Category: Video Conferencing

There’s no denying the challenges that come with rolling out new technology in a multi-generational workplace.  With most organizations consisting of four generations – Veterans (born before 1946), Baby Boomers (born 1946-1964), Generation X (born 1965-1980), and Millennials (born after 1981) – management must consider both the technology needs of their business as well as their users’ generational differences.  Each generation brings its own unique approach to technology and communication as well as training preferences and learning styles.

To ensure a high adoption rate, consider the following before rolling out new communications technology.

Offer a Variety of Learning Methods

There are distinct differences in training preferences between generations.  Millennials, who grew up using the Internet, tend to gravitate toward tech-based education and also thrive in team environments.  That makes them the perfect candidates for online learning in team-based environments.  Generation X shares many of these preferences, but prefers working independently than in teams.

On the other hand, Baby Boomers and Veterans grew up in the traditional classroom, so scheduled group hands-on workshops are best.

Embrace Reverse Mentoring

In most cases, more experienced employees have mentored newcomers, sharing their knowledge and expertise on everything from organizational processes to leadership skills.  However, younger generations now have the knowledge and expertise related to technical skills that their more senior colleagues need.

With a better understanding of the nuances of the digital era, Millennials can be tapped to help Generation Xers and Baby Boomers integrate new forms of communications, including web chat, social media, and web conferencing into their workday.

Establish a Blended Communications Program

With multiple generations in the workforce, you can’t assume everyone will embrace new communication tools immediately.  Instead, plan to deliver news, updates and training programs using a variety of channels.  For example, short updates via web chat will catch the attention of your Millennials, while instructions via email are usually preferred by Baby Boomers.

So, when introducing new technology to the workplace, be sure to consider the generational differences within your organization and adapt your rollout, communication, and training programs to accommodate the needs of each generation.  Still, it’s important to remember that the purpose is to increase adoption across the entire enterprise.  The end goal of the steps above is to help all generations embrace and use the same communications tools.

According to the 2015 ECP Compensation Study, office managers who are responsible for multiple-location practices are earning, on average, 31.5% more than those managing single offices. The reason for this is likely due to the fact that multiple locations come with a great deal of work and responsibilities. Different time zones, environments, and personalities can create unique challenges for each business location. Managers need to find ways to encourage cohesiveness so everyone feels a part of the team no matter what location they work in.

So how can you more effectively manage multiple locations? Consider these tips:

Tip #1: Embrace New Technology

The reason people are able to work so effectively from virtually anywhere today is due to solid internet connections and helpful applications that ensure we are still able to communicate effectively despite distance limitations. If you aren’t able to embrace technology and how it can help your business, you are creating more work for yourself as a manager, and that list of office manager duties will only get longer and harder to navigate. Although custom-built software and VPN systems have served as helpful tools before, there are many viable options available that are robust and require far less IT and financial commitment.

Here are a few more commonly used applications that help multiple locations communicate more effectively:

• Salesforce.com: Collaborate about your sales and opportunities in real-time with this popular CRM tool.
• Basecamp: This project management tool gives you the ability to manage a variety of projects with a simplistic and easy-to-use web platform.
• Google Gmail/Documents/Calendar: Give your employees access to their work documents from anywhere using Google. Having instant access to appointment information, email, and important business-related documents will enable your employees to easily get what they need right when they need it.

Tip #2 Make Communication King

Tools can help, but real communication tops them all. Every office should feel equally involved in how the business functions, and the only way to do that is through effective communication. A robust phone system like ShoreTel Connect or Avaya IP Office should be accessible for every employee so they can connect quickly and easily. The CEO or owner of the business should make regular trips to each location to connect and hear employee concerns. A weekly team meeting where everyone participates should be a priority. And lastly, plan to have the entire team together at least once a year to participate in brainstorm sessions and team building events.

Tip #3 Get Systems in Order

Systems provide the ability to duplicate offices and reduce the amount of supervision needed to get work done. Establishing roles, responsibilities, and authority helps prevent possible issues caused by confused employees. Ensure each employee knows what the organizational structure of the business is, as well as what they are responsible for and measured upon. This encourages a clear sense of accountability no matter where someone is working.

Implementing the proper systems and new technologies partnered with effective communication can help you navigate the growing list of office manager duties.