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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.

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““OOFFFFIICCEE --OOPPTTIIOONNAALL”” CCOOMMMMUUNNIICCAATTIIOONN

Telecommuting is no longer the wave of the future; it’s here and it’s taking the world by

storm! With improvements in networking technology, e-mail, instant messaging, smart

phones 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 least

encourage—employees to work from home on a regular basis. What is surprising is that

some innovative companies are totally virtual. 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.

Communicating in a Virtual World

So what’s different about being a virtual employee? In a word: everything. One of the

biggest issues facing the virtual world is a lack of meaningful communication. The ability to

remain connected with coworkers and management in a way that minimizes personal and

professional 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 a

feeling of camaraderie and company cohesiveness? This article will explore the unique

communication characteristics and needs of this trend as well as review several high-tech

and low-tech ways to stay in touch.

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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

Virtual employees need to learn how to

expand their world through communication

with each other—as well as with associates

outside of their virtual bubble—by using

technology wisely. A daily dose of personal

connection can have the power to turn an

unhappy, distressed employee into a

happy, well-adjusted one.

Connectedness to the Company

Remote employees need a hefty sense of

personal connection and contribution to

their virtual company. Management is

generally responsible for creating a feeling

of connectedness to the company and its

goals. Individual employees, however, can

assist in this effort to build a corporate

community through their personal initiative

to openly contact management and fellow

employees.

Connectedness to a Cause

Geographically dispersed workers feel

more productive, useful and secure when

they have a tie to a higher cause—even

one related to a professional organization.

Working toward a larger purpose as a team

can also create strong bonds between

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 daily

personal connection needs.

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Connecting with Colleagues

Connecting with colleagues is as easy as peeking over your cube wall and saying “hi” when you’re in

an 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 in

the 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 technology

well. 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 of

communication tools and techniques available. But here’s the catch: what works for you or your

company is more art than science. In some businesses, instant messaging, e-mail and web meetings

are the tools of choice; for others, phone or virtual private networking (VPN) keeps teleworkers in

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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.

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Connecting with the Company

In 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 a

management presentation. Without the use of bricks and mortar, helping employees connect with the company can be a major management

headache. While it’s relatively quick to set up instant messaging and other communication software or hardware, it can be daunting to communicate

business goals, strategies and philosophy without face-to-face meetings. Communication is especially tough for management teams with an entire

network of virtual employees.

Inc. magazine believes virtual workers “don’t have the luxury of

communicating face-to-face … and they miss the nonverbal

as well as verbal cues.” Are there specific management

techniques that do pay off with this communication

dilemma? Inc. says management should “Work with

remote employees to increase their sense of

company loyalty by sharing information (especially

about how the company is meeting its goals) and

by encouraging face-to-face get-togethers.”

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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.

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Connecting to a Cause

In 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 higher

purpose. According to the Journal of Health and Social Behavior, volunteer work can boost your energy level six ways: it enhances happiness, life

satisfaction, 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. Do

you have an invitation to join a professional association? These busy organizations offer easy ways for virtual employees to put their talent to work. It’s

fairly painless to attend meetings with other teleworkers or volunteer service to an organization related to your business. These tactics provide solid

ways to make sense of business trends while connecting to a larger purpose. Before you launch into a

volunteer effort, though, think about your strengths. Are you skilled in meeting people and

establishing 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.

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Drew, the instructional developer we mentioned earlier, was recently inspired to set up a chat group for

the local American Society of Training & Development chapter on LinkedIn.com. This approach had a

twofold benefit: he became more involved in ASTD and his coworkers who joined the group

strengthened their own relationship to the company as well as to ASTD. In a related venture, two

experienced project managers collaborated on a presentation for an upcoming ASTD conference. This

is in addition to the numerous webinars and workshops they host. Not only are they connecting to a

larger goal, but they are simultaneously getting their business name out in circulation.

If you’re not into professional organizations, think about performing volunteer work with other members

of your virtual team. If your company allows off-site group meetings, round up coworkers for a Habitat

for Humanity weekend or to perform community service at a pet shelter or food bank. A resource for

women who are re-entering the workforce, Fresh Start, is always on the lookout for volunteers to

present workshops, train women re-entering the workforce and serve as mentors. This could be a

perfect fit for training specialists or professionals with speaking experience. On a smaller scale, initiate

a food drive on your own or donate blood. Some of the best bonding experiences begin from the

friendships you establish by working for a greater cause. Check volunteermatch.org and

charityguide.org for more great ideas.

Related resources:

Hidden Assets: Harnessing the Power of

Informal Networks, by Charles Ehin

www.chiefhomeofficer.com

Offers advice on the home office, including

communication tool

http://www.masternewmedia.org/online_colla

boration.htm

Robin Goode’s regular reviews of online

collaboration issues, trends and

technologies

http://www.meetup.com

More and more virtual workers are using

the Internet to get off the Internet

http://www.volunteermatch.org

Matches individuals to specific volunteer

opportunities

http://www.charityguide.org

Provides a directory of agencies where

volunteers are needed

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As 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 at

home, 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 we'll 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