Virtual Communication: Rules for Virtual Communication Teams

Personal Video Conferencing

When talking with a team member pay attention and don't multitask. It can be very difficult talking to someone who is not looking at you but is obviously looking past you. Set up your computer camera and screen so they align. That is, have your camera at such an angle as it appears that you are looking directly at the person you are talking with.

It is good to have the texting option available when video conferencing to clarify terms and words. Be sensitive if someone speaking a second language prefers to write as opposed to speaking. It is always advisable to restate or summarize assignments. Help those speaking a second language understand their assignment.

Gratuitous concurrence is when a person does not understand due to language barriers but gives indications that they do (Hall, 2005). For example, a GV team had members from the U.S. and Mexico. All business was conducted in English and the Mexican team members indicated they were understanding what their assignments were, but they were not meeting deadlines and sent incorrect information. In one meeting the team leader, who spoke Spanish, began speaking Spanish to the Mexican team members. It was at this point that she realized that they had not completely or correctly understood all of the assignments in English. She began to hold two weekly team meetings one in Spanish and the other in English. This greatly affected the efficiency and final team product. To avoid such gratuitous concurrence, it is helpful to ask open-ended confirmation questions. For example, you could ask team members to restate or summarize team decisions and assignments before ending the meeting.

If the communication is audio only, it is good to describe what is happening when there is a pause or one team member is working on an issue since there is no visual information. Be certain to involve as many team members as possible. It is also important to send a memo including decisions and assignments from the previous team meeting and the agenda for the upcoming meeting. It is also good to have a common file where minutes, goals, etc. can be kept on file for reference. It is also important to maintain appropriate business manners and appearance. If you are receiving a video call from home, even if it is late at night or early in the morning, wear appropriate clothing and conduct yourself as you would if in a business meeting.