What do you do if your team lacks effective communication skills and you're a manager?

I found when I was a manager that tackling your team's communication challenges began with really understanding the current dynamics. It's about observing how your team interacts, actively seeking their feedback, and seeing exactly where the gaps lie. Maybe it's a struggle to express ideas clearly in meetings, or perhaps the issue is not using the right channels for different types of communication. Or, identifying these specific areas for improvement is critical. But remember, there's no one-size-fits-all solution. Adopt a strategy that's customized to the unique needs and personalities of your team. This approach will enhance communication but and strengthen your team's cohesion and overall performance.

TIP - Prioritize direct dialogue over initial analysis. Rather than starting with an in-depth assessment of communication issues, consider initiating open, courageous conversations with your team members. Encourage everyone to share their perspectives and experiences regarding the communication challenges they face. This approach fosters a sense of inclusion and trust, allowing for a more comprehensive understanding of the issues at hand directly from those affected. By valuing each person's viewpoint, you can collaboratively identify effective strategies for improvement, creating a more engaged and communicative team environment. This direct dialogue method emphasizes mutual respect and problem-solving from the ground up.

Dos acciones puntales y necesarias: 1) Analizar las causas subyacentes: Pregunta: ?Por qué el equipo tiene dificultades para articular ideas durante las reuniones? ?Qué obstáculos están impidiendo que aprovechen eficazmente los canales de comunicación disponibles? Examina factores como la falta de habilidades de comunicación, barreras lingüísticas, problemas de confianza o de estructura organizativa que puedan estar contribuyendo a los problemas identificados. Adaptar el enfoque y tomar medidas correctivas: 2) Adaptar el enfoque y tomar medidas correctivas: Adapta tu enfoque para abordarlas de manera efectiva. Dise?a estrategias y acciones específicas para mejorar la comunicación en el equipo.

Start by identifying the specific communication challenges your team is facing. This could include difficulties with clarity, active listening, or conflict resolution. For instance, if you notice that team members often misunderstand each other's instructions, that could indicate a need for improved clarity in communication.

What are your teams communicating and under what context? Mainly what kind of communication they should be good at? These questions will help you access the real need and work out a plan for that.

TIP - Co-create communication norms. Instead of unilaterally setting communication rules, engage your team in a collaborative discussion to define how you'll communicate. This inclusive process ensures everyone's input is considered, building a collective agreement that reflects diverse needs and preferences. As the manager, you retain the responsibility to guide and set limits, enhancing the framework with your insights and authority. However, starting with a shared effort to establish communication practices empowers your team, fostering a sense of ownership and commitment to the agreed-upon methods. This approach not only democratizes the process but also enhances adherence and effectiveness.

Communication holds the key to a successful customer relationship. A happy customer is always willing to award repeat business. With this premise it’s important that team understands the importance of communication and is aligned on it as a KPI. Having a communication plan at the outset with all customers is important and essential. All key stakeholders must be mapped and be part of the agreed communication plan. This plan should include frequency, format and agendas of communication. These expectations from the team for timely and frequent communication should be clear and consistent. Communications must also be monitored for critical feedback and improvements.

Clearly define expectations for communication within your team. This includes guidelines for how often team members should communicate, what channels to use for different types of communication, and how to handle conflicts or misunderstandings. For example, you might establish a policy that all team members must respond to emails within 24 hours to ensure timely communication.

As a manager, it's vital to create an environment where communication is more than just words—it's about understanding, empathy, and connection. Provide training to empower each team member's voice, encourage open dialogue to foster belonging, use tools to bridge distances, lead with vulnerability to show strength, offer feedback for growth, address barriers to understanding, and celebrate successes to strengthen bonds. This approach ensures that every team member feels valued, heard, and part of a cohesive, supportive team.

In addition to skills training, you could use a workshop to understand the different communication style of each individual in the team. Communication often becomes an issue when people have different communication styles and they assume others have similar communication preferences to their own.

Building trust is key. It's important to ensure open communication where the team does not fear reprisal. Actively listen, withhold judgment, and hear them out fully. This psychological safety unlocks collaboration for a thriving workplace.

Encourage team member to try something out of his/her comfort zone. I was working as PM for a team responsible for integrating several disperse applications. All 100 people working with this project sat on the same open-plan floor. One member of my team was stuck and could not complete his work as he did not receive what he needed from another team. After following up with him a few times I asked what was the sticking point. He told me he had emailed several times and not received a response. The person from whom he needed a response sat only a few meters away. “Perhaps you could walk over and talk to them,” I suggested. He did and code was completed that day.

Hay una metodología que funciona muy bien para mejorar la comunicación en los equipos, es crear un "Decálogo de comunicación" ... De esto tengo un video donde explico paso a paso como crearlo, si te interesa me escribes y te lo envío.

In my experience, to enhance your communication skills as a manager, consider transforming communication challenges into a collaborative game. Introduce 'Communication Quests,' where team members embark on missions that require effective dialogue to solve complex problems, mirroring real workplace scenarios. This innovative approach not only enhances communication skills but also fosters a spirit of teamwork and problem-solving, making the process engaging and impactful.

In my experience, it's crucial to lead by example when it comes to communication. Show your team the importance of clear and concise communication through your own actions and interactions. You can encourage open dialogue, active listening, and provide regular feedback to cultivate an environment where effective communication is valued and practiced by all team members.