Establishing communication rhythms

The Role Of Effective Communication Rhythms In Managing A Successful Offshore Team

4-minute read

 

Challenges in communication are among the possible roadblocks experienced by firms handling offshore teams. Because of the nature of this business model, personal, face-t0-face interactions with the team can be challenging. But since communication is an essential ingredient in delivering quality output, employers need to find ways to ensure there’s a smooth line of communication between each team member.

What Is The Starting Point?

Improving communication doesn’t start with actual communication; it starts with process. Having a clear process will help ensure successful communication rhythms in offshore teams.

Poor Communication

Having poor communication in the workplace can produce a myriad of disadvantages: lack of teamwork, low morale, poor performance, conflicts between team members, and poor performance. The simplest misunderstanding can cause huge problems.

Poor communication will lead to failure. One of the biggest reasons businesses fail is they do not talk to their offshore team members the right way or as often as possible. We’ve found that the ones that do have a great experience and they are able to grow their teams.

 

Communication and Meeting Rhythms poor communication

 

The following are the consequences of the lack of constant  and clear communication with the team:

  • Expectations by both parties are not met
  • Team members are bound to get mixed messages
  • Staff becomes unresponsive
  • Team members are susceptible to high levels of stress
  • Confusion about what needs to be done arises

 

Communication and Meeting Rhythms quote

 

Here are some recommendations when it comes to improving communication rhythms at the workplace:

  • Remember to check in with team members first thing in the morning 
  • Schedule daily huddles so you can discuss things like the progress of certain projects, wins and areas for improvement
  • Encourage all team members to feel ask questions and to not be shy about clarifying unclear instructions
  • After meetings or briefings, confirm their comprehension by asking them to verbalise what they’ve learned

Setting Specific Meeting Rhythms

Setting meeting rhythms is considerably one of the most effective tools when offshoring. To keep everyone aligned, teams need to have regular meetings. Daily 15-minute meetings, for example, can do a lot in improving the dynamics inside an offshore team. These huddles provide a platform where everyone can discuss the progress of every project each team member handles. During the process, teams can identify what has been accomplished, what still needs to be done, and areas where they are having difficulties.

When you have clearly set meeting rhythms, the team will know what’s expected of them. They can operate with fewer errors and high efficiency.

  • Meetings need to be via online platforms like Skype, GoToMeeting or Zoom so you can have a direct conversation with the team
  • Do morning and weekly huddles to get everybody on the same page
  • Conduct a weekly wrap-up to tie up loose ends or things you may have missed during the morning huddles

 

Engaging Your Offshore Team

Engagement is crucial to managing an offshore team. Successful offshoring has a lot to do with how team members mesh well with each other.

To communicate well means having the right atmosphere where everyone feels included and respected. Implementing measures that will engage the staff will humanise the entire process. Once you’re able to do that, expect to see amazing results from your team.

  • Visiting your offshore team in the Philippines will greatly help in engaging them
  • Alternatively, you can send out your point of contact to visit the onshore office

Positive Communication

Focusing on communication will pave the way for growth. When there’s clear communication at the most fundamental level, there’s less confusion, higher productivity and better employee satisfaction. Ultimately, this can lead to a successful offshore team. 

 

Communication and Meeting Rhythms good communication

 

Some tips on communicating with your team:

  • Establish structured meetings
  • Create weekly rhythms
  • Integrate daily huddles to your schedule
  • Find ways to start the day right
  • Motivate the team
  • Get positive outcomes
  • Drive expectations

 

Additional tips on communicating with your team:

Talk to them. Initiate conversations with team members. Daily huddles and weekly meetings are effective in encouraging open communication across all teams.

Make sure to clarify all questions. Filipinos have a tendency to be shy when it comes to asking questions, so instead of speaking up and asking for confirmation, they’ll acquiesce. Nick noted this in one of his webinars and advised business owners to encourage them to speak up and make sure that all instructions are properly explained.

Similarly, clients need to verbalise their team’s understanding. This makes sure that all instructions are clear. This way, it’s easy to identify team members who need further explanation.

Watch Nick Sinclair talk about bridging the cultural divide when building a successful global team here.

What is the best way to communicate with the team?

  • Set specific meeting rhythms
  • Set outcomes for the day
  • Implement daily morning huddles
  • Choose a suitable web conferencing tool
  • Conduct weekly wrap-up sessions
  • Visit the offshore location and spend time with your offshore team

Conclusion

To establish effective communication rhythms:

  • Communicate often and openly
  • Set clear expectations when it comes to tasks
  • Establish structured meetings
  • Create weekly rhythms
  • Conduct daily huddles
  • Start the day right
  • Motivate the team
  • Get positive outcomes
  • Drive expectations
  • Clarify all questions

 

Invest in your offshore team. Find ways to motivate your global accounting team to communicate openly. At the same time, make sure that they get proper training and that they feel part of the community. Teach and immerse them in your culture and so should you and that includes coming to the team’s place of business.

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Looking to scale your business by getting the right people to do specific roles? Call our global offshoring specialists at 1300 896 522 or click here to download our blueprint on how to build a global accounting team.


 

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