Team Building: Open Communication

Part 2 of 10

Intro

As any effective leader knows, team building is a nuanced art, yet some core concepts are universal. In this series we'll explore effective strategies for every team. Each segment will focus on 1 of 10 key aspects; individual strengths, open communication, continuous learning, feedback & recognition, trust & respect, goal setting, mentorship, work-life balance, team bonding activities, and empowerment.

Open Communication

Open communication is the lifeblood of any successful team. It's the in-the-background key that transforms a group of individuals into a cohesive, high-performing unit. But what exactly is open communication, and how can we foster it within our teams? Let's first explore exactly what we mean when we say open communication in a team building setting.

Open communication is a concept that's as simple as it sounds, yet as complex as the human interactions it involves. It's about creating an environment where everyone feels comfortable expressing their thoughts, ideas, and concerns without fear of judgment or retribution. (See Project Aristotle, mentioned in the previous article on Individual Strengths. Yes, they're all intertwined!) It's about fostering a culture of transparency, where information flows freely and everyone is on the same page.

Imagine a team where everyone reads minds, where everyone knows what's going on, and where everyone is working towards the same goal. That's the power of open communication. It's like a superpower (remember our Avenger analogy from the last article? don't worry, I'll lay off that) that turns ordinary teams into extraordinary ones.

Benefits of Open Communication

"This is so obvious!" you may thinking to yourself. "The real innovators figured this out in the 80's and 90's. There was a competitive advantage then... but everyone practices open communication now." To justify that "this is obvious" thought we have relatively early works on the psychological basis in Randolph Barker's '98 conceptual paper, or Transactive Memory Systems, Learning, and Learning Transfer in '05, then there's The Silent Killer of Big Companies in 2012, that first allowed me to understand instead of parrot the concepts. More recently we have works like Project Aristotle (yes, we've referenced that a lot already in this series, and will continue to because it's a great reference for team building), among many others, including this 2020 study helping show this concept applies globally and in any workplace.

The catch is, the majority of small- to medium-size businesses haven't truly adapted to the paradigm shift. The concept of open communication in the workplace stems from the growth of the knowledge economy. Because of the importance found in information sharing, organizations began to shift from strict hierarchical structures to more team-based collaborative models. This really took off in the early-2000s with an effectively utilized internet. Like most any change though, once the hype dies down, and it's "just another expectation", many business fail to genuinely commit. They may rely too much on tools like Slack or Teams. Others business' traditional management may fear a loss of control and authority if they allow for too flat of a structure. Other times the focus is strictly on speaking freely, while ensuring everyone does so is important, just as important is active listening, and doing so empathetically, which is more often overlooked. So with all this in mind, I still think it's worth covering the benefits. If everyone truly saw them, we shouldn't see the lack of open communication still prevalent today.

First and foremost, your team is a myth without open communication. That's right, if you aren't practicing open communication, then you don't have a team. You have subordinates and superiors, nothing more. This may be harsh, but the first benefit is being able to call your team a team without lying to yourself.

Now onto the more positive notes;

• Enhanced Problem-Solving: Open dialogue allows for a diversity of perspectives and approaches to be considered, leading to more innovative and effective solutions.
• Improved Decision-Making: With all cards on the table, teams can make well-informed decisions that take into account various viewpoints, reducing the likelihood of oversight or errors.
• Increased Efficiency: Open communication streamlines workflows by eliminating misunderstandings and reducing the need for time-consuming clarifications, thereby speeding up project timelines.
• Greater Accountability: When expectations and progress are communicated clearly, team members are more likely to take ownership of their tasks, leading to higher quality work.
• Strengthened Relationships: Transparency and honesty foster trust among team members, which is crucial for long-term success and a positive work environment.
• Employee Engagement: Teams that communicate openly tend to have more engaged members. Engaged employees are more productive, more customer-focused, and more likely to stay with the company.
• Reduced Workplace Stress: Open communication can alleviate uncertainty and stress by providing team members with a clear understanding of their roles, expectations, and the challenges ahead.
• Adaptability: Teams that communicate well find it easier to adapt to changes, whether it's a shift in project direction, company restructuring, or adapting to market demands.
• Conflict Resolution: Open and respectful communication is key to resolving conflicts quickly and effectively, preventing small issues from escalating into larger problems.
• Talent Retention: A culture of open communication is attractive to top talent and can be a significant factor in employee retention, reducing the costs associated with high turnover.
• Customer Satisfaction: Teams that communicate effectively internally are often better at communicating with customers, leading to higher levels of customer satisfaction and loyalty.
• Competitive Advantage: In fast-paced markets, the ability to communicate openly can be a significant competitive advantage, enabling faster response to opportunities and threats. As we outline above, there's no good reason for this, but you can still get ahead of the curve.

