Communication is a vital skill for any team, but especially for cross-generational ones. Different generations may have different preferences, expectations, and norms when it comes to communicating. If you want to collaborate effectively, you need to adapt your communication style to suit your diverse team members. Here are some tips on how to do that.
The first step to adapt your communication style is to understand the generational differences that may affect how your team members communicate. Generally, there are four generations in the workforce today: Baby Boomers, Generation X, Millennials, and Generation Z. Each generation has its own values, experiences, and perspectives that shape their communication style. For example, Baby Boomers may prefer formal and hierarchical communication, while Millennials may favor informal and collaborative communication. Generation X may value direct and concise communication, while Generation Z may prefer visual and interactive communication. By learning about these differences, you can avoid misunderstandings and appreciate the diversity of your team.
Use the differences in communication style to your advantage. Including components that each generation identifies with may help you express a message as fully as possible.
I try to not put people in boxes such as "generation x-,y-,z", it can become an Achilles heel when you meet that one person (or many, depending on the environment) that doesn't fit the bill. A more efficient and inclusive approach is to ask the individual team members directly on their views, needs and goals. As a Team Leader, setting up IDPs (Individual Development Plans) gives crucial insights into the aforementioned and helps identify how best to approach, communicate and collaborate with each individual in the team irrespective of age classification or other inconclusive elements.
One thing I've found helpful is to adopt apps and tools that the older generation is familiar with. For example, despite belonging to a Microsoft Teams powered office and being advised to use Teams Chat, we have colleagues who remain more comfortable with the use of Whatsapp. In this matter, I find that rather than sticking to what is the norm, we need to offer grace and fill in the gaps. They may not necessarily be tech savvy and intuitive like us, but they have much wisdom that we can glean from. When we see beyond their tech abilities, we are better able to appreciate their contributions and their value as a co-worker!
For cross-generational teams, balance is key. Tailor your communication to be clear and concise, using varied mediums like emails, meetings, and instant messaging. Respect diverse preferences and adapt to different communication styles, whether it's digital-savvy or face-to-face, to ensure effective understanding and collaboration.
It is essential to work closely with each generation, learn about their values and how they prefer to receive communication and use the data collected to create a flexible communication strategy that incorporates feedback from every generation. This will create a more collaborative workplace, and communication will be received positively across the organization.
The second step to adapt your communication style is to choose the appropriate channel for your message. Different generations may have different preferences and comfort levels with various communication channels, such as email, phone, video, chat, or face-to-face. For example, Baby Boomers may prefer phone calls or face-to-face meetings, while Millennials and Generation Z may prefer email or chat. Generation X may be flexible and adaptable to any channel. To choose the appropriate channel, you need to consider the purpose, urgency, and complexity of your message, as well as the preferences and availability of your team members. You also need to balance the use of different channels to ensure effective and efficient communication.
I can confirm that in my workplace where we have two Millennials, two Gen X's, and one Boomer, the communication style between us varies. The Millennials would rather use digital communication exclusively, the Gen X's will use email if the person they're communicating with is not in the office, and the Boomer would rather wait until they can have a face-to-face discussion. Sometimes our preferred method of communication isn't working so we adapt. Flexibility is key.
The way I have always found best is to choose different channels for different "levels" of importance. Apps like Slack or Google Chat are incredibly helpful for low-level, day to day communication and chats. I.e. "Hey, just wanted to let you know I ran the report". Emails are best for communication that is detail oriented, but not enough to be a meeting. I.e. weekly report breakdowns if nothing catastrophic happened. Lastly, Phone calls or meetings are best when a lot of information needs to be conveyed and needs room for conversation and staff input. I.e. "Lets go over our organizations strategic plans for next year and brainstorm".
Channel selection is critical for ensuring messages are received when, and where, needed. General updates and company news are often best provided in ways that people can consume when they have time to properly absorb the information. Recorded broadcasts, all company emails or videos can be very effective for this one way communication. If you need immediate feedback or quick insights from a select group, choosing a social channel or tool like Slack or Teams can provide immediate feedback in a timely manner. People are more accustomed to responding quickly and succinctly in those forums. If you have a large audience you want feedback from, a formal survey or poll may be more appropriate, and allow better management of results data.
The third step to adapt your communication style is to adjust your tone and language to suit your audience. Different generations may have different expectations and sensitivities when it comes to tone and language. For example, Baby Boomers may expect a respectful and formal tone, while Millennials and Generation Z may appreciate a friendly and casual tone. Generation X may prefer a straightforward and honest tone. To adjust your tone and language, you need to be aware of the context, the goal, and the emotions of your communication. You also need to avoid jargon, slang, or acronyms that may confuse or offend your team members.
