Effective and Efficient Methods for Working Together

The following steps and techniques were discussed in a workshop I participated in many years ago. While they are job-related, the methods could be used in any organization and to enhance family communication, coordination, and commitment as well.

There are basic principles that wrap-up an overall good work and life ethic outlook

* focus on the situation, issue, or actions and behavior -- not on the person

* maintain good relationships with co-workers, supervisors, associates, and others who are a part of your life by creating situations to help them with confidence and positive self-esteem

* be willing to be the first to take initiative to make things a little better

Listening and feedback

* State the purpose of the discussion and describe specifically what you have observed.

* Describe your reactions to what has occurred so far.

* Show your interest in what the other person/people have to say before jumping to conclusions and mandating a certain course of action.

* Ask the other person how they perceive what has happened; giving them an opportunity to share ‘their side of the story’.

* Politely request suggestions on how to ‘make it right’ and offer helpful ideas for them to consider if they seem to be at a loss on how to rectify or enhance the matter under discussion. Remember, it may have been your lack of overseeing something that has led to the problem, concern, or issue.

* Ask questions to clarify what you have heard and to make sure they understand your point of view, the need for a certain result, and the desire to make it a win-win situation.

* Summarize and show your respect and support. Then demonstrate by your actions, feedback, and follow-up

State facts, ideas, and suggestions clearly

* Capture people’s attention immediately by stating the basic points.

* Explain why you think the information is important now and for future use.

* Present the material in an organized manner with facts, figures, processes, resources.

* Discuss pro’s and con’s, advantages and disadvantages, opportunities and possible roadblocks - be sure to ask for reactions and feedback at that time and later when people have had time to consider what you have shared.

* During meetings, make sure your points are clearly comprehended.

* Encourage input from others before, during, and after any type of ‘presentation’ or discussions through individual input, brainstorming, reports, etc.

* Review the material and recommend action (sometimes more than one option is useful).

Taking on a new assignment

* Make sure you understand what results are expected in the project, task or mission.

* Ask about the timeframe and deadline, who else is involved, what resources are needed and who is responsible for the coordination of all of these elements (and any others).

* Obligations to be met - what are they, how will they be implemented, what’s the follow-up plan? Who determines the priority level and who is authorized to change that.

* What level of responsibility do you have to make independent choices and decisions?

* Are you reporting to one person directly or several simultaneously. Avoiding confusion is necessary to keep any kind of project and communication open and positively intact.

* If you are unsure you have the expertise, where are you going to obtain access to people who can help you. Make sure the person doing the assigning knows whatever concerns you have before beginning - and keep the information flow open should any issues develop. No matter how small or menial they may seem to you or them at the time, little errors in judgment or guessing can lead to serious consequences.

* Agree on an action plan, have checkpoints for accountability and tracking, and make sure to have a follow-up session when the assignment is complete.

Resolving issues with positive responses

* Do you truly understand what led to the ‘situation’ - don’t assume you do. Ask for input and feedback before trying to create a solution which might be inappropriate or resented and not supported.

* Deal with verbal, audio, and body language communication by keeping your emotions in proper control. Be a good role model.

* To achieve constructive measures which will result in effective and efficient resolutions it may be necessary to negotiate, delegate, step away for a short time period to diffuse the negative energy, or ask for someone outside the ‘issue’ to act as a mediator.

* Have you acted and/or responded in a ‘let’s fix it and move on’ manner or just become fearful, angry, or frustrated which may lead to a perspective of the issue that’s not based in reality. Have the facts been clearly stated and accepted by those affected. What solutions have been suggested? Can a truce and agreement be reached and followed.

* Everyone brings their own emotional background, knowledge base, social upbringing, interpretation of the language, and more into relationships. You need to acknowledge and honor differences in opinion and outlook, even if you don’t agree or like them. It’s a part of the equation when talking to and working with people.

* More diversity means increased opportunities for discovery while also causing another level of challenge, due to this environment, for misinterpretations.

* What positive effect and/or result is wanted for achievement of what needs to be accomplished? How will it be measured, when, and by who?

* Whatever the outcome, find areas that can be gained from the experience of working together towards a positive goal success.

Changes and asking for help

* Before getting too excited or annoyed when hearing or reading about upcoming changes, get the details. You may hardly be affected by the plans or you might be an integral part. Listen for the explanation.

* Understand why the changes are being requested or made necessary. Rumors and speculation can easily make something simple look difficult, demeaning, or demanding.

* Be part of a solution, not a part of a problem. Maintain your integrity and stature to retain good relationships.

* Be an active part of any discussions; don’t simply whine or complain if you feel pressured, being taken advantage of, or are concerned about what to do.

* Ask for support in the form of other people providing help, involvement from others for possible alternatives for easier implementation of changes, and to make sure you receive any necessary resources in a timely manner.

* If something don’t happen as desired or expected, discuss it with the appropriate people; those who are in a position to provide assistance. Describe what occurred and what steps were taken to try to correct it.

* Solve the problem or resolve the issue or concern together. Set up an action plan to turn a difficulty, predicament or dilemma into a strategic win.

Work smarter by being a good team player

* Discover what tasks and results are most important to you and your team.

* Look for several methods to achieve those wants and needs, the goals, the mission.

* Make sure the environment and mixture of the team members is one where people feel as comfortable and equal as possible.

* Contribute ideas and suggestions to enhance the quality and quantity levels of the work needing to be accomplished. Share your expertise: the knowledge, skills, and talents you’ve acquired.

* Make sure credit is given whenever it is deserved, no matter the size of the task.

* Provide recognition for things done well, people who have gone beyond the call of duty, deadlines met, energies expended overall, new ideas for the future along with the solutions demonstrated for today and beyond, and anything else that will encourage more good performances.

* Provide avenues to enable individuals to advance and enhance their working conditions, social stature, and ability to rise to new levels in an organization.

Most of us already practice many of these methods. Mix and match. Combine old and new techniques. Introduce other people into teams for an alternative and probable fresh perspective. Do your best to maintain a positive atmosphere with your words and deeds. Encourage participation through active questioning, the ‘open door policy’, and by sincerely complimenting people more frequently than during a review or feedback session.

Ask for input, listen, and share ideas to gain better solutions and win-win achievements. 

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My large series of eBooks, under the umbrella title of Permission Granted Today, offers a variety of tips and techniques to enhance your talents, skills, thoughts, and beliefs. Please take a look at www.amazon.com/author/virginiareeves