Tips for Communicating in Tech Teams

Leading a UX/UI team, especially a diverse group of 15, is no small feat. The key to harmonizing such a dynamic group lies in effective communication. Here are my top 5 tips for fostering clear and inclusive communication within your team: 1. Embrace Diversity in Communication Styles 🌍: Recognize and respect the different communication styles within your team. Some may prefer direct interaction, while others might lean towards detailed written formats. Adapting to these preferences can significantly enhance mutual understanding. 2. Regular One-on-One Check-ins 👥: Personalized meetings with each team member can create a safe space for open dialogue. This practice helps in understanding individual challenges and providing tailored support. 3. Transparent and Open Team Meetings📢: Encourage a culture where team members feel comfortable voicing their ideas and concerns. Regular, open team meetings foster a sense of belonging and collective problem-solving. 4. Utilize Visual Aids and Prototypes🖼️: In UX/UI, visual communication is as important as verbal. Use prototypes, wireframes, and visual aids to bridge understanding gaps, especially when explaining complex design concepts. 5. Continuous Feedback Loop🔁: Establish a continuous feedback mechanism where team members can provide and receive constructive feedback. This not only helps in personal growth but also in improving team dynamics. Effective communication is a journey, not a destination. It requires constant effort and adaptability, especially in a field as dynamic as UX/UI design. What are your strategies for effective communication within your team? Share your insights! #UXUIDesign #Leadership #TeamCommunication #DiversityInTech #EffectiveCommunication #DesignMeetsRhythm

Communication between science and IT teams is hampered by technical jargon. An effective strategy to facilitate alignment is to define a boundary of understanding and the sphere of what one cares to control. In a simplified view, imagine a line with IT and science at the opposite ends. The boundary of understanding is the middle point where the teams meet. This is as far as IT can comfortably understand the science and vice versa. When communicating to a partner team, details beyond their boundary of understanding should be abstracted away. You may encounter teams that have true or perceived understanding of another’s area of expertise. The question to pose is - “What is important for you to control? Why?”. Defining the sphere of control gives teams authority to move fast. Avoid unnecessary negotiations. If you are a science team, think of all computational work as software operating on data in a sequence of steps. The scientific questions need to be abstracted away. Think tools, files, speed and costs. Meet your IT team at their boundary of understanding. For IT teams, ask about software, process, user experience, performance and cost. Here is a made up research project - “We use FancyTool for protein folding to understand structural implications of genomic variants of the ABC3 gene identified by NGS implicated in disease X”. Interesting but hard to comprehend for all teams. Let’s restate the same in terms that both teams understand and care about - “We generate data at the lab. Output is in FASTA format up to 100GB per experiment. Data are processed with a community pipeline from nf-core. We manually inspect each step on our laptops. The pipeline must complete in < 12 hrs. We will submit each file to FancyTool using Jupyter Notebooks. We use StructureViewer to examine the output on our laptops. FancyTool must be always available and we want to get the fastest possible turnaround. Cost is not an issue“. Now that is a great starting point! #cloud #research #computationalbiology #IT #collaboration #science

When we founded Thoropass (then Laika), we memorialized a "first cut" at company values. Since then, we've iterated a ton. But this slide remains one of my favorites This "communication manifesto" is meant to be simple conversational rails to help balance trade-offs, evaluate options, use shared vocab, stay on point, mutually understand inputs, outputs, reporting methodologies, etc. When teams can't agree, when there are different interpretations of a result (e.g. some view a result/outcome as success while others don't), when priorities or feasibility or resource needs aren't mutually shared across a team or teams, etc., figuring out the cause of the impasse is key And, in my overwhelming experience, it's often that these common impasses are rooted in communication and can be resolved fairly easily with clearer comms where this mini guide can be super useful ** COMMUNICATION MANIFESTO ** 1️⃣ We restate our teammates’ points to confirm we understand each other 2️⃣ In debate, we explicitly specify what’s in/out of scope 3️⃣ When making decisions, we (a) establish what the desired outcome is and (b) establish the currency or measure(s) that we will use to compare alternatives 4️⃣ We stay on-point. We don’t switch topics. And we don’t confuse or merge two separate topics into one. 5️⃣ We assume that our teammates’ ideas are informed by valuable knowledge, experience, or data we may not have or know about 6️⃣ We default to the most charitable interpretation of our teammates perspectives in any conversation 7️⃣ We faithfully represent each other’s points-of-view in a way that they would recognize as their own even when they are not in the room #values #communication #teams #startups #founders

