Communication is key. We’ve all heard that adage. But what does this mean when it comes to organizational success?
To make the phrase a little less catchy, we could instead say this with our business needs in mind: Clear, open, and honest communication is crucial to balanced team dynamics and delivering results. To do this, we need to play an active role in developing effective channels for team discussion and put in place strategies to overcome any communication barriers.
Laying the foundations for open communication
Open communication helps us all progress and get results, and leads to a better working environment. It doesn’t happen by itself, however. We need to actively work with our team and communication efforts to lay the foundations on which we can build an environment of open communication.
Here are a few ways we can do that:
Establish trust among team members
Trust is the cornerstone of effective communication. If team members don’t feel like they can trust others within their team, then they won’t allow themselves to communicate authentically and effectively for fear of judgment or misunderstanding. When trust has been established - through bonding activities, good leadership, and time spent working together - team members will be honest in their interactions. Leaders can encourage this behavior by communicating openly with their teams and keeping them up-to-date on decision-making processes and conversations that affect them.
Set clear communication protocols
There are lots of channels available to us these days - email, Slack, video calls, face-to-face meetings, team gatherings, and one-to-ones. Depending on the nature of the team and communication, some of these methods of communication are more effective than others. All team members should understand which channel to turn to for the message they need to convey, which means the team leadership should establish clear protocols around how and when individuals should share what information. Meetings are most useful for cross-department knowledge sharing which can get lost over email, and important discussions are best left off chat channels like Slack.
Encourage active listening
45% of communication time is spent listening. 96% of us think we’re good listeners, but studies show that people only retain about half of what they’ve heard because they haven’t acquired the skill of actively listening. Active listening means that we focus our attention on what the other person is saying and tune out any thoughts about what we’re going to say in reply, any distracting thoughts about lunch or the time, or what a good listener we are. We can practice and encourage active listening by asking open-ended questions that demonstrate we’ve taken in what the other person has said, maintaining eye contact and responding non-verbally, and ignoring our phone, laptop, and other distractions. In this environment, team members feel heard and valued, and we all learn better from each other.
Strategies for enhancing team communication
With the foundations laid for effective team communication, we’re ready to implement some strategies that will enhance our team and communication further.
We can start by leveraging the right tools and platforms. Many of us work remotely these days, with around 28.2% of US employees working in a hybrid arrangement, so understanding digital communications channels is vital. Use them well and communication will be seamless, regardless of physical location. Chat channels are great for shooting off quick, unimportant questions to the group, and video calls can bring all of the right people together to discuss progress and results. We should have all of these channels set up and accessible for all team members.
Regular check-ins can be hugely beneficial, especially when they are kept short and structured. A daily stand-up with team members gives everyone the chance to update on their progress, share any problems they need help with, and keep everyone engaged with the team’s goals. Leaders can set these meeting slots up and take the reins, but the team should all be encouraged to partake. These meetings also present an opportunity to celebrate any wins that have been made, keeping the team motivated. Individual check-ins can be used by management at an agreed regularity so team members have dedicated time to discuss their progress and development.
Team leaders should also advocate for a culture of accountability and positive feedback where constructive criticism is welcomed. Team members should be encouraged to share their insights and suggestions openly, regardless of job title or pay grade, as a diverse opinion set is a key ingredient for success. Leaving things unsaid can create a hostile working culture where communication further breaks down, so everyone needs to communicate.
Overcoming communication barriers in teams
Common communication barriers include cultural differences, personal biases, and technological challenges. Many of these can be overcome through education, awareness, and good leadership: struggling individuals can be taught how to use digital channels, diversity workshops can make employees aware of cultural differences, and leaders can admit to personal biases that they’ve worked on. It’s all fixable.
There are also tools like Thomas Connect that provide team members with insight into the communication preferences of their team members, helping to knock down barriers to communication within a team. With an improved understanding of themselves and their fellow team members, individuals can communicate more effectively.
Enhancing team communication with Thomas
There are many different communication styles. With Thomas' psychometric assessments, managers and team members can better understand both their own and their colleagues’ communication styles. We may think we know our communication preferences, but this insight gives us all the real answers, allowing for more effective interactions.
Need some extra help in putting the learnings from the assessments into practice? Thomas also provides tailored workshops, scientifically designed to enhance communication and collaboration within teams - just take a look at our platform.
Sustaining effective communication for long-term success
Good communication is critical to success. We can all work on our core communication skills - trust, clear protocols, and active listening - to become more effective communicators. This should be an ongoing effort, with our team adapting to changes and challenges along the way.
You can support these efforts by exploring Thomas' assessments and training options. Start working with us today and take a proactive approach to improving your team dynamics and productivity through improved communication.
