Communication is a vital skill for any team, especially in a remote or hybrid work environment. But sometimes, you may encounter a team member who is hard to reach, unresponsive, or unclear. How can you break down the barriers and improve your internal communication with them? Here are some tips to help you.
The first step is to understand why you are struggling to communicate with your team member. Is it a technical issue, such as a poor internet connection or a malfunctioning tool? Is it a personal issue, such as a different time zone, a language barrier, or a conflict of interest? Or is it a professional issue, such as a lack of feedback, a mismatch of expectations, or a different work style? Once you identify the root cause of the problem, you can address it more effectively.
For me this is about having a really curious trusting relationship with the team and so starting with creating a safe space to ask them questions and find out more.
When you are working in a team, you need to be open with each other. This is when a strong and a transparent relation is formed. You need to create an environment where you are comfortable to voice your concerns and opinion
Trying to understand the communication gap first Try to build a way to communicate and set expectations by milestone or task based. Make sure to have all options available on the table when talking to this person ; either its personal or technical problem, if this person is already having some problems that is affecting his/her communication
To tackle this, consider implementing a two-way feedback mechanism where both parties can express concerns openly. Regular check-ins or pulse surveys can augment this. Additionally, ensure all team members have access to necessary technology training and language support if needed. Understanding and acknowledging diverse work styles and expectations can foster a more inclusive and productive environment. Addressing these aspects proactively can significantly enhance team communication and collaboration.
Add a CRICS Model C - Common topic to discuss R - Relevant communication should be. Not overdo it. Make it subtle and relevant initially till the time you break the ice. I - Interest based chat. What interests you or what interests him or her. Try to start with it. C - Creative and clear. Be creative when communicating. Be clear. S - Sensitivity or sensible. Keep it in mind. Respect each other's space and then go ahead.
The second step is to choose the right channel for your communication. Depending on the urgency, complexity, and tone of your message, you may want to use different tools, such as email, phone, video call, chat, or project management software. For example, if you need a quick answer to a simple question, you can use chat. If you want to discuss a complex or sensitive issue, you may prefer a video call. If you want to share a detailed report or document, you can use email or project management software. The key is to use the channel that suits your purpose and your team member's preference.
Communication is the key and choosing the right channel and timing is so crucial to get the result you are looking for and make it simple. If the video call will help break the barriers, please use it the most! If one to one meeting weekly is effective then do so! If the face to face meeting is needed please do an effort to meet up
We all know this but everyone has different communications preferences. But how can you know what their preferences are? Ask them! IC teams and managers can make this easier for teams by creating worksheets where individuals can outline basics about them to certain questions: How do you prefer to receive feedback (phone, writing, video, in-person)? How do usually you react to feedback (fight or flight)? What contributes to your best performance? What contributes to your worst? Having these worksheets available to reference before and during tough 1:1 conversations makes it SO much easier when we acknowledge our individual needs and differences and try to support each other to be the best of ourselves.
The third step is to be clear and concise in your communication. Avoid jargon, slang, or acronyms that your team member may not understand. Use simple and direct language that conveys your message without ambiguity or confusion. Provide enough context and background information, but avoid unnecessary details or repetitions. Use bullet points, headings, or numbering to organize your information and make it easy to follow. And always proofread your communication for spelling, grammar, and clarity.
Set expectations and be clear about what is ok for you and what is ok for her/him without starting any task or talking about the job itself
The fourth step is to listen and empathize with your team member. Communication is not a one-way street, but a two-way dialogue. Show your team member that you are interested in what they have to say, and that you respect their opinions and feelings. Ask open-ended questions to encourage them to share their thoughts and concerns. Paraphrase or summarize what they say to show that you understand them. Acknowledge their emotions and perspectives, even if you disagree with them. And express your appreciation and gratitude for their contribution and cooperation.
Seek to understand before being understood as Steven Covey have said in his book “7 habits of highly effective people” To seek to listen and know what people are having in mind is so important and crucial for your communication and understanding. Seek to listen not to answer but to understand
The fifth step is to follow up and follow through on your communication. Don't leave your team member hanging or wondering what the next steps are. Confirm your agreements and action items, and set deadlines and expectations for them. Check in regularly to monitor the progress and provide feedback or support. And deliver on your promises and commitments, and hold your team member accountable for theirs. By following up and following through, you can build trust and credibility with your team member, and ensure that your communication leads to results.
The sixth and final step is to seek feedback and improvement on your communication. Communication is a skill that can always be improved and refined. Ask your team member for their feedback on how you communicate with them, and what you can do better. Be open and receptive to their suggestions and criticisms, and act on them. And also give your feedback to your team member, and praise their strengths and point out their areas of improvement. By seeking feedback and improvement, you can foster a culture of continuous learning and growth in your team, and enhance your internal communication.
Experimente falar primeiro das suas dificuldades antes de apontar a dos outros. Fale de si mesmo, conte sua história. Sua frustra??o quando n?o consegue ter um diálogo transparente e respeitoso. Falar de si, dará ao outro a abertura, a seguran?a e a confian?a para que ele possa desbloquear o poder da comunica??o. Todo mundo ganha.