Remote team communication: Using software to prevent misunderstandings

Remote team communication: Using software to prevent misunderstandings

August 28, 2020

Remote-Communications

Some people will say that now, we’re in the golden era of remote work. But anyone who’s ever worked this way knows well that distributed teams face many challenges on a daily basis.

Remote team communication is probably the toughest nut to crack.

When you struggle to get on the same page with your team, many things are likely to go off the track. Increased project costs and failure rate, longer task delivery periods and decreased productivity are only a few to name.

But worry not. Today, we’re coming to you with 9 actionable tips on how you can use software to improve communication in your remote team.

Where do misunderstandings even come from?

But before we get to the remedy, we need to assess the problem that bothers your team.

No solution applied will ever be effective if you don’t understand where the issues with remote team communication come from in the first place.

And there are at least six most common reasons for why misunderstandings happen between people who work from a distance.

Let’s have a look.

Reason #1: Your team tries to apply old ways to the new setting

Imagine this: you’ve got a task for your colleague. They work just a few steps away from you, in the same office. What you’re going to do, most likely, is to get up, approach them and delegate said task verbally.

Now, in the remote setting, there’s quite a bit of distance between you. Many companies try to replicate this “approach and delegate” method. Doing so, they end up on endless video conferences or call each other several times a day.

When you look at it from the side, it doesn’t make much sense to do so. Just because something worked in the office, it doesn’t mean it will work in the remote setting. Things once effective may now be your biggest time wasters.

And nobody likes daily calls anyway, right?

Reason #2: Your team has got no idea on how to get organized

If your team is new to remote work, then it’s likely you’ve got no idea where to even begin. Should you just get video conferencing software and call it a day? Do you need more tools? New processes?

Don’t beat yourself about it if you’ve got no idea how to organize your team’s work in the new setting. It’s not an easy task even for the seasoned remote workers.

That said, keep in mind that being clueless on how to organize things could lead to mistakes that kill effective remote team communication.

Reason #3: You’re bad at written communication

To limit the number of daily video calls, teams often turn to written communication as an alternative. From emails to chat rooms, the options are plenty.

Now, written communication is an art in itself. You may do excellent when talking in person and, at the same time, be horrible when it comes to conveying ideas through written messages.

The written communication sins are plenty: from leaving things out because they “go without saying”, to misinterpreting the other person’s tone (because we don’t hear it, of course).

And they might be the main reason why you and your team suddenly can’t get along.

Reason #4: Lack of shared working space

In an office, you share a common space where you see your team on a daily basis. Maybe you meet up in a social room. Maybe you’ve got a giant whiteboard where people pin their messages and add notes about projects.

With remote work in the picture, the physical office vanishes. And with it, the precious aspect of sharing your working space.

Suddenly, you lose all ties to your colleagues. You’re alone in your own home office. You’ve got no idea where others are and what they work on. To get an update on tasks, you need to get on a (yet another) video call.

It’s hard to communicate when most that you’ve got in common are spreadsheets you’ve shared online.

Reason #5: Unclear rules and undefined processes

It can be related to the fact you’ve got no idea how to organize the work of your newly remote team.

Because of their limited ability to quickly communicate on the changes, distributed teams have double the need of working according to strict patterns. When questions arise and you can’t immediately get in touch with the right person, processes and tasks get delayed.

Remote team communication suffers from lack of processes. Getting them right could solve quite a few of your problems.

Reason #6: Different expectations and habits related to remote work

Imagine the situation in which the team switches to remote work. They were happy in the office and collaborated well. Now, the manager, full of trust towards their team members, believes they are fully capable of getting around the new setting.

Meanwhile the employees, even though having the best of intentions, are lost in the situation and count on being guided.

This is an easy example of how different people can view remote work. Some people need more flexibility. They want to be trusted and left to work independently. Others, on the other hand, need guidance and a daily to-do list delivered to their inbox.

People are different. And if you don’t get the expectations clear on the table, you might end up with a whole lot of communication issues.

Using software to solve remote team communication issues

Now that you know what troubles your team most, let’s talk about the solutions.

Software is a wonderful addition to your workflow. There’s an app for practically any issue you struggle with, including:

  • Task distribution (project management software)
  • Time tracking software
  • Customer relationship management software
  • Online support software
  • Appointment scheduling software

That said, many of these tools share some common features that you can implement right away to improve communication in your remote team.

Let’s have a look at it step by step.