Look for ways to express both your warmth and your knowledge, as those communication traits are universally appreciated in professional endeavors.
I've always been told to send messages / communicate online as if everything I am going to send will be posted to the internet for everyone to see. One, this means in times of anger or frustration, be very mindful about the language and tone you are using. Two, this also means that I should consider if someone were to send my work message to people like my grandparents, will they understand what I am trying to convey? If not, then I need to alter my message.
Using plan language is always preferable to formal, stilted writing. Many people confuse formality with complexity. While the scale and audience is always critical for determining tone, if you are speaking with employees it's always critical to show authenticity to ensure your message rings true and doesn't come off sounding like corporate speak.
The fourth step to adapt your communication style is to seek feedback and clarification from your team members. Different generations may have different ways of expressing and interpreting feedback and clarification. For example, Baby Boomers may give and receive feedback in a structured and constructive way, while Millennials and Generation Z may give and receive feedback in a frequent and informal way. Generation X may give and receive feedback in a direct and candid way. To seek feedback and clarification, you need to be open, respectful, and curious. You also need to ask open-ended questions, listen actively, and acknowledge different perspectives.
Depending on your relationship with the person giving you feedback (i.e. how frequently you work with them), it may be helpful to set aside dedicated time however often you deem helpful to have a feedback conversation with that person. However, if you need clarification on something and you have exhausted all other avenues to get an answer, address that person as soon as you get the chance to get the information. Feedback and clarification should not be scary things and getting a set feedback schedule and being confident about asking for clarification make a working environment much easier to navigate.
The fifth step to adapt your communication style is to show appreciation and recognition to your team members. Different generations may have different motivations and preferences when it comes to appreciation and recognition. For example, Baby Boomers may value recognition for their experience and loyalty, while Millennials and Generation Z may value recognition for their creativity and innovation. Generation X may value recognition for their results and independence. To show appreciation and recognition, you need to be specific, sincere, and timely. You also need to customize your appreciation and recognition to suit the individual needs and preferences of your team members.
As a member of Generation Z, nothing feels more validating than being appreciated for your work. I have worked with many different managers, and those who take the time out of their to understand your work not only make you feel you are positively contributing to the organization's greater good but also feel like an important asset.
The sixth and final step to adapt your communication style is to learn and grow together with your team members. Different generations may have different strengths and challenges when it comes to communication. For example, Baby Boomers may have strong interpersonal and leadership skills, while Millennials and Generation Z may have strong digital and creative skills. Generation X may have strong problem-solving and adaptability skills. To learn and grow together, you need to be humble, supportive, and collaborative. You also need to share your knowledge, skills, and experiences, and seek opportunities to learn from each other.
Communication is all about taking risks, being bold, and embracing collaboration. If you are not learning from how things have been done in the past, you are bound to make similar mistakes in the future. Nothing is wrong when something doesn't go as planned since it is an opportunity to grow and learn from the process.
Something to consider in learning and growing together, as it pertains to intergenerational communication, is that multiple factors play into someone's generational identification. For example, if someone is born in 1997 but have older parents and older siblings, their communication style might align more with millennials than GenZ. The same goes for many other people, especially those born on the cusp. It's important not to generalize - you may have more in common with someone from another generation than you might think. Shifting this perspective can make it easier to learn and grow together.
Facilitating open sharing of how each other's communication is received allows an opportunity to connect, remind each other that - regardless of generation - we're all human, and foster new insights and perspective of others' styles and preferences. Open a dialogue on the topic of team communication and allow various team members to share about their preferences. Don't take it personally when one generation finds something about another's traits humorous. The ability to laugh at one's self is critical in being open to someone else's perspective.
Active listening everywhere, everyday! Please do not listen to reply but listen to understand. Also it is important to be aware for body language!!
Fostering truly effective communication with team members is a process. If you commit to it, you will see results. Building true connections with team members, so they know you care about them as people beyond their production and performance, allows you to have honest, transparent conversations. While the feedback may not 'always' be glowing, if they trust that you care about them, they will understand your intent is to contribute to their growth.
I believe listening is an important part of any communication. Even in different generations, key is to understand their approach and method. Listening helps us with that. It gives us the idea on the approach, tone, language to follow in the communication.
Effective communication among team members is not just about speaking and listening, but also about understanding, compassion, and respect. When team members communicate with empathy, actively listen, and consider diverse perspectives, they create an atmosphere of trust and cooperation, leading to enhanced collaboration and successful outcomes.
Listen to what people need. Taking the time to understand how someone -- anyone, not just someone from a different generation -- needs to hear or process something is not forfeiting or forgoing anything on your part. Look at others -- your laterals, team members, anyone in and throughout your organization -- as your clients. Within reason and while being fair to your energy and value -- how can you serve their needs?