What are the best ways to communicate across functional areas?

1 Understand the context

Before you communicate with another functional area, you need to understand the context of your interaction. What is the purpose of your communication? What are the expectations and objectives of both parties? What are the potential benefits or risks of your collaboration? How does your communication fit into the bigger picture of the organization's vision and strategy? By answering these questions, you can tailor your message and tone to suit the situation and avoid unnecessary confusion or conflict.

2 Use clear and simple language

One of the biggest obstacles to communication across functional areas is the use of technical terms, acronyms, or jargon that are specific to one domain but not familiar to others. While these terms may be efficient and accurate within your own functional area, they can be confusing or misleading to others who do not share your background or expertise. To avoid this problem, you should use clear and simple language that can be easily understood by anyone. Explain any concepts or terms that may be unfamiliar to your audience, and provide examples or analogies to illustrate your points. Avoid using slang, idioms, or humor that may not translate well across cultures or functions.

3 Listen actively and empathetically

Communication is not only about sending your message, but also about receiving and understanding the message of others. To communicate effectively across functional areas, you need to listen actively and empathetically to what they have to say. Active listening means paying attention, asking questions, clarifying points, summarizing key ideas, and giving feedback. Empathetic listening means showing respect, curiosity, and appreciation for the other person's perspective, feelings, and needs. By listening actively and empathetically, you can build rapport, trust, and mutual understanding with your cross-functional partners.

4 Use multiple channels and formats

Communication across functional areas can be enhanced by using multiple channels and formats to convey your message. Depending on the purpose, urgency, and complexity of your communication, you can choose the most appropriate channel and format to suit your audience and situation. For example, you can use email, phone, video call, chat, or face-to-face meeting to communicate verbally or non-verbally. You can also use text, images, graphs, charts, diagrams, or videos to communicate visually or numerically. By using multiple channels and formats, you can increase the clarity, impact, and retention of your communication.

5 Seek feedback and follow up

Communication across functional areas is not a one-time event, but an ongoing process that requires feedback and follow-up. Feedback is the information that you receive from your audience about how they perceive and respond to your message. Feedback can help you evaluate the effectiveness of your communication, identify any gaps or misunderstandings, and make any adjustments or improvements. Follow-up is the action that you take after your communication to ensure that the desired outcomes are achieved, the expectations are met, and the relationship is maintained. Follow-up can include sending a summary, confirming an agreement, providing additional information, or expressing gratitude.

6 Collaborate and learn

Communication across functional areas is not only a way to exchange information, but also a way to collaborate and learn. Collaboration is the act of working together to achieve a common goal or create something new. Collaboration can foster innovation, creativity, and synergy among cross-functional teams. Learning is the process of acquiring new knowledge, skills, or attitudes from your communication. Learning can enhance your professional development, personal growth, and cross-cultural competence. By collaborating and learning from your communication across functional areas, you can add value to your organization and yourself.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?