Improving Workplace Communication
No matter where in the world we are at, no matter who the client, we have seen one small problem destroy the largest projects…lack of employee communication. Often, Inevat is called in to provide consulting services to companies that are missing deadlines for one reason or another. Executives and employees alike all seem to have a finger to point at someone else. “The process is to complex” is a common complaint from employees, and “No one ever updates us on the progress” is our favorite executive complaint. The fact of the matter is both these symptoms stem from the same problem, poor communication.
The fact of the matter is if there is a communication break down, it will destroy most every project in your company. Employees need to have a safe and effective way to communicate with both each other and management. Often times this can be achieved with something as simple as daily status meetings. These meetings allow a standard time for immediate staff (smaller groups are better) to air non-personal and constructive criticism regarding current items on the docket. This meeting also serves as a constant ping to ensure everyone is on the same page and assistance can be acquired early if necessary.
Occasionally, meetings are just not the right option for communicating statuses and criticism. This can be due to the fact that employees work in different physical areas across multiple time zones or even be too overloaded to stop work for 10 minutes. In a situation like this, alternative modes of communication should be arranged. Email and Instant Messaging, while effective for quick and small issues, are often not the best solution. In our history we have found avenues such as email quite often become either to impersonal, or are simply lost in the clutter of everything going on during the day. In cases where employees cannot communicate directly, consider some of these other options: Phone conferences, Professional Project Management software (yes we prefer @task), or even custom developed intranet portals. These modes allow for dedicated communication free from distraction of non-related materials.
Another item to be aware of to assist in fostering communication in the workplace is safe communication. Safe communication requires a few ground rules. Safe communication should not contain any personal attacks. Items like “It would be easier to work with Dave if he showered occasionally,” may be valid, but are often better taken up directly between a supervisor and the employee with a sensitive tone. Second, safe communication should be constructive. If you do not like a process, consider bringing other solutions to the table. Third, emotions should be kept in check during communication. Try not to cry, yell, sigh, moan, or otherwise inflict your emotions on others. When emotion enters the conversation, many people find it hard to remain calm. Lastly, safe communication requires active listening. If you want your opinion to be respected, you need to respect others. Keep in mind, respecting others opinions does not mean you have to agree, it just means you have to listen. Thoughtfully contemplate others ideas without feeling the need to defend your own and you may find their ideas will improve the process.
The one main item that we have noticed in successful companies everywhere in the world is effective communication. Enabling communication makes for more effective project, better processes, and happier people. If those benefits aren’t enough, remember this; a happy workplace means a more productive workplace, a more productive workplace means a more valuable company.
