What's the best way to enforce communication standards in business operations?

1 Benefits of communication standards

Communication standards are the rules and best practices that define how, when, and what to communicate in different situations and channels. They help to align the expectations and goals of all the parties involved, to reduce ambiguity and noise, and to increase efficiency and quality. Communication standards can also enhance your brand image, customer satisfaction, and employee engagement by creating a professional and consistent tone and style across your business operations.

2 How to create communication standards

The first step to create communication standards is to analyze your current communication processes and identify the gaps and challenges. You can use tools like SWOT analysis, surveys, interviews, or audits to collect data and feedback from your stakeholders. Then, you need to define your communication objectives, audience, and message for each scenario and channel. You can use frameworks like SMART, RACI, or KISS to guide your decision-making. Finally, you need to document your communication standards in a clear and accessible way, using templates, checklists, or guidelines.

3 How to implement communication standards

Once you have your communication standards ready, you need to communicate them to your team and train them on how to use them. You can use methods like workshops, webinars, or e-learning to explain the rationale and benefits of the standards, and to provide examples and scenarios. You also need to provide the necessary tools and resources to support the implementation, such as software, platforms, or devices. Moreover, you need to establish a system of accountability and recognition to motivate and reward your team for following the standards.

4 How to monitor communication standards

Implementing communication standards is not a one-time event, but an ongoing process that requires regular monitoring and evaluation. You need to collect and analyze data and feedback on the performance and impact of your communication standards, using metrics like response time, error rate, customer satisfaction, or employee engagement. You also need to solicit and listen to the suggestions and concerns of your team and stakeholders, using methods like surveys, interviews, or focus groups. Furthermore, you need to review and update your communication standards periodically, based on the results and feedback.

5 How to improve communication standards

Monitoring communication standards is not enough if you don't act on the findings and feedback. You need to identify the areas of improvement and implement the necessary changes and adjustments. You can use tools like PDCA, DMAIC, or AAR to structure your improvement process. You also need to communicate the changes and reasons to your team and stakeholders, and provide them with the updated tools and resources. Additionally, you need to celebrate and share the successes and lessons learned from your improvement efforts.

6 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?