Not sure where to start? Drop us a line and well be glad to get you started. Michaels & Associates — we do the virtual thing for a living. marketing@michaelsandassoc.com www.michaelsandassoc.com toll-free: 877-614-8440 11 Page