Guidelines to ensure that remote collaborations are successful

Protocols in this context refers to a set of rules and guidelines that set a common ground for everyone to communicate and exchange information within a distributed team.

The main idea is to set a clear protocols 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belonging ### Sharing data, resources and documentation - Preferred platform for sharing research data (published and unpublished) - Decide on the most appropriate way to share: data, documents, analysis scripts.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 ### Risk management - Contingency Planning ### Checklist

Further reading

Definitions/glossary

Bibliography

• Deanna deBara, The ultimate guide to remote meetings in 2020, January 2, 2020