Sacramento TMA Telework resources

Telework Communication

Managers need to be able to stay in constant contact, promote frequent communication within their team and be ready to resolve conflict when necessary. To help you communicate with team working from home, this page has some helpful links.

Communication tools
Ways to stay connected
General Etiquette

Communication Tools

One of the challenges of working remotely is that, unike in the office, you can’t see if your coworkers are available. The Key is Communication. Develop a system to communicate information and set expectations for response times.

Tool

Primary Use

Expectation

Pros / Cons

Email

For non-urgent requests and information sharing

Respond within 24 hours

Pro – Great for announcements or summaries.
Cons – Provides no in-person signals, delays in replies and a long back-and-forth chain can waste time and cause confusion.

Text

Rapid response needed

Respond within 90 minutes

Pro – Works well for real-time conversations.
Cons – No in-person signals, time zone differences and long back-and-forth chains.

Phone

Discussion or quick meetings that don't require video conferencing

Urgent need or pre-arranged meeting

Pro – Real time, personal interaction and ability to pick up on verbal cues.
Cons – Loss of body language, facial expression, and potential for poor reception or noisy background.

Video conferencing

Meetings, rapport building, and general collaborations that need screen sharing functionality

Pre-arranged meetings and weekly check-ins

Pro – Real time, ability to see body language and verbal cues.
Cons – Potential for poor internet connection, unnatural lags between speakers or background noise.

Ways to Stay Connected

To facilitate seamless communication with your team, explore approved technology options such as video conferencing, IM, and Microsoft Teams. (See Tools page)
Stay connected to your workplace and team members by being available and responsive (answer calls and respond to emails promptly).
Share your calendar with your team members.
Let colleagues, managers, and customers know how to reach you, where and when you are working and when you are available for meetings.
To use email effectively, use the subject line to alert the reader to the topic, the level of urgency, and the required action.
Use Instant Messaging (IM), or other similar tools supported at your agency, as a means for quick questions and answers. Despite the informal nature of IM, always begin with a greeting and remain courteous and professional.
Choose the most effective communication channels based on the context. For a complex or potentially difficult conversation, have it in person or using a webcam.

General Etiquette

Establish a common expectation with your team members for responding to queries and emails. Agree to communication guidelines.
Decide with your manager and team if it would be helpful to designate core hours or days when team members are in the office or available for meetings and conference calls.
Keep your calendar up to date to avoid confusion and breakdown in communication.
Regularly give and receive feedback. Consider if it is specific, constructive and empathetic. Use your feedback to discuss outcomes and actions.