Guidelines for Remote Collaboration¶
In this context guidelines is a set of rules of protocols that can set a common ground for everyone to communicate and exchange information within a distributed team for an effective and successful collaboration.
The main idea is to set a clear guideline around expectations on communication tools, etiquettes for online meetings, tasks, timelines and schedule in advance for the remote and distributed collaborative working arrangement in a team or community.
Tools for communication and collaboration¶
Tools for online calls and data exchange
Equipments recommended or used by organisations
Tools for keeping interactions and exchange secure
How to gain access to these resources and tool
Improving visibility and accessibility for these tools
Different ways for informal interactions¶
Encouraging casual team conversations between meetings
Helps people from different time zones to catch up and build a sense of belonging
Sharing data, resources and documentation¶
Preferred platform for sharing research data (published and unpublished)
Decide on the most appropriate way to share: data, documents, analysis scripts.
Provide shared drives and repositories on GitHub or other similar platforms
Sharing sensitive information such as data and password
Manual and training for setting up account and maintaining access
Clearly communicate the locations of different documents from the organisation
Make them searchable with less difficulty
Requesting support for setup and troubleshooting
Planning meetings, scheduling, and agenda¶
Establish key tasks and milestones at beginning of project to determine frequency of meetings
Once a protocol has been established, circulate and review within the team to ensure a common understanding of tasks and goals.
Effective scheduling meetings across time zones, like have a regular time slot and send out calendar invites
Invite everyone’s input in creating agenda
If a team is big, split between sub project groups to create stronger network
Rotating schedule for chairs and note takers from the team
Etiquette for online meetings and communications¶
Establish format of communication within whole group and subgroups
Communicate clearly which tool they will use, for example, Zoom for call, Google Docs for documentation, Trello for action points
Pre-defined agenda with an allocated chair and note taker to prevent informality and loss of focus
Pre-communicate guidelines for creating safe space for inclusive interactions online
Muting microphone when not talking
Keeping video camera on when in a closed meeting
Give option to switch off the video if the call is being recorded
Share tips on how to ‘raise hand’ to participate in a discussion, on chat, physically, or using emoji
Send out guideline for speakers, chairs, note takers and people with different responsibility
Joining and leaving a meeting
Is there a particular rule for joining late or leaving early?
Maintaining flexibility and reducing formality
This is particularly useful for people who are working from home and will have their family members and pets around
Follow up emails and communications for creating accountability¶
Make sure that everyone knows what their role and responsibilities are
Follow up with teams and individuals on a regular basis
This should be done with an intention to celebrate success rather than micromanaging
Keeping the team engaged¶
Leadership responsibility
Mode of engagement that are suitable for both introverts or extroverts
Creating opportunity for skill-building and training beyond work
Scheduling informal meetings like virtual coffees and online games
Further reading¶
Deanna deBara, The ultimate guide to remote meetings in 2020, January 2, 2020