email communication – Scatterwork

Do I have to join yet another team meeting?

Deasún Ó Conchúir Blog 9 February 20166 February 2016agile project management, communication, communication planning, Deasun, Dr Deasun, email communication, meetings, partition, PM, Podio, project management, project planning, project solutions, Scatterwork, team meeting, virtual team management, virtual teams, virtual training 0 Comment

“Do I have to join yet another team meeting?” A short video from gd.scatterwork.com.

Why do we have meetings? Because it is a good way of working for things like Problem Solving, Team Building and Completeness. But what do I mean by Completeness?

I mean making sure that nothing has been overlooked. It is very easy not to see the detail when we are deep in some issue or problem and the best solution is to involve others who will immediately spot what you overlooked. So this can be helped by Creative Thinking, Open Communication and Checklists, for example.

So we can get everybody’s contribution by scheduling regular team meetings to brief each other on ideas and progress, to get insights from different viewpoints and to check for completeness and to avoid rework. If a colleague identifies something that we forgot and it might save us weeks of work, then we should be very thankful that we got their inputs.

So if you want to discuss your project issues please connect with me through LinkedIn or any of the other methods, thank you.

Dr. Deasún Ó Conchúir (pronounce) is a Collaboration Consultant at Scatterwork, which supports Project Solutions for Virtual Teams.

Email: deasun@gd.scatterwork.com

Tel: +41 79 692 4735 Talk to me

LinkedIn: Connect with me

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How to Develop a Communications Charter

Deasún Ó Conchúir Blog, PM Methods 2 February 20163 February 2016agile project management, communication, communication planning, Deasun, Dr Deasun, email communication, partition, PM, Podio, project management, project planning, project solutions, Scatterwork, virtual team management, virtual teams, virtual training 0 Comment

Why have a communications charter at all? The answer is that the scope for misunderstanding in virtual teams is large, unless communication norms are explicitly stated and agreed. This is because there is such a variety of backgrounds within a team.

So how do we do it? We set up a shared document (wiki) so that everyone can enter their constraints: I need this; I can’t talk at that time; I prefer to talk by telephone and so on, then hold a teleconference using the wiki to identify the main types of communication: reporting, problem-solving, complaining, idea sharing and so forth.

And then for each category of communication, work out the rules as bullet points.

Then pool the results, adjust them according to feedback and publish them to the written communications charter for the team.

Here is an example: “Guidelines for resolving misunderstandings”:

If possible, talk instead of writing; do not allow annoyance to build up; contact the partner by a short short message simply asking for a call. Say what you feel and the impact on you. And then ask for suggestions that would help avoid what you find difficult, and summarize your results in a note to both parties.

To discuss your project issues, please connect with me either through LinkedIn or any of the other methods. Thanks very much.

Dr. Deasún Ó Conchúir (pronounce) is a Collaboration Consultant at Scatterwork, which supports Project Solutions for Virtual Teams.

Email: deasun@gd.scatterwork.com

Tel: +41 79 692 4735 Talk to me

LinkedIn: Connect with me

Please share with colleagues, who also get 10% off their first booking.

Do you know how to communicate effectively?

Deasún Ó Conchúir Blog, PM Methods 19 January 20168 January 2016communicate effectively, communication, communication skills, Deasun, email communication, partition, PMBOK, Podio, project management, project solutions, Scatterwork, virtual team management, virtual teams, virtual training 0 Comment

Do scheduled meetings support effective communication, particularly of teams that are distributed globally? I would say “No, not all the time”. The key issue here is the word “scheduled”. One of the things that we can do is watch the presence indicator – these little green lights for example you get on a lot of applications to tell you if the other person’s machine is online.

Maybe they are not online but at least it looks as though they are at their desk and able to communicate. If they are, that is a good time to call. In different time zones it can be much easier to notice that somebody comes online and then just call them there and then. And the second tip is to use a cloud-based collaboration service which has video in it,because then you are all using the same system and you can click on a person’s name; it goes straight through; you can talk to them immediately.

