“Communication – the human connection – is the key to personal and career success.”
Paul J. Meyer
As much as one dreams about actualizing an ideal work setting, all the employees come up with many unique ideas, giving constructive feedback and feeling appreciated. Many highly successful organizations implement this reality today, not just as an idea.
For instance, we can take the example of Google which is a recognized technology company all over the world. Psychological safety, which is a part of good communication, was identified as the most critical factor by the study, Google’s Project Aristotle. The study observed that organizations where team members could communicate freely without fear of punitive action performed better than those that did not encourage open communication systems. This discovery shows how crucial communication is in organizations and how it alters the performance of the various groups in an organization.
Good communication is important in developing cohesion, and creativity in groups and effectively handling issues. In the process, it also brings people in line with the company principles and objectives hence resulting in harmonization of the company employees. On the other hand, poor communication leads to issues such as misunderstanding, low morale, and low productivity. As reported by the Project Management Institute, the key reason for the failure of projects is a lack of communication skills.
In this blog, we will explore ten ways in which clear communication can be nurtured to ensure that every team member is on the same page and the team can deliver outstanding results.
In this blog, we will explore 10 best practices to maintain good communication in teams, ensuring that your team can work harmoniously towards common goals and achieve remarkable success.
How the Communication Dynamics Have Changed Recently?
Valuing and incorporating team members’ voices into the project enhances their satisfaction and engagement. Such an atmosphere can help decrease the turnover rates and foster a dedicated and effective team. Proper communication is also advantageous in handling disputes in the workplace in a timely and capable manner. When team members freely share their ideas and opinions with others, they become inclined to present something new and progressive to help the team move forward.
One study, published in The Harvard Business Review last month, found that “the time spent by managers and employees in collaborative activities has ballooned by 50% or more” over the last two decades and that, at many companies, more than three-quarters of an employee’s day is spent communicating with colleagues. This statistic highlights the growing importance of communication in the workplace and its integral role in daily operations.
The rise of remote and hybrid work models, accelerated by the COVID-19 pandemic, has transformed how teams communicate. With team members often dispersed across different locations and time zones, reliance on digital communication tools has surged.
The proliferation of communication technologies, such as Slack, Microsoft Teams, and Zoom, has changed the way teams interact. These tools offer real-time messaging, video conferencing, and collaborative document editing, making it easier for teams to stay connected.
Communication Barriers in Teams
Despite the importance of effective communication, various barriers can hinder the free flow of information and understanding within teams. According to SHRM, “A survey of 400 companies with 100,000 employees each cited an average loss per company of $62.4 million/year because of inadequate communication to and between employees.”
Recognizing and addressing these barriers is crucial to maintaining good communication. Here are some common communication barriers:
- Physical Barriers- Physical separation, especially in remote and hybrid work setups, can lead to miscommunications and delays. Open-plan offices can be noisy and distracting, while closed offices can limit face-to-face interactions.
- Technological Barriers- While tools like email, Slack, and video conferencing are essential, over-reliance on them can lead to misinterpretations and a lack of personal touch. Poor internet connections, software glitches, and other technical problems can disrupt communication.
- Language and Cultural Barriers- Teams composed of members from different linguistic backgrounds may face challenges in understanding and being understood. Variations in cultural norms and communication styles can lead to misunderstandings and misinterpretations.
- Perceptual Barriers- Preconceived notions about other team members can color how messages are sent and received. People might interpret the same message differently based on their backgrounds, experiences, and perspectives.
- Emotional Barriers- High levels of stress and anxiety can impair an individual’s ability to communicate effectively. When there is a lack of trust among team members, people may withhold information or communicate less openly.
- Organizational Barriers- Rigid organizational hierarchies can inhibit open communication, as employees might feel intimidated about speaking up. Excessive red tape and formalities can slow down communication and decision-making processes.
- Personal Barriers- People have different preferences for how they communicate, whether it’s through writing, speaking, or visual aids. Poor listening skills can lead to misunderstandings and miscommunication.