Now that we've covered the benefits comprehensively, we can get to the good stuff. How do we actually promote and implement open communication in our teams?

Strategies for Real Open Communication

Promoting open communication is not a one-time event, but a continuous process. A pitfall to avoid is inconsistency, this can create skepticism in employees, feeling as though they're only in the loop when convenient, or "when it doesn't matter". So how do we do it? No one said it would be easy. I recommend these 11 methods:

1. Lead by Example: Your behavior sets the standard. Make it a point to share information transparently, admit mistakes, and listen actively. This will signal to your team that it's okay to be open and honest.
2. Create a Safe Space: Develop a culture where team members feel secure in sharing their thoughts. This involves not just a non-judgmental atmosphere but also one where diversity of opinion is celebrated. Regular team-building exercises can help reinforce this. Just make sure they're enjoyed by your team, or they're team-killing exercises.
3. Encourage Feedback: Make feedback a regular part of team meetings and one-on-ones. Use structured formats like 360-degree feedback to ensure everyone gets a voice. Show appreciation for the feedback received and, whenever possible, act on it to demonstrate its value.
4. Open-Door Policy: Make yourself available for impromptu conversations. An open-door policy can make team members feel that their concerns and ideas can be addressed immediately. Addressing things quickly is of benefit to all involved, especially if it's a conflict resolution scenario.
5. Scheduled Check-Ins: Regularly scheduled meetings, whether daily stand-ups or weekly round-ups, can provide a consistent space for team members to communicate openly about project statuses, challenges, and opportunities.
6. Conflict Resolution Mechanisms: Have a clear process in place for resolving conflicts. This ensures that when disagreements arise, they can be addressed openly and constructively. At the same time, it's best practice to only involve those the conflict affects. Not everything, especially personal conflicts, needs to be 100% public.
7. Transparency in Decision-Making: Involve team members in decisions that affect them. This not only taps into a broader range of perspectives but also fosters a sense of ownership and commitment to the outcomes. Of course, someone needs to have the final say to make sure things get done, but just as every great CEO values their Advisory Board or Executive Committee to aid their decisioning, you owe the same consideration to your team.
8. Reward Open Communication: Recognize and reward those who actively participate in open communication. This could be through public praise, promotions, or other incentives that show team members their contributions are valued.
9. Training and Development: Offer training sessions on effective communication skills, active listening, and giving and receiving feedback. This equips team members with the skills they need to participate fully in an open communication environment. On the same note, this should be a part of the day-to-day when you lead by example.
10. Anonymous Channels: Sometimes team members may want to share sensitive feedback they're uncomfortable stating publicly. Providing an anonymous channel for such feedback can ensure that important issues don't go unaddressed.
11. Measure and Adjust: Use metrics like employee engagement scores, feedback surveys, or even direct conversations to gauge the effectiveness of your communication strategies. Be prepared to adjust your approach based on these insights, and don't allow complacency because your team scored well once.

Conclusion

As we wrap up our deep dive into open communication, we've covered exactly what it is and isn't in a team building context. We've explored the myriad benefits of open communication, from enhanced problem-solving to talent retention. We've also delved into actionable strategies to foster this invaluable skill within your team. Remember, promoting open communication is not a one-off event but a continuous journey. It's a key driver to transform a group of individuals into a cohesive, high-performing unit.

I hope this quick read helps you in building teams that are not just a collection of individuals, or simply subordinates and superiors, but one cohesive unit, working not just for themselves, but together with their team, for each other.

Did you miss the first article in the series? Individual Strengths is a deep-dive on a strengths based approach, if you're curious about improving your team's capabilities, give it a read.

Also, don't hesitate to check out the recently published third and fourth articles in the series.

Photo by Pavan Trikutam on Unsplash