Create visual workflows

Visualization is probably one of the strongest tactics that a remote team should implement. The easiest way to get started is simply by using a Kanban board. This way, you can devote a column to every stage of your process and move tasks along as they progress. This way, you will easily see which stage has currently the busiest one and where more action could happen.

Not every process in your company can be visualized with kanban due to its complex nature. However, setting up a kanban board can encourage you to streamline and simplify some of the processes so they fit the project board. It’s an excellent way to get rid of some needlessly complex elements of your work.

Get into (extreme) details

If you go with a task assignment/project management tool, you’ll have plenty of room to describe what you want from your team. Use it to the fullest.

Include checkpoints, control lists, useful materials, examples, samples, templates – anything that your team can use to get the job right.

Think of it this way: you’re not in the office and you can’t look over your colleague’s shoulder to check the progress. Oftentimes, you won’t see the task until it’s delivered to you. That’s exactly why you want to offer sufficient information to get it done right from the get-go.

Pick the right communication channel

You and your team needs to agree on one crucial thing: your main communication channel.

It could be email threads, once-a-day video calls or setting up a chat room. You may also keep all the discussion to the comment section of your task.

Don’t be afraid to innovate and experiment.

Use task tags, deadlines and assigned Users

The majority of software you will pick comes with deadlines, tags and user assigning (if they don’t, they’re probably not good enough for you ). These are features we often underestimate in managing workload of our teams.

Meanwhile, by applying such simple filters you can easily see if your work is evenly distributed across areas, employees and deadlines. Depending on your software, it may take two to three clicks to understand if someone is overloaded or whether deadlines come too closely together.

Create knowledge base

It’s good to have an easily accessible knowledge base for all the processes and workflows you’ve documented and shared with your team. It could be a separate shared folder or a whole kanban board with different categories.

Consider setting up one to store everything that is important to your team – from your logo and mission statement, to process documentation and best practices for a variety of tasks.

Create templates

It’s going to be so much easier to stick to processes when you create templates for your workflows and tasks.

Most of the project management tools offer this option and if you don’t use it, start today.

It’s an easy way to include the roadmap, checkpoints and guidelines for your team without spending additional time on recreating their content.

Use appointment scheduling tools

Most teams use an appointment scheduling tool to arrange meetings and calls with their clients. But it’s a creative thing to do to use them to arrange team calls as well.

By choosing the date from a shared calendar, you can cut out the annoying shuffle related to picking up the date that works for everybody.

Use the task-related threads

Do your best to limit your task communication to one particular channel. If it’s a comment thread for the assignment, keep it there. If it’s a Slack chat thread – don’t move away from it.

Do this to avoid scattering communication across multiple channels and eliminate wondering where was given information or guideline shared.

Set up notifications and reminders

An important milestone approaching? Set up a reminder for your teammates to make sure they don’t miss it. It will land directly in their mailbox when the time is right.

Use notifications to keep your team in loop about the important changes to the tasks, workflow, processes, scheduled events and more. There’s plenty of options to do it – from integrations to email and your communication channels to simply using built-in options from your project management tool.

Final thoughts

Using software to improve remote team communication is one of the easiest fixes when you know what your problem is.

The options are out there and the decision is up to you which of the platforms you will go with. Don’t be afraid to experiment and test them out as you go. It may take a while before you find the right fit for your team.

Good luck!

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Custom corporate gifts by WLWYB that you will actually keep

Custom corporate gifts by WLWYB that you will actually keep

Custom corporate gifts by WLWYB that you will actually keep

July 29, 2020

Featured Member - WLWYB

Everyone knows bespoke corporate gifts, whether you received them in the past or gave to someone. Personalised business gifts are a great way to raise brand awareness. They can be motivational presents, thank-you gifts, or sales incentives when you’re right before the new product launch or store opening. Other occasions can be annual gifts for your clients and staff members, trade shows or an anniversary of a team member. 

With these corporate gifts your goal would be to motivate your colleagues during a team building, thank your business partners, clients and staff members at the end of a hard year, pull in potential new customers, raise awareness of your brand through a give away or a trade show.

Lighting pens and power banks are not cool

So let’s see what are the most common bespoke gifts that a company can give.

The kind of stuff that everyone received the past couple of years was a bunch of lightning pens, tote bags, mugs, power banks, pop sockets, notebooks, drawstring bags, keychain bottle openers, wine, chocolate. And which of these were memorable? 

