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What do you do if your digital tools are contributing to poor team communication?

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Facilitation is the art of guiding a group of people towards a common goal, whether it is solving a problem, making a decision, or learning something new. As a facilitator, you need to use various digital tools to enhance your communication, collaboration, and engagement with your team. However, sometimes these tools can have the opposite effect and create confusion, frustration, or disconnection among your team members. What do you do if your digital tools are contributing to poor team communication? Here are some tips to help you avoid or overcome this challenge.

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1 Assess your needs

Before choosing or using any digital tool, you need to assess your needs and objectives as a facilitator and as a team. What are you trying to achieve? What are the main challenges or gaps that you face? What are the preferences and expectations of your team members? How do you measure your success? By answering these questions, you can identify the most suitable and effective tools for your facilitation process. You can also avoid using too many or too complex tools that might overwhelm or distract your team.

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Greg Dekker

Creative Communicator | Dynamic workshop leader | Speaker and author | Expert with LEGO? Serious Play?
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WHAT'S BEST? During the pandemic, digital tools were especially appreciated as a lifeline and we celebrated their power as we explored different uses. But against what they bring in efficiency, anonymity and reach is sometimes a miss for intimacy and neurodiversity. For example, there was a time when I loved post-it notes so much I was fitting them into every. Someone called me the post-it guy. Later, I made the same mistake overusing live response tools. What's required is being aggressively particularl about what's best for the task and moment.

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Teresa Rojas

|46k+ Trained | Manager - Sr Agilist | LinkedIn Learning Instructor | Senior Project Manager | Scrum Master | Empowering Project Teams to Deliver Excellence | Expert in Agile & Project Leadership
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The digital tools are aids to the job that needs to be done , as a professional it is always a good idea to evaluate what kind of tools are available and what I need them for and if I know how to use them. Sometimes it is the process and not the tool that is not ready

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2 Align your tools

Once you have selected your tools, you need to align them with your facilitation plan and your team's needs. This means that you need to ensure that your tools are compatible, accessible, and user-friendly for everyone involved. You also need to communicate clearly and consistently how and when you will use each tool, what are the rules and expectations for using them, and how you will provide support and feedback. You can use a tool inventory or a communication plan to document and share this information with your team.

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Andrea Wolf

Autism Consultant @ Surrey Place | Neurodiversity Ally
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With roughly 20% of the Canadian population identifying as Neurodivergent, effective communication is paramount in any workplace. Incorporating principles of Universal Design for Learning can greatly enhance communication. By offering employees multiple ways to express themselves, such as attending meetings virtually or participating in asynchronous video interviews, and providing various means of engagement, such as asking how they contribute best in projects or how they prefer to receive feedback, we can improve communication with Neurodiverse employees and everyone else.

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3 Adapt your tools

Even if you have aligned your tools, you might still encounter some issues or limitations that affect your team communication. For example, you might face technical glitches, low participation, or misunderstanding. In these cases, you need to adapt your tools and your facilitation style to the situation. You can do this by troubleshooting the problems, asking for feedback, adjusting the settings or features, or switching to a different tool if necessary. You can also use some facilitation techniques, such as check-ins, icebreakers, polls, or breakout rooms, to enhance your communication and engagement with your team.

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Chris Whaley

I help organizations drive results while fostering engagement and collaboration. A speaker, coach, and facilitator with expertise in project management and HR. Founder of EscapeToExpand.com
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I have seen some great virtual tools come out in the past few years. Unfortunately, these tools may take some time for people to become comfortable using them in a group setting. If that is the case, consider making a short video or have a training session on how to use the tool before the next meeting. Or see if there is a low-tech way to accomplish the same goal!

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4 Evaluate your tools

Finally, you need to evaluate your tools and their impact on your team communication. You can do this by collecting and analyzing data, such as attendance, participation, satisfaction, or outcomes. You can also ask for feedback from your team members, either through surveys, interviews, or discussions. You can use this information to identify the strengths and weaknesses of your tools, as well as the opportunities and challenges for improvement. You can also use this information to celebrate your achievements and recognize your team's efforts.

Facilitation is not only about using digital tools, but also about creating meaningful and productive interactions with your team. By following these tips, you can ensure that your tools are enhancing, not hindering, your team communication. You can also foster a culture of trust, collaboration, and learning among your team members.

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5 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?

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Chioma Nnaji, MPH, MEd

Master Facilitator | Equity & Engagement Strategist | Anti-Racist, Justice-Worker ?? I help social impact orgs maximize their work by facilitating effective strategies in engaging communities and leveraging partnerships.
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Technology should be viewed as complementary to facilitation, not as a replacement. Therefore, it's critically important to ask yourself WHY you are using technology. It might not always be necessary. Some compelling reasons to incorporate technology into your facilitation efforts include: 1. Enhancing participant engagement to make sessions more dynamic and engaging. 2. Improving accessibility for diverse learners 3. Expanding reach for sessions across different locations or with a large groups of participants

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What do you do if your digital tools are contributing to poor team communication?

1

2

3

4

5

1 Assess your needs

2 Align your tools

3 Adapt your tools

4 Evaluate your tools

5 Here’s what else to consider

Facilitation

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What do you do if your digital tools are contributing to poor team communication?

1

2

3

4

5

1 Assess your needs

2 Align your tools

3 Adapt your tools

4 Evaluate your tools

5 Here’s what else to consider

Facilitation

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