remote staff

5 Tips for Effective Communication When Outsourcing

When working with any team, effective communication is the key to success. With the rise of outsourcing and working from home, businesses must  consider how to keep everyone aligned and connected.

Ensure your business operations run smoothly both on- and offshore with these five tips for effective communication when outsourcing.

Regular check ins 

The saying “out of sight, out of mind” should never apply to remote team management. Regular check-ins are necessary for effective communication, but shouldn’t be used to micromanage your remote staff.

We recommend setting a schedule for virtual team check-ins to make them a regular part of your process, not just something you do when you remember to.

 Best practice is setting  short daily catch-ups just to know what everyone is working on.  An open-door policy should extend to virtual spaces, as well. Being online as much as possible for your remote staff is crucial to team engagement and cuts down on miscommunication.

Prioritise video conferencing

Sending an email or message might be the quickest way to communicate with your team, but it isn’t always the most effective option.

When you need to introduce new information, a video call should be your go-to option. Staff can clearly understand what you need when they see and hear from you. 

There are various platforms you can choose from: Zoom, Microsoft Teams and Google Meet are well-suited for group meetings, while Skype, WhatsApp and Facebook Messenger are great for one-on-one video catch-ups.

Follow up with an email

While the previous point highlights the advantages of video calls over emails, we certainly shouldn’t disregard the usefulness of sending a simple email.

In most cases, remote staff have an excellent grasp of the English language, but it’s important to remember that in some cases it isn’t their first language. Following up with an email after a meeting is ideal for assuring there isn’t any miscommunication. 

If any points were misunderstood, backing up instructions via email gives your staff an opportunity to process and confirm the requirements. This way makes it easier for them to reach you should they have follow-up questions.

Avoid micromanagement

Although regular communication is essential, watching everything they do can sometimes bring more harm than good.

It isn’t advisable to micromanage any team. Doing so gives the impression that you don’t trust them. Focus on results instead, not on activities. Allow staff members to manage their own time. 

By all means, step in if there is a problem. But remember that you selected your team because you believed that they had the capacity to perform their tasks well.

Effective communication is possible without overburdening your team. If you’re prone to micromanagement, try to take a step back and trust your staff to deliver.

Provide feedback

Has your staff done a great job? Or are there issues you need to address? Don’t keep your comments to yourself. Let your staff know how you feel about their performance.

Praising staff for a job well done can motivate them to keep it up, while carefully explaining which parts of a project needs improvement persuades them to do it better next time.

Managing remote teams might require a slight change to communication approaches.   Getting your communication style right for remote staff will enable you to see the full range of outsourcing’s benefits.

Outsourcing with Cloudstaff

With a talent pool featuring thousands of qualified candidates, we have the staff you need to achieve success and the tools required to ensure effective communication with your team. Contact our team today to find out more.

Leave a Comment