How do you currently communicate globally? Before our modern techniques (of using the web, mobile devices or videos, Skype, etc.,) for communicating, the time it took to converse or correspond internationally took quite a while and we weren’t even sure of how the recipient reacted to what was delivered. But now we can know immediately how a recipient feels. Using new technology and also being able to create a global team provides the solution.
In regards to translating documents globally, set up a dedicated global team instructed in the areas of:
- Cultural diversity – acquainted with cultural differences and being able to have the same frame of mind as the other culture.
- Training and writing globally –accustomed to implementing leaning sessions and clarifying word meanings globally.
- Managing in a global environment – familiarized with working with others globally; negotiating, planning, etc.
- Reporting globally– used to translating captured data and their meaning.
In regards to technical writing globally and information gathering, technical writers need to ensure effective communication between global teams to maximize productivity. They need to understand the culture; their language, ethics, principles of value, moral codes, etc. It is not easy living in one country and leaning about another, unless of course you move overseas. But if moving is not possible, how do we know that what we communicate is being accepted and understood?
- To meet and greet the individuals, we have conference calls, video chats, or Skype.
- To ensure we are on the same page, we send out documents and discuss them.
- To show the product or activity, we create prototypes or perform demonstrations of the product.
Note: refer back to a previous article on global technical writing for tips on writing and managing your documents:
http://managementhelp.org/blogs/communications/2012/04/30/a-global-technical-writer/
In addition to the above tips in the article, prior to and during meetings, be sure you note and ask:
- Who are the global contacts?
- How do we virtually connect with them?
- Is there a process in place for ensuring that all documentation standards are met?
- Where are all the terms defined so that we are all on the same page for terminology?
- How are files exchanged?
- How are updates made?
- Did the document capture and meet the objective of the organization?
- Was the correct knowledge transferred?
- Was the language used suitable, appropriate and understandable?
- Was the usage of the document easier than meeting face-to-face?
- Was the translation software able to phrase local terminology suitably?
The key to an effective global team is to also get everyone in sync. This is quite a challenge, but is doable by following all the tips noted. There are many more solutions, but he above were just a few.
Have you established a global team? What challenges have you faced in working in a global organization?
Gail Zack Anderson, President of Applause, Inc., has nearly 20 years experience in training and coaching. She
provides individual presentation coaching, and leads effective presentation workshops and effective trainer workshops.
Theresa Pojuner is a Documentation Specialist with over 20 years of writing experience and is skilled in many areas of documentation, for example, Style Guides, Training Manuals and Test Cases, wth a specialty n Technical Writing and Procedures.