When onboarding a new team member, a recent experience with asynchronous collaboration brought a humbling revelation. As I was onboarding her to our tech stack, I uncovered a blind spot in communications within our project management software, Asana. 📝 In the meticulous notes I left for myself a while ago in one of the Asana projects, I had cut and pasted some language from an email to a client that included the word "YOU". 🤔 I failed to consider the potential confusion for my new team member. It hadn't occurred to me that she would interpret that "YOU" to be referencing her. ⚠️ What I had put in Asana as notes became unintended directives for the new Virtual Work Insider team member! The result? 📉 A cascade of actions on her end, each based on a misinterpretation of my notes. ⏳ This was an inefficient use of her time and effort that were invested in tasks that weren't needed or intended. The fix? 🔄 Once I realized what had happened we had a great discussion about how I would change my note-taking behavior in shared Asana projects to make the async communication clearer and we refined on our norms for how new requests would come through to her. My aha moment made we want to share some actionable insights for seamless onboarding in asynchronous settings. ✅ Precision in Messaging: Avoid vague language and ensure that your notes are explicitly for personal use and directives to others are clearly marked as tasks. ✅ Establish Communication Norms: Kickstart the collaboration by setting expectations on how tools like Asana are used. Establish a shared understanding of communication conventions to avoid misinterpretations. ✅ Feedback Loop: Create an open channel for feedback. Encourage your team to seek clarification if something seems ambiguous. This proactive approach can avoid potential misunderstandings. What would you add to this list? 👇 #virtualleadership #hybridleadership #hybridwork #async

Embracing Diversity in Work Styles: A Key to Better Team Communication 🌟 Ever wondered why your team’s communication sometimes feels off? 🤔 It all starts with something simple, but often overlooked. Understanding each other’s work styles. Let’s dive into this essential aspect of team dynamics. -> Respect is the Foundation As human-to-human leaders, the first step is respect. This means having open conversations with your team. About their preferred communication styles, decision-making processes, and ways of taking action. It’s about creating a dialogue where everyone’s preferences are heard and valued. 🗣️ -> The Power of Conversation Have you ever asked your team members how they prefer to be communicated with? Whether they like emails with bullet points, prefer phone calls, or need detailed attachments? Most teams haven’t. But this simple step can make a huge difference. 📧📞 -> Managing Up, Down, and Across Effective communication isn’t just top-down. It’s about managing in all directions. Up, down, and across. When everyone in your circle of influence knows what to expect, it’s easier to work together smoothly. This approach can clarify expectations and streamline interactions. 🔄 -> Training for Success In my training sessions with teams of all sizes, I emphasize the importance of these conversations. It’s always fascinating to see the “aha” moments when team members realize they’ve never explicitly discussed their communication preferences. This dialogue not only improves daily operations, but also builds a stronger, more inclusive team culture.💡 -> Forward Feedback The conversation doesn’t end once preferences are shared. It’s crucial to give forward feedback to continuously improve and adapt. If there’s a rub or conflict, addressing it promptly ensures everyone feels seen, valued, and heard. This practice brings diversity into the mix... Fostering inclusion and welcoming different work styles. -> So, how do you start? Schedule a team meeting today to discuss communication preferences. Encourage openness and respect each person’s unique style. By doing so, you’ll pave the way for a more cohesive and effective team. Try it out for yourself, you might be surprised by the impact! #TeamCommunication #WorkplaceCulture #LeadershipTips #EmployeeEngagement #Teamwork #EffectiveLeadership #ManagementSkills #WorkplaceProductivity #LeadershipDevelopment

