Get everyone on the same page to lower stress and confusion and increase Digital Harmony at work

Digital technology is central to most tasks in today’s fast-paced work environment. Whether working alone or with others, utilising the technologies available at work enables us to keep projects moving forward. However, as the amount of different types of software increases, the need for clarity around digital behaviour and expectations needs to be prioritised. If colleagues aren’t clear on this, they risk drowning in a sea of emails, instant messages, virtual meetings and AI assistants. To maximise employee job performance and collaboration and protect their wellbeing, creating a Team Digital Communications Charter is a must.

To prepare you for developing your own Charter here are the main areas that need to be considered:

1. How can the technology help me?

There are many functions within Microsoft and other business technologies that can help colleagues to minimise distraction and stress and maximise collaboration. Teams should get the most out of their IT colleagues to start understand what is possible. These days it goes well beyond ‘turn it off and then on again’. From simple hacks, like turning off notifications and working offline, through to using rules and categories in email, the sky is the limit. Knowledge is power so work with IT to understand how to make the tech work for your team.

2. What’s the best tool for this communication?

To avoid digital overload, from people sending multiple messages via numerous channels regarding the same point, it’s important to decide the most suitable communication channel. When is email the best approach and when should we be picking up the phone?

3. Minimising inbox and IM overload

Getting people to bring a more mindful approach to their email and instant messenger usage is invaluable. Not putting people in the cc as a matter of course and talking stuff through on the phone rather than ping ponging in the inbox all day are two incredibly easy email fixes that enhance productivity and working relationships whilst reducing stress.

4. How can I make this meeting worthwhile?

In today’s hybrid working world most people’s diaries are full of meetings and so many are craving more space in their days. Ensuring virtual meetings are necessary and purposeful and encouraging full engagement by closing inboxes and putting phones in another room will improve the meeting culture. Asking IT to help with minimising Zoom fatigue by understanding the functions available in the software is really helpful. And when colleagues are together considering how a meeting room can be a place of true focus and collaboration – by removing digital distractions – will help make meetings more meaningful.

5. Can the AI help and should I engage with it?

Many businesses are introducing artificial intelligence and the benefits it's bringing are undeniable. However the flip side that is starting to unfold is an over reliance on technology to do our thinking and help us come up with solutions.  Here we risk a loss of true critical thinking by now maximising our brains’ potential as well as a loss of strong, trusting working relationships if we turn to technology to brain storm rather than our colleagues. Being clear with the team on what is and is not allowed in relation to use of AI, and working as a team to understand how this technology can complement rather than replace the knowledge and skills amongst your people, will help ensure AI enhances your team’s Digital Harmony.

6.  Should I step away or plough on through?

In a world where we can keep up to speed with information 24/7 breaks are so important. It’s vital to promote the value of pausing and taking a moment to rest and refresh our minds and ensure colleagues understand the need for free brakes if they want to do their best work and minimise overwhelm. Discussing how people want to make breaks a reality for themselves, dependent on their own preferences and working styles, is important. And leaders modelling and encourage stepping away will help to make breaks a reality in a team.

7. Should I take my inbox to the cinema with me?

These days we can carry the office around with us everywhere we go which has resulted in work life balance being negatively impacted. Getting colleagues thinking about their work life boundaries and taking personal responsibility for their rest in their personal time is a game-changer. It’s really helpful to set standard working hours when possible and expectations for availability outside these hours when required. Leaders should model and communicate healthy digital behaviours and address any deviations from these norms – colleagues sending non-urgent emails outside standard office hours should be encouraged to understand the impact this is having on the culture of the team. For globally dispersed teams, providing clear guidance on managing time zone differences will help prevent burnout.

8. What about when I’m working from home?

Hybrid has become pretty standard these days resulting in more touch type communication, a greater number of virtual meetings and less face-to-face time together. Make sure colleagues think through the best way to communicate with each other when they are working remotely to avoid excessive digital communications and encourage relationship building.  And when colleagues are together ensure they make the most of this time to collaborate and use the in-person opportunities to keep projects moving forward. 

9. And my family holiday?

We can take our email on holiday. Great. No more switching off entirely to enjoy a much needed rest. It’s vital to clarify expectations regarding employee availability during annual leave and encourage proper rest or the outcome could be burnout. Getting people to delegate and hand over so they can have a true rest away from work and leaders lead by example by not contacting team members during their time off will help everyone get the break they need.

10. I’ve got the flu

It’s easy to log on if you’re ill and stuck in bed but this digital presenteeism sets a poor tone for the team with people expecting colleagues to keep working at a time when they need proper rest and recovery. Talk openly about how to manage urgent issues if someone is off ill and if in a leadership position ensure you model these behaviours and influence your staff to put themselves first when poorly.

Manager commitment to modelling and reinforcing positive digital behaviour is vital for a Team Digital Communications Charter to really work. By setting clear expectations and encouraging open dialogue you can help reduce workplace stress and create a healthier, more productive working environment.

I can help navigate your team’s needs and support you in developing your own Team Digital Communications Charter. Get in touch to find out more!