Image by Free-Photos from Pixabay
When team members feel well-informed about work-related events, the team is more likely to thrive in adversity. Keeping people informed sounds simple, right?
Unfortunately, it’s not as easy as it sounds to communicate the right amount of information to the right people at the right time.
I've conducted dozens of resilience training sessions for teams around the world, and most of them identify communication as their most significant problem area.
Given the complexity of how people communicate, how do you encourage sufficient information sharing without overwhelming team members? Here are a few tips:
Reduce Email
While email can be a useful communication tool, it is often overused. Many of us use email instead of picking up the phone or walking down the hall because it is quick and easy. However, when we do that, we lose context and nuances and may say something we wouldn't express in person. That's why it's best to avoid fighting or negotiating by email. Use email to memorialize conversations, provide clear taskings, and for simple communications. Speak in person for more complex discussions.
Encourage Questions
Questions spark dialogue, which is a much more productive form of communication than only reporting what you know or did. Senior leaders often speak much more than they should because they have the most power in the room. Instead, they should be asking questions, soliciting input, and seeking out other's thoughts and ideas. I write the word "wait" in my notebook to remind myself to ask, "why am I talking?"
Promote Critical Thinking
The Foundation for Critical Thinking defines this as "self-guided, self-disciplined thinking which attempts to reason at the highest level of quality in a fair-minded way." Critical thinkers are open-minded, willing to hear alternative approaches, and challenge their assumptions. If you're senior, give staff permission to challenge your conclusions and decisions respectfully.
Solicit Differing Views
Before expressing your opinion, solicit input from your colleagues. Ask if anyone has an alternative view. Be open to hearing different ideas and suggestions. If you're the decision-maker, thank everyone for their input and explain why you chose one direction over the alternatives.
Share Information
Information is power, and many people are reluctant to share this power. There may be good reasons to limit information sharing, such as HR rules or political risk, but make not sharing the exception rather than the rule.
Run Good Meetings
While meetings are an essential forum for information sharing and dialogue, most people hate them because they aren't run well. Make sure your meetings are worthwhile by starting on time, keeping them short, having clear agenda items, and encouraging robust discussions. Check out this advice from Forbes on how to run successful meetings.
Avoid Communication Vacuums
In a crisis, most people are hungry for information. When we get a hint of bad news coming, many people try to gather as much information as possible to be prepared for the hit. If leadership doesn't quickly provide details, rumors start to spread, and gossip takes over. Leaders must fill this vacuum with something, even if it's to say, "I don't know, but I'll let you know when I hear something." Resist the temptation to wait until you have all of the facts before saying something. Instead, immediately share what you do know and promise regular updates.
What have you done to improve communication in your workplace?
___________________________
To learn more about how you and your team can thrive in adversity, visit my website, and follow me on LinkedIn, Facebook, and Twitter. And, check out my online Resilience Leadership course.