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Virtual communication has become part of our everyday lives and despite getting back to some kind of normality pre-March 2020, business trends show that virtual communication is here to stay. Inge Lawrence from Bizmod says that we have had to adapt the way in which we communicate because of the pandemic. “Communicating virtually was forced upon many of us and as a result we had to learn how to do this, quickly.”
While some struggled, others implemented business tools and apps to help with the process, and over the months many of us have improved our virtual communication skills and adapted to the challenges. Looking ahead, for effective virtual communication, Lawrence says the below is critical:
- Know your audience – An internal vs. external audience requires a different communication approach. While many of us have developed our preferred way of communicating, whether it be via Zoom, email, interactive work platforms, etc. it is important to know what your audience’s preferred methods are to ensure successful communication.
- Communication tools – When communicating it is vital that you do so in the preferred way, ensuring seamless communication and uptake. You should also be comfortable communicating in this manner and using the tools required. In a country where we have had to become accustomed to frequent load shedding it is your responsibility to have alternative options in place, so that your communication is not affected.
- Be clear on your message – Being clear and concise are essential skills for virtual communication. Express your points simply and directly, do not over-elaborate and be sure to open the floor for questions, saving time and alleviating any potential confusion. When sending written communication, tone is very important as it is quite easy to misconstrue a message especially when it is sent untimely.
- Choosing your communication method – Determine what the most effective communication method is to relay your message. Methods of communication are so diverse yet IM’ing (instant messaging) has become our go to. However, in the business world, the below are still preferable:
- Mailers – If you choose a mailer, it should be interactive. Make the mailer visually grabbing and use icons and graphs to make it easier and quicker to read and understand.
- MS Teams/Zoom Calls – If your message is time sensitive, set up a meeting and communicate “face to face”. This makes it easier to notice any hesitation and address questions. The information discussed can be shared with the audience before or after the meeting, reiterating important points.
- Interactive videos – TikTok, who had more traffic than Google in 2021, has made short video clips more popular than ever. Short videos are a great way to educate your target audience while keeping their attention.
- Appeal to their personal side – Human beings are social creatures, and we crave connections. Virtual working can leave people feeling disconnected. At the start of a meeting spend a few minutes catching up, this helps to alleviate tension, strengthens relationships and gives insight into the audience’s environment.
- Clarify the call to action – Provide a clear call to action, whether it’s an answer to a question, data required or feedback. If required, have a place where they can click and respond for written communication or allow for five minutes of Q&A after the meeting. Provide a clear outline on any decisions made, feedback required and next steps, so that everyone is on the same page.
“Virtual environments have pushed us into the realm of thinking outside the box and making us more conscious of the way we communicate. To stay effective and inspired, we need to heed our virtual communication skills,” says Lawrence. Effective Communication is essential in achieving successful business outcomes.
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