Why use a Hammer When You Need a Saw?

by Joshua Howe / Dec 17

Keeping a dispersed workforce on the same page relies on multiple tools.  There is an array of technology available to businesses, however if its not the right tool for the job then, rather than enhancing productivity and communication, it frustrates and impairs the effectiveness of a dispersed workforce.

It is imperative that managers and employees identify what they are seeking to accomplish, and defining the best method for achieving that end.  The first step in this process is identifying clear goals and targets for the employee, identifying milestones, deliverables, and time lines.  In this process, different steps or aspects of the work are going to require different methods to keep employees on the same page.

There are many tools available, and each has it’s own strengths and weaknesses depending on the task being attempted.  Too many times e-mail is seen as the way to communicate with a distributed workforce.  Too much time is spent reading long chains and multiple responses to an e-mail, or trying to sort out a draft of a document that has been circulating.  A hammer is a great tool for pounding nails, but useless to cut a board.  Its about using the right tool for the job. Start with the task you need to accomplish and match the tool to the task.

Resource questions, brief updates or short answers are well suited to e-mail, as is a notice that doesn’t require feedback you want to get to field staff immediately.  E-mail should be intentional communication rather than generalized information.  It should have a clear purpose and be directed at the recipient.  However, despite its usefullness, e-mail is not well suited to conversations.

Short conversations between two people can be had using text messaging, while longer ones are suited to direct communication using cell phones or video conferencing.  With groups, video conferencing can be useful, especially when topics are more amorphous.  Another alternative is message boards where information can be posted and responded to. The structure of message boards allows employees to follow a clear flow of the conversation and responses.  Where as e-mail allows immediate connection,  message boards allow people to go to the information when they have the time to dedicate to it and provide thoughtful feedback.  Separating the use of e-mail and message boards in this way allows employees to triage what needs their immediate attention, and this is a way for us to help them do this.

Group project work may benefit from the use of message boards for discussion on the project, but having this as part of a shared workspace can be invaluable.  This workspace may include working documents, shared calendars, goal and target monitoring, and message and bulletin boards.  These virtual spaces can keep project teams on the same page by keeping all the materials in one place which avoids duplication and loss of important information, reduces the load on e-mail, and can serve as a way for teams to stay connected.

Staying on the same page does not always mean direct communication between two or more people. At times, communication is being able to share the same information, such as when evaluating or tracking productivity. Having already defined what productivity looks like, you are able to identify how to measure it.  If productivity means sales or billable hours, then being able to generate a report of these may be important. Reviewing that report as a team may be in a meeting, but just being able to access and view accurate mectrics helps people stay on the same page regarding achieving identified targets and goals that are quantifiable.

Ultimately, keeping teams on the same page is challenging at the best of times, even when they’re not digital nomads.  It starts with having a shared understanding of project goals, milestones and targets.  By evaluating what we need to accomplish from our communication allows us to choose the right method for that communication.  Being intentional about how we are sharing information allows us to sort information better and achieve better outcomes more efficiently.

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