Virtual Communication: Rules for Virtual Communication Teams

E-mails

Keep e-mails short and to the point. GV team members use more e-mails than co-located teams because it is a key method of communication. Focus the e-mail on what you wish to discuss. Watch of the use of idiomatic or slang expressions that other cultures may misinterpret or find difficult to understand. It is important to double-check your e-mail for clarity and ease of understanding. Remember to be courteous and polite. Try not to give or take offense when sending an e-mail. This does not mean you cannot disagree with a GV team member, but it needs to be polite and business-like. Also consider any sensitive information you send in an e-mail. Remember that once sent an e-mail may be forwarded to anyone, anywhere. Try not to send multiple e-mails when the information and message can be given in a few.

Finally, respond to all e-mails quickly. At least, do not allow a response to take longer than 24 hours. If you cannot give the information requested in the e-mail at the present time, respond with with an e-mail saying so and give a time when you will be able to respond to the requested information.

Reflect and Practice

As a quick assignment identify what is wrong with this e-mail and rewrite it to convey the message in a more appropriate manner. Once you have re-written your e-mail ask an international team member to identify what you did to make the e-mail more appropriate and understandable.

Mikael,

We have to discuss your performance in our team. Some of our team members expressed their concerns that you are being a bottleneck on our team. Everyone has a lot on their plates, and extra gusto in your tasks is essential for team success. I probably need to talk to you tomorrow.

Please call me.

John