STRUCTURE

Oct

2023

Supercharge Your Team’s Performance: Create a Communication Structure that Works

Effective communication is the key to success in the fast-paced world of leading. Without it, misunderstandings, conflicts, and missed opportunities can abound. As the team leader, establishing a well-structured communication system will reduce these problems. In this blog, I will share ideas for creating a robust communication structure to transform your team into a harmonious powerhouse. Let’s get started!

Define Clear Objectives and Expectations

To foster effective communication, begin by setting clear objectives and expectations. Transparency and clarity provide a roadmap for your team. Clearly define the purpose, goals, and performance indicators of every project. When everyone involved understands their roles and responsibilities, there is no room for ambiguity.

Encourage Open Dialogue and Active Listening

Strong communication is a two-way street. Develop an environment that encourages open dialogue and freedom to express concerns. This allows for diverse perspectives and promotes innovative solutions. Remember, active listening is crucial. This skill helps team members understand each other’s viewpoints and strengthens collaborations.

Establish Formal Communication Channels

Formal communication channels ensure messages are handled effectively and avoid getting lost. Regularly scheduled team meetings, newsletters, and status reports are excellent avenues for sharing information with your team. Utilize video conferences, email, project management tools, and internal social media platforms to keep the lines of communication open.

Implement an Efficient Feedback System

Feedback is the fuel that drives improvement. Establish an efficient feedback system where team members regularly provide input, suggestions, and constructive criticism. Make it a two-way process by offering feedback to your team as well. Constructive feedback fosters growth, motivates individuals, and enhances overall performance.

Leverage Technology

In today’s digital age, technology plays a crucial role in communication. Invest in communication tools and platforms to streamline interactions within your organization. Project management software, instant messaging apps, and video conferencing tools make remote work and collaboration more efficient. Embrace technology enhancements to bolster your communication structure.

Promote Cross-Departmental Collaboration

Collaboration across departments leads to enhanced communication and efficiency. Encourage your team members to share knowledge beyond their areas of expertise. Cross-departmental projects and teams broaden perspectives, improve problem-solving, and foster a cohesive work environment.

Train Employees on Effective Communication Techniques

Effective communication should be a skillset honed by all team members. Conduct regular training sessions on active listening, conflict resolution, and empathy. Equipping employees with strong communication skills creates a workforce that thrives on clear and impactful interactions.

Monitor and Refine Your Communication Structure

Creating a communication structure is an ongoing process. Monitor its effectiveness regularly by seeking feedback from your team and analyzing metrics such as response times and clarity of information. Be open to making adjustments and improvements based on feedback. Remember, communication is dynamic, so your structure should be too.

By creating a well-structured communication system within your organization, you’re setting yourself up for success. Clear objectives, open dialogue, and efficient feedback mechanisms foster a harmonious work environment where everyone can thrive. Embrace technology and encourage cross-departmental collaboration to leverage the power of diverse perspectives.

Need help with understanding the communication styles of your team members? Go here to invest in a Maxwell DISC Personality Indicator, and contact me if you want to dive deep into your results. Develop that effective structure for communication in your organization and lead well!

Sources:

– Harvard Business Review: “The Art of Giving and Receiving Feedback”

Nov

2017

Motivating Others

I have spent many years coaching individuals and teams in athletics. (Different than executive coaching or business coaching) At one point during my time I had the opportunity to visit with the strength and conditioning coaches of the NFL Indianapolis Colts. Their job is to get these athletes to do the hardest and often least fun part of their workday. . . build and/or improve their strength, speed, and overall conditioning so they can continue to perform at peak levels.

When I was talking to them I asked them what they did to motivate the athletes. Their responded with a statement they use: “pay now and play later or play now and pay later.” These are adults they work with and they assumed their work ethic was pretty much developed therefore they left the decision up to them. The coaches provided the structure and all they needed, but ultimately the choice was up to the individual. It may help that in an elite sport culture there is always some new, young, better conditioned talent coming in to challenge their spot, but that is not the point.

These coaches were implementing one of the three principles author Daniel Pink describes in his book Drive: The Surprising Truth About What Motivates Us. Pink found that one of three keys to motivation is autonomy. Autonomy is simply independence or freedom to do something in a manner that seems appropriate to the individual.

Notice, these coaches did not simply open the doors and say the athletes could do whatever they wanted. They provided a structure and also provided a choice. Do it, or don’t, but there will be consequences for the choice: positive or negative.

What does this tell us about leading at work or at home?

Provide a structure – people need boundaries and some form of guidance, but they do not need to be micromanaged. If a child or adult needs micromanaging then they need to be challenged to take risks and know they are allowed to fail . . . and learn. As the leader we must be there to help them learn. We put the fence up in the playground and they can play wherever within that boundary.
Give them freedom – for a child, freedom to choose between two options. For example, clean up your room or don’t, that is your choice but there will be consequences. For the adult at work, assuming you have provided clear expectations and a clear purpose let them create the plan and as the leader check in to see what resources they need or if they need help processing.

There are more principles that can be drawn, but these two come to the front for me. When you look at your leadership at work or as a parent what do you need to improve on? Are you like me and you tend to over-control (aka micromanage) or do you not give clear enough structure and/or expectations? Do the people you lead have enough freedom to use their gifts, talents, and strengths or are you stifling them? Pause, reflect and take the next step to grow as a motivational leader.