So the conclusion is that the word “scheduled” is maybe over-used and in this type of environment, it may be better to look for opportunities to talk when the other person is obviously online. So if you want to discuss this or any of your own project issues, please connect with me.

I look forward to talking to you.

Dr. Deasún Ó Conchúir (pronounce) is a Collaboration Consultant at Scatterwork, which supports Project Solutions for Virtual Teams.

Email: deasun@gd.scatterwork.com

Tel: +41 79 692 4735 Talk to me

LinkedIn: Connect with me

Please share with colleagues, who also get 10% off their first booking.

Make your working hours work for you

Deasún Ó Conchúir Blog, PM Methods, Project Manager 12 January 201630 December 2015communication, Deasun, email communication, new year, partition, Podio, project management, project solutions, Scatterwork, time management, virtual team management, virtual teams, virtual training, working hours 0 Comment

“Make your working hours work for you” – a short video from gd.scatterwork.com.

The challenge is what to do if you have different working hours in different places. A simple way of addressing this is to adjust working hours. Either one side works late or the other side works early. In extreme cases people shift their entire living pattern for a few weeks to work on a project where the center of activity is somewhere else.

Long term that’s not easy to do so the suggestion is that we should learn from hospitals because they also have this situation. The nurses are there during the night, then they go away early in the morning and they hand over to their colleagues.

So how do they do it? They hand over the work with a handshake process and they document the status at the close of work.

These are two very simple steps which means that the people who are coming on are sure to pick up in the right place. So if you want to discuss this or any other project issues, please contact me through LinkedIn or any of the other methods.

Thank you.

Dr. Deasún Ó Conchúir (pronounce) is a Collaboration Consultant at Scatterwork, which supports Project Solutions for Virtual Teams.

Email: deasun@gd.scatterwork.com

Tel: +41 79 692 4735 Talk to me

LinkedIn: Connect with me

Please share with colleagues, who also get 10% off their first booking.

Overlap time costs money

Deasún Ó Conchúir Blog, Communication, PM Methods 5 January 201624 December 2015cloud-based collaboration, communication, Deasun, email communication, partition, Podio, project management, project solutions, Scatterwork, virtual team management, virtual teams, virtual training 0 Comment

“Overlap time costs money” – a short video from gd.scatterwork.com.

To give an example: When can we meet for a call? We have participants in New York, London and Sydney.

One combination is, 7 a.m. in New York (somebody gets out of bed a bit early), midday in London, 11 p.m. in Sydney (somebody goes to bed very late).

Here’s another combination; 5 p.m. in New York is OK, 10 p.m. in London – that’s a bit late, but Sydney is OK.

So our conclusion is that overlap time is very limited and it costs money, particularly if the people involved have to be paid overtime or there are additional costs for communication. So here are some strategies for dealing with this.

1. One strategy is to share documents before a meeting. Don’t waste meeting time just to say “I’ll send you this”.

Share access to databases and documents for the same reasons. If you make edits, comment them in the document so that the discussion can take place in writing and then it can be asynchronous; in other words you can make the comment when you see it, without needing overlap time to talk.

2. Partition the work so that you don’t need so much communication. If each work package is done in a particular place, then the communication within that work package is local and the actual amount of communication can be reduced.

3. Make the communication easier using a cloud-based collaboration service with workrooms (we use Podio). This is much easier than using email because the messages come in and they are tagged onto the particular deliverable or task.

With emails you have to always ask what they relate to and connect them back, so that’s a big tip.

To discuss any of these issues or indeed your own projects please feel free to connect with me on LinkedIn or any of the other methods.

I look forward to talking to you.
Dr. Deasún Ó Conchúir (pronounce) is a Collaboration Consultant at Scatterwork, which supports Project Solutions for Virtual Teams.

Email: deasun@gd.scatterwork.com

Tel: +41 79 692 4735 Talk to me

LinkedIn: Connect with me

Please share with colleagues, who also get 10% off their first booking.