Maybe you made notes with the pens in the notebook, you went shopping with the tote bags, you charged your phone with the power bank which broke after a couple of months but to be honest none of them were the best because of their quality or usefulness. 

And how much of them did you re-gift? Because that’s a thing. You always receive a bottle of wine, a box of soap or fondue pack that you’ll never use. The first though before being harsh is thinking of who can you re-gift it to and when? If you are not on a budget you might give tumblers, earbuds, a box of great quality cheese, a bluetooth speaker. But still, these are cliches.

Personalised business gifts that are entertaining

Being the Business Development Manager at a startup venture that is a player in the secondary market of LEGO gives the opportunity to work with B2B and B2C customers from all around the world where we offer bespoke LEGO kits. – Dorottya Fogel

The possibilities are endless; it only depends on whether you have a smaller budget or money doesn’t matter. 

Our knowledge that we gained in the recent years and the fact that we closely work together with well known LEGO builders gives us the opportunity to create for each and every project of ours a unique, personalised creation that inspires adults and children alike. Let it be an original sized city light poster with a logo of a company, a microscale furnished office HQ from several thousand pieces or personalised minifigures with the right outlook and tools for team members. 

We guarantee that the recipients of the gifts will spend much more time with their presents than an average gadget. 

So if you’re struggling with what to give whether you have a small budget or money doesn’t matter, that is a memorable, fun and the gifted would only give it away to their kid who will be happy as hell, I would suggest to reach out to us and we would be happy to build some fun thing together. 

Connect and do business with WE LOVE WHAT YOU BUILD on Enterprise League

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Spice Kitchen – The spiciest family business in the UK

Spice Kitchen – The spiciest family business in the UK

Spice Kitchen – The spiciest family business in the UK

July 27, 2020

Spice Kitchen Featured Image

Give a standing ovation for the spiciest of our members – Spice Kitchen! A mother and son team bringing joy to homes around the world with their award-winning spices, tea and artisanal cookware. It all started 8 years ago on Christmas and has since grown into a successful family business staying true to tradition and cultural heritage.

Want to add life to your meals or sell their mouth-watering spices in your store? You can find them on Enterprise League.

How would you describe Spice Kitchen to a 3-year-old?

Spice Kitchen believes it is really important for families to spend time together at mealtimes, and so we create exciting, colourful spice collections that everyone loves. We are passionate about introducing people to flavours from all around the world so that we can all learn more about one another’s culture and heritage.

What is the story behind Spice Kitchen? 

This is a legendary story we regularly remind ourselves of! 

Spice Kitchen was born in a relaxed chat over the dining table on Christmas Day in 2012. Shashi (AKA Mamma Spice) had just retired and was looking for a little project or hobby. I (Sanjay) suggested that she try selling a Masala Dabba on eBay. She liked the idea and so we gathered the ingredients and put one up for sale. It went immediately. So, we did another. And another. Then, we got a massive order for 10,000 tins and suddenly all hands were on deck, blending and grinding spices. And we haven’t stopped since. 

Coming to the present day, we now have two distribution units, an ever-expanding team and a wonderful array of products that our customers love! It’s been such an incredible, unexpected journey and we are all having a blast.

What is the most difficult aspect of running your own company?

Up until quite recently, I had a relatively small team and was juggling lots of balls, as well as wanting to spend quality time with my wife and two-year-old daughter. 

Bringing in the right people is always a challenge for any company, but especially when it’s a small family business. I’ve been so fortunate recently that – having taken the decision to expand – the people I’ve brought in have slotted into position and are really passionate about the brand. It makes a massive difference and I’m loving having more team members around to share the load!

Tell us a curious fact or an anecdote related to Spice Kitchen.

Everyone who works with me (and even those who don’t) knows that I will stop any conversation to answer the phone to a customer. So, I can be in the middle of a business meeting, but if a customer calls with a question about a spice, I’m taking that call. For me, answering that call is the most important thing I am going to do that day. I’ve always stuck to that philosophy in business and so far, it’s never let me down.

Spice Kitchen is given $1 million; how would you spend/invest?

There are probably many more glamorous answers to this question, but for me, I would probably look at introducing some of the best staff benefits that I could find. I’m very aware that a business is only as good as its people, and so I’m really keen to ensure that I take care of the people that make Spice Kitchen possible.

Where is Spice Kitchen headed now? What’s the next big thing you’re striving to achieve?

I recently joked that I would like a spice tin in every kitchen, but the reality is not far from that. 