START WITH THE END IN MIND Everyone’s schedules have changed, and they have new norms in their professional and personal lives. Understand what those norms are and plan your team’s work around these commitments for both in-person and virtual work. In our hybrid workplace, reading carefully is the new listening and writing and speaking clearly is the new empathy. Further, thriving at work will be much easier if you communicate your expectations and needs with your team and leaders. Create communication norms around collaboration. Here are some examples: -For smaller meetings, leaders should review the employees’ availability on their calendar before scheduling a call as a sign of respect. -If someone can’t do a call on Friday afternoons, make sure that is noted in yours or the team’s calendar and respected. -If you need the daily 15 min touchpoint at 10am ET instead of 4pm ET because you are picking your kids up from school, make that known! -If you want a response to an urgent message after hours, agree on using a phone call or labeling an email with URGENT to align. But if it’s really urgent, then text and let them know who you are (texts don’t have caller ID) instead of leaving a voicemail. -If you have 3 reply all emails and haven’t resolved an issue, switch to a phone call.

Every founder wants team communication to feel effortless. (3 easy steps to achieve that) When your team is spread across time zones and cultures, smooth communication has to be designed. Because: Timezone gaps = disturbing personal time. People can’t just “pop by” for clarification. Small questions become blockers. The good news? It is doable —it just takes focus and the right approach. 3 things to set up: Set core working hours ↳ Create a 2–4 hour window of overlap daily. ↳ This keeps collaboration easy without forcing availability. Ensure transparency ↳ Use tools like Slack, Notion, or ClickUp. ↳ Everyone should know:  ‣ What’s been done.  ‣ What’s in motion.  ‣ What’s blocked. Check in on more than just work ↳ Weekly pulse checks go a long way. ↳ Ask how they’re doing, not just what they’re doing. Use complete messages ↳ Predict questions before they’re asked. ↳ Add all info—context, links, files—in one thread. Default to async first ↳ Use Loom or Slack voice notes for updates. ↳ Save live calls for decisions, not discussions. When communication works, projects move faster. Problems get solved earlier. And your team stays engaged, without burning out. What’s helped your remote team stay aligned?👇 Helpful?  ♻️Please share to help others. 🔎Follow Michael Shen for more.

Communicating your thoughts to others clearly is critical. While communicating (speaking or typing) I always think about the main item I am trying to get across and then cut everything else out that is unimportant to that item. I want to use as few words as possible to get my point across so it does not get lost or misinterpreted. For example, if I were trying to explain why a mixed model repeated measure (MMRM) was chosen as the analysis technique for a primary endpoint to a sponsor I would only communicate the following: 1. The objective and endpoint for this study are XYZ 2. The study collects data over several time periods and these are known as repeated measures. 3. Some of the data collected can be considered as a fixed effect (there are no random variations in the data collected) - treatment groups are a good example of this - either the subject received treatment or they received a placebo - nothing else. 4. Some of the data collected can be considered a random effect (there are random variations in the data collected) - subjects' baseline characteristics can be considered as random variables as they are different from subject to subject. 5. Because we have mixed measures (both fixed and random variables) that span over time (repeated measures) we should use the MMRM to evaluate the primary endpoint of this study. I would not mention how the analysis works technically, I would not talk about how long the analysis will take to run I would not talk about any other analyses that need to be done (you can talk about those later with the sponsor - the goal here is to focus on this analysis and get this decision approved) Communication is a critical part of any job - not just for the more technical aspects as presented above - but also for career growth. Ensure management is hearing and understanding your thoughts and ideas clearly. The best way to do this is to shorten your thoughts down to the most important items and cut everything else out. Take the time to slow down, think through your thoughts, and shorten them as much as possible to only convey those critical items. Happy Sunday

