In my last Insight, I discussed four common barriers to successful team communication.
There are several steps a company can take to improve team communication:
1. Commit to Communication—This is the first and most important step a company can take. Committing to communication is necessary if team communication is ever going to be successful. This commitment to effective communication can even be emphasized through a mission statement or organizational goal.
2. Make a Plan—Effective communication is largely a mindset, so the best way to improve overall communication is to make a clear communication plan that outlines the company’s communication philosophy. The plan should also outline tips and methods for effectively communicating. It will also establish communication ground rules so team members are aware that the priority within the organization as a whole is creating better communication on all levels.
3. Use a Variety of Methods—E-mail tends to be one of the most popular communication tools, but there are also other electronic forms of communication, such as Twitter or Facebook. Keep in mind, however, that electronic communication tools may not be the most effective choice in all situations; there is not substitute for effective face-to-face communication.
Consider some of the following alternatives:
A Formal Face-to-Face Team Meeting—This is the premier method for effective communication within teams. A team meeting really has four purposes: to share information, to gather feedback from team members, to collaborate on decisions and to solve organizational problems. A team meeting can accomplish one or all four of these purposes at one time. This method also keeps a team from having to send multiple e-mails to get information across.
A Brief Stand-Up Meeting—If team members are comfortable doing this, having a stand-up meeting at the beginning of each work day is highly effective. This brief meeting is a great way to share information, exchange ideas, and compare priorities – it’s also a great way to keep team members connected on a daily basis.
There are no substitutes for face-to-face meetings, but sometimes meetings aren’t convenient or practical. The following methods may serve as a supplement to team meetings:
- Newsletter—done on a monthly or quarterly basis, a newsletter can keep team members updated on organizational issues, happenings with people on the team, and information about the external environment.
- An Internal Dashboard or Message Board—posted online or in a central location within your company’s office building, a message board/dashboard can help you maintain organizational data, as well as communicate with team members.
4. Communicate Between Teams—It’s very important for all the teams within an organization to communicate to each other. Hosting an annual event where the entire company comes together to discuss their roles and successes they’ve had that year is good for team-building. Also, having some kind of training during that time is a great way to give all team members hands-on experience working with the other groups within the company.
By incorporating the suggestions listed above, communications will be more effective because everyone will be speaking a common language. These methods will help foster better communication, court better ideas and ultimately connect people better.
For my final Insight of this series, I will give you “Shutock’s Top 10 Tips for Effective Communication.”
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