When you’ve tasted really good spices, there’s no going back, and so I want everyone to be able to experience the difference that these incredible ingredients can make to their recipes. 

We are right in the middle of some incredible growth. With lockdown, many people started to cook at home again and so our products were flying off the shelves. So, in the middle of upscaling our distribution, we are also in the process of creating recipe guides for all of our spice tins and (deep breath) doing some serious work in creating our very own Spice Kitchen cookbook. Watch this space!

Connect and do business with Spice Kitchen on Enterprise League

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Koala Rank – When young energy and professionalism collide

Koala Rank – When young energy and professionalism collide

Koala Rank – When young energy and professionalism collide

July 17, 2020

Koala Rank Interview

Meet our incredible member, Koala Rank, a B2B content marketing agency like no other. We asked their Founder, Arrigo Lupori, to share the story behind the company, and the enthusiasm and professionalism we witnessed were unheard of.  

So if you need a fresh perspective and guidance for your blog and overall content marketing, reach out to them on Enterprise League ASAP.

How would you describe Koala Rank to a 3-year-old?

Koala Rank is like a koala climbing up a tree: it takes them a lot of effort to get to the top but once they’re up there, they can stay there for a long, long time (and reap the benefits!). It’s the same when you create content for a website: there’s a lot of work done beforehand so that you can eat and sleep happily for a long, long time.

What is the story behind Koala Rank?

Like most companies, Koala Rank was born from frustration. I was working as a freelance content writer for a long time and couldn’t help but notice that my work was absolutely useless. Clients were happy but they didn’t really understand what it meant to create content that brought results (i.e. money). So I decided to change that. Today, Koala Rank offers a complete package that takes you from no traffic whatsoever to making sales. And it does so with continuous care for our clients’ education.

How is Koala Rank different from your competitors? What is your unique selling point?

This was a bit hard to identify as I first started out building Koala Rank, but it’s clear to me now: it’s all about user experience. In fact, Koala Rank doesn’t provide you with just the content you need to rank high on Google and make an impact on your future customers; it also provides you with all the components of an incredible online reading experience, one that a reader feels totally engaged with, from top to bottom. This comes in the form of UX design, mostly done on WordPress but also on other platforms.

What is the most difficult aspect of running your own company?

The most difficult aspect at the moment is getting out of the feast and famine cycle where you get one really good client and then nothing for weeks. That’s because the company is still really small and there isn’t enough bandwidth to manage a continuous stream of customers coming in. The service also requires a few adjustments before that can become a reality which is something I’m already working on.

Tell us a curious fact or an anecdote related to Koala Rank.

One of the questions I get the most about my company is why I chose to name it after a koala. People give me all kinds of weird looks (and even smiles!) when I tell them that and I see that it makes an impression on them. So, why a koala? 

Because of two reasons mostly: 

1) it’s been demonstrated that animals are easy to remember and that people have a positive attitude towards these kind creatures, so using them in branding only makes sense as they make everything more approachable and fun (think about Mailchimp, HostGator, Hootsuite, TestGorilla, and even more creative approaches like OptinMonster), and; 

2) RK are the initials of an old nickname that I used to have online but Rankin’Koala didn’t sound good to me so I just swapped them around.

Koala Rank is given $1 million, how would you spend/invest them?

One million is a lot of money. Koala Rank is a tiny bootstrapped startup that doesn’t even need that much investment to “thrive.” With that said, if I was given $1M, here’s what I would do: immediately hire two/three people to help me out internally, focus on having them onboarded appropriately and happy with their position. 

Then, make sure all the SOPs (Standard Operating Procedures) are in place so that we can scale operations once we get to full-blown marketing efforts. Iterate on the service with a few betas offered for a discount or on partnership bases to understand which parts of the service need refinement. Gather feedback and improve it until we reach product market fit. 

Then establish a complete messaging platform based on our positioning and restyle our visual identity from scratch based on it. Have a sound content process in place for all the most important touchpoints (website, social, ads, etc.), and then probably hire a few more people to handle the huge marketing effort that will come out of that. 

Set quarterly goals and iterate quarter by quarter to become profitable.

Where is Koala Rank headed now? What’s the next big thing you’re striving to achieve?

The next big thing is product-market fit. I’m understanding what my clients want through direct feedback and I’m also gathering a few reviews. That will help us improve our reputation and make a name for ourselves in the content marketing industry. Currently I’m working on a restructuring of the service based on all the feedback I’ve gathered and that will come with new assets as well. Excited to release more information soon!