10 Best Practices for Maintaining Good Communication in Teams.
Establish Clear Communication Channels
Teams build the foundation of communication on the primary communication framework, also known as the communication structure. For more official correspondence and documented messages, it is best to use email while there are platforms like Slack for brief, informal messages. Teams hold face-to-face sessions when they need to have elaborate discussions; however, virtual meetings are also important. For example, Slack saves users from using email by 32% and eliminates 23% of the meetings. Groups utilize several instruments in the appropriate facilities to minimize misunderstandings and ensure the accurate sharing of critical data.
Foster an Open Communication Culture
Building the right culture that supports the provision of feedback is extremely pertinent. Employees should express themselves and their views in the group and report any problems they experience without facing punishment. Google’s Project Aristotle discovered that the level of psychological safety determines the effectiveness of the team. Because the authority gives equal opportunities to employees to express or contribute their views the teams can get better solutions to problems.
Regular Check-Ins and Meetings
One’s consistency when checking with the team and having team meetings is crucial for solving problems. Weekly team meetings can resolve this situation by enhancing communication and coordination among team members, while individual meetings focus on personal issues and professional growth. In research conducted by Atlassian, employees attend 62 meetings per month on average. It keeps all members of the team in touch with each other and develops the feeling of the team’s unity.
Use Collaborative Tools
Incorporation of collaborative tools which include Trello, Asana, and Microsoft Teams improves communication and management. These tools track tasks, share feedback and general information, and manage projects through computer-based systems. For instance, utilizing Trello results in a 40% increase in the achievement of set goals and targets among the firms. They can help manage announcements and make sure that no one is left in the dark regarding tasks and their due dates.
Set Clear Goals and Expectations
Setting clear goals and expectations is crucial for preventing misunderstandings and ensuring everyone knows their roles. When roles and responsibilities are well-defined, teams work more effectively towards their objectives. A study by Gallup found that employees who know what is expected of them are 27% more likely to perform better at work. Clear goals provide direction and accountability, reducing confusion and enhancing productivity.
Active Listening
Another element that is very important in business communications is the notion of listening actively. We use some of the gestures such as eye contact, head bobbing, etc to ensure that we have understood the speaker and that we respect the speaker. The research shows that active listening increases relationship satisfaction and decreases the level of conflicts between the involved subjects.
Provide Constructive Feedback
There is always room for improvement and constructive criticism is a component of everyone’s development. Giving details inclines a member of the team to understand what to do and what not to do. Gallup research notes that employees who receive regular feedback are 3.6 times more likely to be engaged in their work. Constructive feedback is very healthy for any team as it encourages the team to constantly strive towards excellence.
Encourage Social Interaction
Promoting social relations through fun activities such as sports and other get-togethers augments the cohesiveness of the teams. Employees who take time to socialize apart from working experience improved relations and high morale when working in a given team. Team lunches, virtual happy hours, or some fun team-building exercises can help increase trust and strengthen the team dynamics on the whole.
Manage Conflict Effectively
Conflict management in project environments is equally important to ensure the team is healthy and always producing their best. Resolution of conflicts that arise in organizations can lead to a conclusion that prevents it from escalating further. The Thomas-Kilmann Conflict Mode Instrument not only indicates that peoples’ conflict styles can be useful in settling differences amicably but also that the styles are definitive.
Continuous Improvement
Encouraging continuous learning and development helps teams stay updated with the latest communication practices. Regular reviews and feedback sessions can identify areas for improvement and implement new strategies. A commitment to continuous improvement ensures that communication practices evolve with the team’s needs, fostering long-term success.
Lead Your Team Towards a More Connected and Efficient Future.
With the use of the mentioned best practices consisting of effective communication, organizational culture, daily check-ins, use of communication tools, team goals, and expectations, listening, constructive criticism, social interaction, conflict solution, and continuous improvement, your team may improve teamwork and increase efficiency to achieve astounding results.
It is high time to adopt them to change the working status of the team’s communication. Promote these strategies among your co-workers realizing how those will benefit your organization’s performance and employees’ motivation. Communication is not an action that may be accomplished once yet a process that goes on continually.