Imagine the energy and commitment you pour into your work, akin to rowing with all your might. Now picture this effort being diluted because the team's oars aren't hitting the water in harmony. The result? Despite the exertion, progress remains agonizingly out of reach. This misalignment isn't just frustrating; it's a significant bottleneck to innovation and efficiency. This scenario is avoidable! Effective internal communications serve as the glue that binds individual efforts into a cohesive force, ensuring that every stroke propels the entire team forward. Without this alignment, you might as well be rowing against the current. Performing a communication audit is the first step in uncovering how you can improve. This exercise is not just about pinpointing flaws; it's an opportunity to reaffirm what works well and to fortify the bridges of dialogue within your tech team. Set Clear Objectives Begin with a clear vision of what you aim to achieve through this audit. Is it to improve project turnaround times, enhance team cohesion, or maybe streamline decision-making processes? Setting clear objectives will not only provide direction but also help in measuring the audit's success. Conduct Surveys and Interviews Reach out to your team members through surveys or one-on-one interviews to gather firsthand insights into the communication dynamics. Ask about the clarity of roles and objectives, the effectiveness of current tools, and any barriers they face in communicating effectively. Remember, the goal is to listen and understand, not to judge or critique. Analyze the Data With your collected data in hand, start identifying patterns and anomalies. Are there recurring themes of confusion around certain types of communication? Do certain tools facilitate better clarity than others? This analysis will highlight both the strengths to build upon and the gaps needing attention. Compile Recommendations and Action Plan Based on your findings, draft a set of actionable recommendations aimed at enhancing communication. This might involve adopting new tools, revising communication protocols, or initiating training sessions. The key is to prioritize actions that align with your initial objectives and to propose solutions that resonate with your team’s culture and needs. If you could only choose 1 are to audit for your team, which would you pick and why? #techleadership #teamcommunication #topvocies

Silence is power. The new commandment for tech leadership: Enhancing Collaboration Valuing Perspectives Cultivating Trust 5 ways active listening can drive success within tech teams: 1. 𝐔𝐧𝐝𝐞𝐫𝐬𝐭𝐚𝐧𝐝𝐢𝐧𝐠 𝐁𝐞𝐟𝐨𝐫𝐞 𝐑𝐞𝐚𝐜𝐭𝐢𝐧𝐠: Active listening empowers tech leaders to truly understand the perspectives, concerns, and ideas of their team members before reacting. By pausing to listen attentively, leaders demonstrate respect and foster a culture of open communication. 2. 𝐅𝐨𝐬𝐭𝐞𝐫𝐢𝐧𝐠 𝐂𝐨𝐥𝐥𝐚𝐛𝐨𝐫𝐚𝐭𝐢𝐨𝐧 𝐚𝐧𝐝 𝐈𝐧𝐧𝐨𝐯𝐚𝐭𝐢𝐨𝐧: Tech teams thrive on collaboration and innovation, both of which are fueled by active listening. Leaders who listen actively create environments where diverse ideas are heard, valued, and built upon, driving creativity and problem-solving. 3. 𝐁𝐮𝐢𝐥𝐝𝐢𝐧𝐠 𝐓𝐫𝐮𝐬𝐭 𝐚𝐧𝐝 𝐄𝐦𝐩𝐚𝐭𝐡𝐲: Active listening builds trust and empathy within tech teams. When leaders take the time to listen with empathy, they show that they value their team members' contributions and are invested in their well-being, fostering a sense of belonging and loyalty. 4. 𝐈𝐦𝐩𝐫𝐨𝐯𝐢𝐧𝐠 𝐃𝐞𝐜𝐢𝐬𝐢𝐨𝐧-𝐌𝐚𝐤𝐢𝐧𝐠: In tech leadership, decisions often have far-reaching implications. Active listening ensures that leaders have all the necessary information and perspectives before making critical decisions, leading to more informed and effective outcomes. 5. 𝐑𝐞𝐬𝐨𝐥𝐯𝐢𝐧𝐠 𝐂𝐨𝐧𝐟𝐥𝐢𝐜𝐭𝐬 𝐚𝐧𝐝 𝐂𝐡𝐚𝐥𝐥𝐞𝐧𝐠𝐞𝐬: Conflicts and challenges are inevitable in any tech environment. Active listening allows leaders to navigate these situations with grace and empathy, facilitating constructive dialogue and finding mutually beneficial solutions. Active listening is not just a skill—it's a cornerstone of effective tech leadership. By listening attentively, empathetically, and without judgment, tech leaders can unlock the full potential of their teams and create cultures of trust and collaboration. #TechLeadership #ActiveListening #LeadershipDevelopment 📢 If you found this valuable, share it with your network. Let’s create a ripple effect of growth and learning. 🤝 Follow for daily leadership tips, powered by real world experience.