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Tekrevol – From a small bedroom to Houston, San Francisco & New York

Tekrevol – From a small bedroom to Houston, San Francisco & New York

Tekrevol – From a small bedroom to Houston, San Francisco & New York

July 10, 2020

Tekrevol interview

Presenting you Tekrevol, the best mobile app development company in the USA, through the eyes of their Co-founder Abeer Raza. He’s also an industry renowned growth hacker and has multiple startups under his belt.

The apps and websites they create are a perfect mix of functionality and aesthetics. If you need dependable tech solutions for your business, reach out to them on Enterprise League ASAP.

How would you describe Tekrevol to a 3-year-old?

Tekrevol is an app development company. We develop mobile apps in different industries such as social media apps like Instagram and Facebook, or game apps like Candy Crush, or apps on which you can buy and sell things you own or produce.

We make apps that work on both Android and iOS and specialize in creating apps for businesses so that they can reach out to interested customers through mobile phones.

What is the story behind Tekrevol?

We started Tekrevol in a small bedroom. We were two people who had the urge to create something that can help people across the globe and solve problems faced by people in society through our expertise in technology. Be it businesses, non-profit organizations, or individuals who are passionate about entrepreneurship but don’t have the technical skills required to leverage technology the same way as big corporations do. As such, the name Tekrevol is a combination of “Tek” which stands for technology and “Revol” which stands for revolution.

The story behind Tekrevol is simple; we understood the struggles of starting a business and then scaling it, so we decided to do something that can help ease that process for others through our tech support. This is what we refer to as the Revol way

How is Tekrevol different from your competitors? What is your unique selling point?

We don’t position ourselves in the industry as just an app development company, but also as a tech partner to businesses. Developing an application is only the practical aspect of the business, but we work side by side our clients to also ensure that their business can achieve maximum growth and scalability through growth-hacking.

As experts in growth hacking ourselves, we act as both the tech support and as consultants to ensure that our clients are more than just apps in our portfolio but companies that we’ve worked alongside from their formation to their eventual break as an industry leader.

Tell us a curious fact or an anecdote related to Tekrevol.

Whenever we’re planning a sprint or a plan, especially in marketing, we have open discussions with all team members putting in their thoughts, and we have no limit to crazy. We might not implement “crazy” all the time, but we do entertain out-of-the-box completely crazy ideas and keep them in our books.

At first, this brought a random element of humour to our meetings, but now we’ve actually started to list these completely absurd ideas that come up in the meeting and document them separately. In the middle of the sprints, we then revisit these ideas and have a conversation specifically on them, to identify the results we’re lacking and which of these ideas we can use or mould to get those results. All of this started simply because our employees and the culture we have at Tekrevol is all about creativity and out-of-the-box thinking, and our team members never feel hesitant to share their thoughts, even if they sound absurd.

We’ve found that more often than not, these crazy ideas that sound incredibly random have some wisdom in them, and if you can bisect the idea and extract that wisdom, with a bit of tweaking, it can add a bit of genius to your overall marketing strategy.

So we’ve now started documenting completely crazy ideas that you’d usually dismiss, and we have a list of them both that have been used and implemented to those that we’re going to be using for the future.

Tekrevol is given $1 million, how would you spend/invest them?

Infrastructure and presence are what we’re looking to scale, and that’s where I would spend a million dollars. In terms of infrastructure, I mean both our technical infrastructure, which includes technology investments but also our internal infrastructure that directly impacts our resources, such as training and benefits. By investing both of these, we would ensure that our clients and our own resources feel happy and satisfied with being associated with us as an organization.

When it comes to presence, I mean both from a digital and a physical perspective. Expanding our digital presence and improving our overall company branding is something that will require significant investments. From penetrating communities and spaces from where we can reach out to our target audience in the most meaningful way to actually having physical offices across the United States and beyond is where I see myself investing a million dollars.

Where is Tekrevol headed now? What’s the next big thing you’re striving to achieve?

The next big step for the company is definitely the launch of our New York office. Today, we are located in Houston and San Francisco within the US, and we are soon expanding our portfolio of physical offices to New York. We’re looking to expand our offices to become a lot more accessible to our clients and provide a more personalized experience to clients dealing with us.

Hopefully, that way we can grow as a company and work a lot more closely with our clients, something that becomes a possibility with a new physical location.

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