Efficient, effective and timely human-to-human communications, particularly when the participants are geographically dispersed (remote) has always been one of the most challenging issues for any society to overcome.
Introduction
In order to improve communication we need to identify information needs and explore the many formats and possibilities available to us in order to facilitate the best way to share information among geographically dispersed individuals. Some common elements to consider include:
Common Formats
Adopting a common data interchange format will contribute greatly to ensuring consistent accessibility and "on call" availability of information for one and all. Using a universally common format and processes also helps to ensure the greatest compatibility between systems.
Consistency
Formalize the communication tools and mechanisms to be used under various specific criteria and circumstances. It is important to ensure that this is done prior to any trigger events requiring specialty plans. When an emergency situation or any other extraordinary event occurs it is time to put a prepared, tested and refined plan immediately into action. This is most definitely not the time to be thinking of what to do next.
User Participation
Although it probably goes without saying that involving all concerned as early as possible in any communications initiatives will greatly assist in establishing communications channels and aide in overcoming problems and inconsistencies before the rapid exchange of information becomes mission critical.
Habit
Remember that we humans are creatures of habit and suspect communications methods must be removed before any team members become entrenched in undesirable and/or incompatible habits in this area.
Face-to-Face Communications
We humans are generally more comfortable with face-to-face communications and so it is that this format is usually the most productive. With this in mind when we are dealing in situations where individual members are geographically separated the possibilities and feasibility of live conferencing (video if possible) should be explored as they do offer some degree of the face-to-face communications processes that we humans feel best at ease with.
Responsibility
All involved should take on a larger share of responsibility for participating in the various communications forums, bulletin boards, online meeting places etc as well as for being heard and understood. No mumbling or speaking with something in your mouth. This is especially important when we are trying to communicate over a distance without the benefit of face-to-face interactivity.
Formal Agreements
It is essential that all future parties to the communications make some sort of formal commitment to how, when, and in what format any given set of communications will take place. Once again this takes on an even greater import when individual parties to the conversation are situated over geographically widely dispersed locations.
Time Zones
Time zones must be carefully considered as they will have no small impact on decisions concerning the scheduling and commitment to when communications are to take place. It is unfair for the same individuals to be getting up at 3:00 AM so that we can all have a 9:00 AM (our time) on-line video conference. We must all share the inconvenience when our colleagues and peers are separated by great distance.
Isolation
With geographically dispersed teams this becomes ever more important as the option to tell so-and-so when I get to the office on Monday just won't be possible because so-and-so may live in another country and you will therefore not be meeting with them in person. It is also important to ensure that nobody feels "left out of it".
Scheduling
Scheduling is always important but when remote end parties (members of a dispersed team) are involved it takes on even more importance. Scheduling must include a plan detailing the format and any other additional details of specific requirements; such as completion of a document or manual, critical to a forth-coming conference or meeting.
If participants to the scheduled conference or meeting need to be conversant with the contents of the documentation/manual prior to commencement of conference/meeting then the appropriate distribution mechanisms will need to be initiated to distribute the documentation to those involved in advance.
Coordination
Coordinated scheduling of meetings and other communications channels and systems becomes even more important when geographically separated teams are concerned. The need to avoid appointment clashes is definitely a priority to implement in order to attain maximum efficiency and effectiveness of scheduled events.
Flexibility
When designing, planning and implementing communications plans the capacity to allow for unforeseen events such as a cyclone preventing some team members from participating in a given scheduled meeting need careful consideration and contingency plans entailing rescheduling need to be prepared for a worst case scenario in order to be ready for deployment should the need arise.
Communications Contingency Plans
Worst case scenarios will require special plans should they eventuate and so the need for these contingency plans to be prepared during the analysis, planning and design phases of your communications contingency planning becomes a mandatory essential rather than an additional luxury. In this way; should a natural disaster or an act of God scenario eventuate, you will be well placed and prepared to deal with it spontaneously and appropriately.
