Effective communication is the process of grabbing each member of your team by their hand and walking side by side with them to accomplish the mission of the organization, the purpose of the project, or the service of the business.
Consider the Following When Deciding if Your Communication Is Being Effective
Effective communication starts by spending quality time with your team. A leader must build a trusted relationship with others, taking time to know them, and allowing them to know the leader. It is in these moments when your team can truly understand your heart and capture your vision.Use critical thinking in your conversation as you are teaching your team. Challenge them to think and ask questions. This allows them to develop their own thoughts and help clarify any confusion that assumptions might produce. It also gives you the opportunity to more fully break down the instructions you are communicating.
Let Me Tell You a True Story
At the end of a busy day, a leader told his entire team that it was important to contact a customer the next morning for a specific reason.But, there was not a specific task assigned to one individual member of the team to call this customer. There was only a general direction, communicated to everyone, that someone needs to call the costumer tomorrow morning.
The next morning, the first team member that showed up, per the schedule, followed the leader’s direction—they contacted the costumer. Surprise! The customer explained that they already received a phone call with the same specific information. The team member then realized that the leader accomplished the task without informing his team. He had contacted the customer himself, but did not tell anyone.
It gets worse. A couple hours later, the customer was called again! Another member of the team who just showed up to their shift was now upset and embarrassed. They angrily expressed to their team members, “This costumer was called twice already, and no one told me.”
Once again—lack of communication produced frustration and disappointment. The team member that contacted the customer earlier that morning had done the exact same thing the leader of the team did. They did not communicate to others that the task was already complete.
Constant communication is effective communication.
It will help your team avoid the risk of surprises, miscommunication, or misunderstanding. Even when you think that you are annoying your team with your repeated communication, do not stop until you are confident that all parties involved know who does what, and by when.
Effective Communication Plays a Big Role in the Life of a Leader
Learn how to listen to better. Understand the needs and concerns of your team to communicate with them more effectively. Keep in mind that everything you do must point to the vision.Be consistent. You can not be up and down emotionally. Do your best to not cancel or change plans. Things do come up and adjustments might always be necessary, but constantly altering agreed-upon plans will make your team lose confidence in you, and your decision making.
Effective communication is a two-way street. Express any disappointment or correction in love, patience, and understanding. Your team needs to know that it is safe to come to you, especially when there is a mistake or an error on their part.
There Are Many Practical Tools of Communication to Use to Make the Work of the Process Easier and Effective
Tools like text messages, phone calls, emails, Zoom meetings, and even something so simple like a sticky note.Use visual forms of communication, like magnets, wall signs, pictures, and flyers to constantly communicate with your team.
Great leaders know the importance of reading and answering emails, calls, or text messages to ensure their team has received the information. This cannot be stressed enough! It is extremely important for you to respond back to emails and texts from your immediate team members to prevent misunderstanding, confusion, and chaos.
Example: A team member sent an email to his leader with event details, and requested the leader respond back with a confirmation that the information was received. The leader did not respond back, because he never read the email. On event day, the team member hoped the leader was prepared but instead he was extremely confused, did not know what to expect, or what to do. Chaos and confusion ensued.
Most importantly, effective communication is built in the culture of the organization.
It is a team effort of mutual trust and openness that is created by the love the leader has for their team. It is accomplished by making your team comfortable in asking questions and admitting mishaps or missed deadlines.
As the leader, it is your role to assign tasks, follow up to check on the progress, and respond back to the incoming questions in your inbox. Your team will appreciate you for it.
