How to Improve Team Communication

Solid communication is a backbone for building effectiveteams, yet many organizations pay scant attention to it. Research conducted by Fierce Conversations and Quantum Workplace in June 2016 found that miscommunicationand/or lack of communication in the workplace directly impacts morale andproductivity and contributes to employee disengagement. Given its importance, business leaders may want to take afresh look at how to improve team communication in their organizations.

Research highlights

After surveying 1,344 employees in different verticals, FierceConversations and Quantum Workplace researchers identified a variety ofcommunication problems plaguing organizations today. Consider some of theirfindings:

• Eighty-one percent of the respondents statedthat miscommunication at work happens “very frequently,” “frequently,” or “occasionally”;however, only half of the respondents accepted personal responsibility for the miscommunication.
• Nearly one in three respondents put the onus ofpoor communication on managers and supervisors, claiming they should takeresponsibility for reducing workplace miscommunication.
• Conversations are a critical component ofcommunication, yet only half of survey respondents rated their conversationswith work colleagues and managers as “excellent” or “great.”
• More than half of survey respondents reportedthat miscommunication is more likely to occur in group conversations such asmeetings, because individuals interpret messages differently.
• Although digital solutions can facilitatecommunication in what has become an increasingly global workforce, the studysingled out technology as part of the problem. Forty-six percent of therespondents noted that technology-assisted communication such as email,texting, or phone conversations were more susceptible to miscommunication becausethey don’t leverage facial expressions, gestures, and intonation.

Use the right communication channel

Team communication occurs over a variety of channels—fromface-to-face meetings to video conferencing and email. Each presents unique challenges.

• To improve communication at face-to-face meetings, clearly broadcast the purpose in advance soattendees can arrive prepared. Encourage participation by structuring meetingsmore like dialogs than presentations.
• Virtualmeetings are an effective way to bring employees in different regionstogether; however, some perceive them as broadcasts rather than interactions. Toprevent this problem when videoconferencing, encourage and welcome input from all.
• Because they lack detail, emails and texts areoften misinterpreted. Be specific when relying upon this method ofcommunication.

Tips to improve team communication

There is much L&D leaders can do to improve teamcommunication within their organizations. Here are some tips:

• Ask employees how they prefer to communicate.Some may like email because they like to archive correspondence in folders,while others may favor the immediacy of text messaging. Choose the method(s)that resonate with your team members.
• Workers won’t risk communicating honestly ifthey are worried that sharing their genuine feelings will have professional,financial, social, physical, or emotional repercussions. Build a foundation oftrust and create a safe haven so team members can speak freely. It may also beworthwhile to offer a platform for anonymous feedback.
• Require that all corporate communication be deliveredin a professional and respectful manner. Keep the tone constructive andpositive, with the goal of producing win-win outcomes.
• Be specific when dishing out compliments. As Julia Samoilenko writes, “If you tell an employee she did a great job, she may beleft thinking, ‘But what exactly did I do great? How can I replicate it again?’”Offer specific details such as, “You did a great job explaining how inboundmarketing is important for our promotion in that presentation. The visualsreally helped the audience understand the process.”
• Provide training so managers can respond tofeedback in a way that demonstrates openness and support.
• Misunderstandings routinely occur among thosewho speak the same language. The problem is even more pronounced when peoplehail from different cultural or linguistic backgrounds. Be aware of the impactof language and cultural diversity when working with global teams. Language barriers have been cited as a reason why 40 percent of global virtual teamsare not successful.
• Communication improves with practice. Adopt goodlistening skills and consciously work on giving team members undividedattention. Maintain eye contact when conversing, pausing periodically torestate key points and assure mutual understanding.
• Investigate online tools designed to facilitate project management. Cloud-based task management software can streamlinecommunication among team members by centralizing information, clearlydelineating tasks, and documenting work flows. Such systems also permitmanagers to quickly track the status of projects and monitor internalconversations.
• In a blog post, Mattias Le Cren notes how closed doors in a sharedworkplace create an atmosphere of secrecy that impedes communication. Developingan open floor plan removes physical and psychological barriers, buildstransparency, and encourages better collaboration and communication amongworkers.
• Casual water cooler conversation helps build workplacecamaraderie and improve communication. Foster informal interactions andencourage intermingling among departments by installing a large coffee stationin a central location, rather than several smaller ones spread throughout the workspace.
• Build team spirit outside the office by stagingopportunities for team members to create bonds with each other over lunches orsporting events. The unity will spill over into the office.

In conclusion